CONTENTS 1
PART 1 WRITING WHEN MAKING APPLICATIONS 1
1．LAYOUT AND CONVENTIONS OF LETTER WRITING 1
Sample Reading 2
Sample Letter 1—An informal personal letter 2
Sample Letter 2—A formal business letter 2
Sample Letter 3—A business letter with headed stationery 3
Notes Analysis 4
1）The schematic structure of an English letter 4
2）Mechanics of laying out a letter 5
3）Differences between British and American conventions 8
4）Criteria of good correspondence 8
2．APPLYING FOR JOB VACANCIES 10
Sample Reading 11
Sample 1/A—A covering letter 12
Sample 1/B—A Curriculum Vitae 13
Sample 2/A—A covering letter 14
Sample 2/B—A Curriculum Vitae 15
Sample 3—A CV focusing on professional experience 16
Notes Analysis 17
1）The organisation of a covering letter 17
2）Alternative expressions for writing a covering letter 17
3）The layout of a CV 18
4）The order for presenting details in a CV 19
5）Key reminder:Be impressive but convincing and honest in sellingyourself 19
Writing Practice 20
3．APPLYING FOR UNIVERSITY ADMISSION 23
Sample Reading 24
Sample 1—A letter requesting an application form 24
Sample 2/A—A personal statement by an English major 25
Sample 2/B—A personal statement by a student of Economics 27
Notes Analysis 28
1）Contents of a personal statement 28
2）Essential qualities of a good personal statement 28
Writing Practice 29
4．FILLING IN APPLICATION FORMS 30
Sample Reading 31
Sample 1—Application for postgraduate programmes 31
Sample 2—Application for undergraduate programmes 35
Sample 3—A visa application form 38
Sample 4—A bank application form 43
Notes Analysis 45
1）Standard headings in university application forms 45
2）Additional information about some culturally-specific terms 48
3）Visa Application form—notes for guidance 48
4）Useful terms in bank application forms 49
5）Common instructions for filling in forms 50
Writing Practice 50
PART 2 SECRETARIAL WRITING 56
1．NOTICE OF MEETING 56
Sample Reading 57
Sample 1—A notice of meeting on the blackboard 57
Sample 2—A notice of meeting in memo 57
participants) 58
Sample 3/A—A notice of an international symposium(for domestic 58
Sample 3/B—A notice of an international symposium(for overseas 59
participants) 59
Sample 4—A notice of an international forum(A leaflet) 60
Sample 5—A notice of an international conference 63
through E-mail 63
Notes Analysis 65
1）Appropriateness and level of formality 65
2）Agenda 65
3）Toward more idiomatic expressions 66
4）The reply form 66
Writing Practice 67
2．MINUTES OF MEETINGS 69
Sample Reading 70
Sample 1—Minutes of a university staff meeting 70
Sample 2—Minutes of a company meeting 72
Notes Analysis 73
1）The heading of minutes 73
2）The generic structure of minutes 73
3）Past tense and passive voice in minutes 75
4）Reported speech in minutes 76
5）Amendments in minutes 76
Writing Practice 76
3．MEMORANDA AND OFFICE MEMOS 78
Sample 1—A memo from an executive to inform staff 79
of new policies 79
Sample Reading 79
Sample 2—A memo from staff to report to the superior 80
Sample 3—A memo to brief staff on decisions 81
at a company meeting 81
Sample 4—A memorandum of agreements on a joint project 82
Notes Analysis 83
1）Functions of formal memoranda 83
2）Functions of office memos 83
3）General format of memos 84
Writing Practice 84
4．BUSINESS REPORTS 87
Sample Reading 88
Sample 1—A report by a Purchasing Agent 88
Sample 2—A report by a student writer 91
Notes Analysis 93
1）Classification of business reports according to purpose 93
and style 93
2）The organisational pattern of business reports 95
3）Detachment and restraint in the language of reports 95
4）Business reports in contrast with memos 96
5）Business reports in contrast with science/research reports 96
Writing Practice 97
5．ITINERARIES 99
Sample Reading 100
Sample 1—A formal itinerary arranged by a travel agency 100
Sample 2—A detailed itinerary prepared by a secretary 101
2）Layout of an itinerary 102
a detailed schedule 102
Notes Analysis 102
1）Difference between a formal itinerary and 102
3）Verb forms in itineraries 103
4）Accuracy as an essential quality in writing itineraries 103
Writing Practice 104
6．NOTES AND OFFICE SLIPS 105
Sample Reading 106
Sample 1—A note to a colleague about office arrangements 106
Sample 2—A note to a professor to make an appointment 106
Sample 3—A note to ask for sick leave 106
Sample 5—Telephone slip 107
Sample 6—Visitor slip 107
Sample 4—A note to a foreign guest 107
Sample 7—Message slip 108
Notes Analysis 108
1）Mechanics of note-writing 108
2）Stylistic features of note-writing 108
Writing Practice 109
7．PUBLICITY MATERIALS 110
Sample Reading 111
Sample 1—An overview of Standard Chartered Bank 111
Sample 2—A brief guide to Leeds University Business 112
School 112
Sample 3—A hotel leaflet(Printed in English and Chinese) 114
Sample 4—A brief introduction of Xiamen 117
1）Organisation of publicity materials 118
Notes Analysis 118
2）Be aware of the differences between Chinese and English 120
3）The language of advertising—toward more 120
idiomatic expression 120
4）Useful expressions and structures 121
Writing Practice 122
PART 3 FOREIGN TRADE CORRESPONDENCE 124
1．MAKING ENQUIRIES 124
Sample Reading 125
Sample 1—Asking for a quotation 125
Sample 2—Requesting a catalogue,price-list and samples 126
Sample 3—Asking for credit information 127
2）Alternatives in language expression 128
1）The organisational pattern of a trade enquiry 128
Notes Analysis 128
3）The printed Enquiry Form 129
4）Adopting the right tone 129
Writing Practice 130
2．MAKING OFFERS 131
Sample Reading 132
Sample Letter 1—A reply to an initial trade enquiry 132
Sample Letter 2—A quotation 133
Sample Letter 3—A letter of offer 134
Notes Analysis 135
1）Organisation of a quotation letter 135
2）Organisation of a letter of offer 135
3）The candid and friendly opening 135
5）Replying to enquiries for unavailable commodities 136
4）Drawing attention to specific items in the catalogue 136
6）Importance of accuracy in quotations 137
Writing Practice 137
3．PLACING ORDERS 140
Sample Reading 141
Sample 1—A new order accompanied by an Order Sheet 141
Sample 2—A repeat order by fax 144
Notes Analysis 145
1）Contents of a purchase order 145
2）Useful language structures for placing orders 145
3）Replying to orders 146
Writing Practice 147
4．SALES CONTRACT AND SALES CONFIRMATION 149
Sample 1—A Sales Contract 150
Sample Reading 150
Sample 2—A Sales Confirmation 153
Notes Analysis 154
1）Components of a Sales Contract 154
2）Stylistic features of contract writing 155
Writing Practice 158
5．MAKING PAYMENT BY LETTER OF CREDIT(L/C) 160
Sample Reading 161
Sample 1—A bank notification of L/C 161
Sample 2—A Letter of Credit 162
Notes Analysis 163
1）Understanding L/C terminology 163
2）Components of a Letter of Credit 165
4）Urging establishment of an L/C 166
3）Notifying the opening of an L/C 166
Writing Practice 168
6．SHIPPING 169
Sample Reading 170
Sample 1—A Shipping Advice 170
Sample 2—A fax letter urging immediate shipment 171
Sample 3—A reply to complaints about late shipment 172
Notes Analysis 173
1）Organisation of the Shipping Advice as a letter 173
2）Contents and layout of a printed Shipping Advice 173
3）The Bill of Lading—an important shipping document 174
Writing Practice 175
7．COMPLAINTS AND CLAIMS 177
consignment 178
Sample Reading 178
Sample 1—A letter complaining about damage to a 178
Sample 2—A letter complaining about poor quality of goods 179
Sample 3/A—A reply to complaints（Accepting responsibility） 180
Sample 3/B—A reply to complaints（Refusing to 181
take responsibility） 181
Notes Analysis 182
1）Organisation of a letter of complaints/claims 182
2）Organisation of a reply to complaints/claims 183
3）Courtesy and restraint in lodging complaints/claims 184
Writing Practice 185
REFERENCE KEY TO EXERCISES AND NOTES 188
BIBLIOGRAPHY 211