英语应用文写作教案.docx

英语应用文写作教案.docx

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英语应用文写作教案

Part2Secretarialwriting

Noticeofmeeting

Thedifferentformsofnoticeofmeetingandexamples:

Noticeofmeetingontheblackboardorbulletinboard:

NOTICEOFMEETING

Therewillbeascheduledstaffmeetingat3:

00p.m.onWednesday,18September2002intheConferenceRoomattheDepartment.Allthestaffmembersareexpectedatthemeeting.

GeneralOffice

15September2002

Noticeofmeetinginmemo:

DEPARTMENTFORCONTINUINGEDUCATION

DirectorJ.W.WhiteBAFGSFRGS

UniversityofWales

38ParkPlaceCardiffCF13BB

Fax（01222）231968Telex498635

Tel（01222）874831/874832

20June2002

NOTICEOFMEETING

DearColleague,

Therewillbeascheduledstaffmeetingat11a.m.onFriday,28June2002,inRoom201attheMainTower.

J.W.White

DIRECTOR

AGENDA

1Minutesofthemeetingheldon25May2002

2MattersArising

3FundingCouncilCircularW99/10HE;implications

4AdministrativestructureofDepartment

5Part-timefirstdegrees

6Appraisalschemereview

7A.O.B.

8Nextmeeting:

Mainagenda:

Modulizationandpart-timefirstdegrees.

Noticeofmeetingofaninternationalsymposium

Lookattheexamplesonthebookofpage58,comparethedifferencesbetweentheEnglishversionandtheChineseversioninbothlayoutandcontents.

WritingofMinutesofmeeting

Theheadingofminutes:

Ameetingisusuallyofaparticularbody,e.g.BoardofDirectors,Department,FinanceCommitteeetc,sotheheadingshouldindicateinsomewayWHATmeetingthisis.Theheadingofminutesislikethis:

MinutesofthemeetingoftheFinanceCommitteeheldon…

MINUTESOFBOARDOFDIRECTORSMEETING

BOARDOFDIRECTORS

--Minutesofmeetingheldon…

Thegenericstructureofminutes:

Theminutesofmeetinginclude:

1Whatthemeetingwasabout（heading）

2Whenandwherethemeetingwasheld（time&place）

3Whoattendthemeeting（presiding,present,absent）

4Whathappenedatthemeeting（agenda&activities）

Theformatofminutesofmeeting:

[layout1]

MinutesoftheMeetingof

…………………………………

heldon……

at……

Presiding:

………………………………………

Present:

………………………………………

Absent:

………………………………………

1.………………………………………

2.………………………………………

3.………………………………………

4.………………………………………

5.………………………………………

6.………………………………………

Adjournment:

Preparedby:

（signature）

[layout2]

MINUTES

Time&Place………………………………………

OfMeeting:

………………………………………

Purpose/Nature………………………………………

ofMeeting:

………………………………………

Presiding:

………………………………………

Present:

………………………………………

Absent:

………………………………………

SummaryofMeeting:

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

………………………………………………………………

Adjournment:

…………………………………

Preparedby:

…………………………………

Pasttenseandpassivevoiceinminutes:

Pasttenseandpassivevoiceareoftenusedinminutes,forexample:

◆TheMinutesofthemeetingheldon21January1999wereagreedandsigned.

◆TheContinuingEducationSchemesofStudywerediscussedandthefollowingobservationsweremade:

◆AletterreceivedbyAlwynRobertsfromtheWelshFundingCouncilwasnoted.

◆Staffmemberwererecommendedtosubmitasmanyordersaspossible.

◆Thetestingresultswereexaminedandfoundintheconformitytothespecificationsstated.

◆Aftersomediscussions,itwasdecidedthat…

Reportedspeechinminutes:

Reportedspeechisanotherdistinctfeatureofminutes,itwillbeusedinthefollowingexamples:

noted

believed

observed/maintained

Sb.Admitted/deniedthat…

Insistedthat…

calledattentionto…

suggested/proposed/recommend…etc.

Amendmentsinminutes:

Makingamendmentsisdifficultinwording,followingaresomeexamplesusedinmakingamendments:

delete

shouldbedeletedtoread…

…thespecificline/worddeleteasirrelevant/inapplicable

notapplicableandshouldthereforedeleted

Memorandaandofficememos

Functionsofmemoranda:

Memorandaaredrawnupinlegallanguageandsignedbybothparties.Theymakespecificinformationamatterofrecord.Theyserveaslegaldocumentsthatcanbereferredtoandusedasthebasisforreviewandactionorasasourcematerial.Itisarecordofjointeffortsandnegotiationsbetweenthetwopartiesconcerningthecooperationinmanufacturingandsellingofabrandproduct.IthasthefunctionasaLetterofIntent,whichwillserveasthebasisforthesigningofaformatcontract.

Functionsofmemos:

1Memosrecordpolicies,decisionsandactionitemsagreedtoatameetingorconference.Theyprovidesummariesofmeetingsforparticipantsaswellasforthosewhoareabsent.

2Memosserveasaneffectivemediumofofficecommunication.Theyprovideaneasychannelthroughwhichtheexecutiveandthestallcommunicatewitheachother.Ontheonehand,theexecutivescaninformstaffofpolicies,procedures,andactions.Ontheotherhand,staffcanreporttothesuperior,tomakeproposalsortoaskforcomments,approvalandinstructions.Staffmembermayalsousethememotobriefeachotheronnewdevelopmentsortomakecommentsorrequests.Communicatingthroughmemossavestimeandavoidslengthyconversations.

3Memosmayalsobesenttoindividualsbothinsideoroutsidetheinstitutiontoconfirmtheunderstandingsreachedafteratelephoneconversationoraninterview,especiallywhenthematterconcernedisimportant.

Theformatofmemos:

MEMO

To:

Date:

From:

Ref:

Subject:

Signature:

c.c.

Writingpractice:

Writeashortmemoforthefollowingpurpose.

tocallameetingofyourstaff

towarnemployeesthattheywillbepenalizedfornegligenceoffireprecautionmeasures

torecommendaraiseinsalaryforanemployee

toannouncetheretirementof2long-termemployees

torequestsuggestionsfromemployeesforimprovingthequalityofproduction

Classificationofbusinessreports:

Informal&analytic

Aninformalreportcontainsfacts.Itpresentsasituationasitis,notasitshouldbe.Thewriterdoesnotincludehisownopinions,nordoesheofferhisconclusionsorrecommendation.

Ananalyticreportcontainsnotonlyfactsbutalsoanalysisofthefactsandthewriter’sconclusionsorrecommendations.Theanalyticreportisfrequentlythebasisforanimportantcompanydecision.Thusthewritershouldersgreatresponsibility.Ananalyticreportmightcallforthewriter’srecommendationsonhowanewproductcouldbesuccessfulmarketed,onhowacompany’sassemblylinecouldbespeedup,orhowaspecificaspectormanagementcouldbeimproved.

Informal&formal

Aformalreport,isoftenorganizedaccordingtoastandardformat,suchashavingatitlepage,anintroduction,asectionofdetaileddiscussions.

Aformalreportisoftenaccompaniedbyacoveringletter,whichservestotransmitthereportfromthewritertothereader.Itconsistsofashortmessage,almostperfunctoryinnature.

Theorganizationalpatternofbusinessreports:

Atypicalbusinessreportismadeupofthreeparts:

Introduction:

statingbrieflythepurposeofwritingand/orthecircumstancesunderwhichthereporthasbeenprepared.

Discussion:

exploringrelevantissues,suchaspresentingfacts,analyzingstatisticsanddata,anddiscussingimplications.

Conclusion:

summarizingtheresultofthediscussionandmakingrecommendations.

Businessreportincontrastwithmemos:

Amemoisashort,coveringonespecificitem—givinginstructions,

Makingrequests…etc.

Areport,generallycoversbroadertopics,suchasplansforanewproductorastudyofaproblemlikedecliningsales…etc.Theyaredifferentingenresandhavedifferentstructure.

Businessreportincontrastwithscience/researchreports:

Theformandcontentofaresearchreport:

◆TITLE

◆ABSTRACT（varyfrom200to500words,includingastatementofthepurposeoftheproject,methodsandproceduresusedandprinciplefindingsandconclusions）

◆INTRODUCTION（areviewofotherpeople’sfindings,whichwillexplainyourmotivesforundertakingtheproject）

◆SCOPEOFRESEARCH（whichshouldbeclearlystatedanddefined,whetheryouaresearchingforortestinghypotheses,suggestingatheory,ormerelyreportingsomeobservationsmadeunderclearlyspecificconditions.

◆METHODANDPROCEDURES（adetaileddescriptionofthemethodsoranalyticalframework,thestepsofresearch,aswellastheequipmentandconditionsoranyotherfactorswhichcouldeffecttheoutcomeofresearch）

◆FIDINGSANDOBSERVATIONS（numericaldataandotherstatistics,usuallypresentedintheformoftables）

◆ANALYSISANDINTERPRETATIONOFDATA

◆CONCLUSIONS（suchasre-examiningthehypothesis,toberejectedifthedatashowittobewrong;ortobeacceptedifsupportedbytheresearch.）

◆IMPLICATIONS（adiscussionofhowyourresearchmayprovideabetterunderstandingofaboardareofscience）

Writingpractice

Basedonyourownexperiencewriteareport.

Layoutofanitinerary:

ITINERARY

For

CardiffTradeMission

12-17March2002

Beijing-Shanghai-Xiamen

（date&time）

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

………………

Preparedby:

Verbsformsinitineraries:

Detailsofplannedactivitiesinanitineraryarerarelygiveninfullsentences;usuallytheyarepresentedinverbsphrases.Forexample:

LeaveBeijingInternationalAirportforSanFrancisco

ArriveatSanFranciscoInternationalAirport

MetbyMr.T.KeithandMissLouisLowesandtransferredtoHolidayInn

Dinnerathotel

MeetingwithMr.Antonio…

Essentialqualityinwritingitineraries:

Inpreparinganitinerary,youneedtofindoutinformationabout:

a）Detailsofeachdeparture