International Letter Exchanges
Letters of invitation
Letters are important means of communication.
Two types :
1 2 3
? Elements ? Tips ? Summary
3 main formats:
Business letters are important matters you deal with . Full Block Format(全齐头式)
Modified Block Format(改良齐头式 /缩进式)
1.Full block style
? ? ? ? This format is very modern. Every line begins at the left margin A space of one line between paragraphs. No punctuation marks (except for a comma)
xxxx (letterhead) June 3, 2005 (date) xxxx ( inside address) Dear xx, (salutation) We received your xxxx (body)
Yours sincerely (complimentary close) XX (signature) Joe (printed name)
2.Modified Block Format
? This format place the date and the
complimentary close near the right margin.
? The first line of each paragraph is indented ,
with no space of one line between paragraphs.
June 3, 2005 (date)
xxxx ( inside address) Dear xx, (salutation) We received your xxxx (body)
Yours sincerely XX (signature) Joe (printed name)
(Block Format )
Zhao Min China Pharmaceutical University
Nanjing, 211198 P.R. of China
Mr. Steven Chung
No.252, Long St.
San Francisco, U.S.A
(Indented Format )
Zhao Min China Pharmaceutical University Nanjing, 211198 P.R. of China
Mr. Steven Chung
No.252, Long St. San Francisco, U.S.A
? Letterhead ? Date ? The body ? The complimentary close
? Inside address ? The signature ? The salutation ? Enclosure(s) (if any)
? The full address of the writer. (street/road , city , province , country) Postcode , Phone number , Fax number , email address ? At the very top of the letter. (in the left /right corner , or at the center) ? PS: Be sure your address is complete.
? Write just below the address. ? Full date . ? Day (cardinal or ordinal number , eg. 3rd/3) ? Month (write in words , eg. March ) ? Year (write in full , eg.2015)
3. Inside address
? The name & the full address of the recipient. ? On the left margin. The inside address ? Write it with appropriate title courtesy title (Miss , Mr. , Mrs. ) professional title (Dr. , Professor) business title (Manager , Director) PS: Never use business title in the salutation.
? ? ? ? A greeting to the recipient. On the left margin. Two spaces below the inside address. Eg. The salutation
Dear prof. Smith, Dear Mr. Stein,
Americans: Dear prof. Smith: Dear Mr. Stein:
5.The body Content
? ? ? ? ? ? Extending invitation. On behalf …, I amof pleased to invite you … Time & of venue the conference. I am writing to ask if you are willing to present… The purpose of the conference. The theme of the 19th ICCE is … Meals , accommodations , fees , etc. The conference aims at… You will be provided with local expenses… Contacts info for enquires. Our department will reimburse your travelling If you have any enquiries , please contact our Expecting attendance. and hotel expenses.
Conference Convener Ms Li Mei at 0531 88382＊＊ We that you can accept this invitation. ＊sincerely or visite hope www.medicine.sdu.edu.cn. We look forward to meeting you…
Time & venue of the conference Extending invitation
Meals , accommodations , fees The purpose of the conference.
Contacts info for enquires
6.The Complimentary close
? Left side or right side of the page. ? Capitalize the first letter. ? Followed by a comma . Formal closes
Sincerely yours , / Very truly yours, Yours sincerely , / Yours respectfully,
The handwriting signature is placed between the complimentary close and the typed name , including the write’s position or status in the organization.
8.Enclosure(s) (if any)
This can be used to remind the recipient of the additional material(s) put in the invitation letter , such as a agenda of a conference .
Invitation letters to Participants. Invitation Letters to Keynote Speakers.
1.For warmth and courtesy, by committee chair.
2. Formal 3.Include: stating the reasons for the invitation (A general description of their achievements), introducing the content of the invitation (the arrangement, place and time, accommodation) 4.Expression of pleasure and wish.
? Make sure invitation letters are cordial and enthusiastic , concise, factual, and to the point with a polite tone. ? Ample advance notice. ? Give themonths nameor of the conference, the time and the Several half year before the conference. venue at the beginning. ? Do not use abbreviations in formal invitations. ? Include any accommodations that will be made.
? Give the name of the contact person along with phone numbers ? When invite keynote speakers, you should mention the type of speech and how long the speech will be. ? If a reply is required, place R.S.V.P. (Please reply) at the end of the invitation. ? Check your letter for any other mistakes in language.
? ? ?? ? The salutation Full Block Format Letterhead Date Modified Block Format
? The body
? The complimentary ? cordial 、 enthusiastic 、close concise、 factual ? The signature ? Ample advance notice ? Enclose(s) (if any) ? Name, the time and the venue at the beginning ? Place R.S.V.P. at the end ? Check mistakes
THANK YOU !
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