unit 4

By Chen Xidong

Unit 4

In-house Correspondence Lesson 14 Resumes

By Chen Xidong

Contents

• Section 2 Sample Study

• Section 3 Composing Your Message

• Section 4 Writing Your Message

• Section 5 Fax Practice

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• Section 1 Getting Started

• Section 6 Supplementary Materials

By Chen Xidong

Section 1 Getting Started

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SEC 1 1 Discuss in groups and decide in which situation a fax should be used. Tick (√) the one (s) you think it is appropriate.

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a. A notice to be read by all managers within your organization.

b. An urgent order to be sent to one of your suppliers.

c. Production figures in the form of graphs have to be sent to your Head Office.

d. A notice, confirming the change of the venue for next week’s meeting, needs to

be sent to all your suppliers.

e. Information on a staff member’s salary increase is to be sent to the Human

Resource Department.

f. A copy of a letter you have received needs to be seen by your solicitor for his

urgent action.

g. Updated drawings have to be sent to the builder for a project he is currently

working on. √[ ]

√[ ]

√[ ]√[ ]

√[ ]

×[ ]

×[ ]

By Chen Xidong

Section 1 Getting Started

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2 You are Luo Yan, a sales manager. You have just finished your

telephone conversation with Mr. Conrad Smith, your client. Having

put down the phone, you immediately checked on the figure he had

mentioned with the department concerned and you found Mr.

Smith had misunderstood you. You decide to fax him to make an

appointment. Discuss how to write a fax with your classmates.

By Chen Xidong

Section 2 Sample Study

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Sample 1 (1)

OFFICELEADER PLC

48A Whitestone Road

Haidian District, Beijing

Tel: 6219-5678, Fax: 6219-5677

To: Reinhard Sano,

From: Thomas Wong

Date: April 3, 2003

Fax: 9898-5632

Subject: Confirmation on renting office

Pages: 1 of 1

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副经理Deputy Manager

By Chen Xidong


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Sample 1 (2)

Dear Ms. Sano:

and would like to thank you for your invitation.

I would be delighted to give the talk at the meeting on July 16. I will talk about some business negotiation skills. Would you please let me know where the meeting will be held?

I look forward to your early reply.

Yours sincerely ， Thomas WongThomas Wong

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已收到 4 月 1 日的传真。I have received your fax dated April 1

By Chen Xidong


Sample 1

OFFICELEADER PLC

地址 : 北京市海淀区白石路 48A

电话 :6219 5678 传真： 6219 5677

收件人：副经理雷恩哈德 · 萨诺发件人：托马斯 · 王日期： 2003 年 4 月 3 日传真： 9898 5632

主题：确认会议地点页数： 1/1

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尊敬的萨诺女士：

已收到您 4 月 1 日发来的传真并对您的邀请表示感谢。

很荣幸能在 7 月 16 日的会议上发表讲话。我将谈有关商业谈判的技巧。您能告诉我会议地点吗？

盼望早日得到您的回复。

托马斯 · 王

By Chen Xidong


Sample 2 (1)

WOMENS media.com

The Self Improvement Site for Women

Visit us: www.womensmedia.com

TO: Ms. Connie Briggs, Manager

COMPANY: Drake Hotel

FAX: 312-787-1431

DATE: July 17, 2005

FROM: Patti Wolff, Chair of the Site Selection

Committee

COMPANY: WomensMedia.com

PHONE: 619-401-9600

FAX: 619-013-9444

E? 鄄 MAIL: [email protected]

TOTAL PAGES: （ including cover ） : 2

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By Chen Xidong


Sample 2 (2)

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SEC 2 Subject: Choosing a meeting location

We have selected Chicago for our 2007 meeting, which will

be held on August 16, 17 and 18. In addition to the Drake,

the conference committee is considering the Marriott and the

Hilton. In order to make a decision, we need the information

requested in the following questions.

● Can you a group of about 600 employees

on these dates? They will need about 400 rooms.

●

Would you be willing to set aside these

rooms?

容纳accommodate

您接待会议的价格是多少？What are your meeting rates?

我方需要您确保提供至少450 个房间，我们可担保使用其中的 400 间。

We need assurance of

having available a minimum of 450 rooms, and we could

guarantee 400.

By Chen Xidong


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● We will

need eight for each of the three days, and each should

have a minimum capacity of 60. On the 18th, for the half-

hour business meeting, we will need a large ballroom with

a capacity of at least 500.

● Also, will you please send me your menu selections and

prices for group dinners? On the 17th we plan our

About 500 can be expected for this

event.

● As convention plans must be announced by September,

may we have your response right away?

会议室收费价格是多少？

What are your charges for conference rooms?

正式隆重的贵宾晚宴presidential dinner.

我们期待 2007 年能与您见面

We look forward

to the possibility of being with you in 2007.

By Chen Xidong


Sample 2

WOMENS media.com女性自我提高网网址： www.womensmedia.com

收件人：经理康妮 · 布里格斯女士公司：德雷克酒店传真： 312 787 1431 日期： 2006 年 7 月 17 日发件人：选址委员会主席帕第 · 沃尔夫公司： WomensMedia.com电话： 619 401 9600 传真： 619 013 9444 电子邮件： [email protected]总页数：（包含此页） 2

主题：选择会议地点

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我们已选定在芝加哥召开 2007 年度大会，会期为8 月 16 、 17 和 18 日三天。除德雷克酒店外，万豪酒店和希尔顿酒店也在组委会考虑范围。作出决定前，我们需要确认下列事宜：· 您能在会议期间提供 600 名员工的住宿吗？这些人需要大约 400 个房间。· 您接待会议的价格是多少？我方需要您确保提供至少 450 个房间，我们可担保使用其中的 400 间。您愿意为我们预留这些房间吗？· 会议室收费价格是多少？会议期间我们共需要八间会议室，每间须至少容纳 60 人。 18 号当天，我们有个半小时的业务会议，需要一间能至少容纳500 人的大厅。· 另外，您能将团组用餐菜单及价格表发给我吗？17 号我们计划举行贵宾晚宴，预计约 500 人参加。· 鉴于大会计划必须于 9 月前宣布，我们能否立即得到您的回复？我们期待 2007 年能与您见面。

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By Chen Xidong

Section 3 Composing your Messages

Template

Company namePostal address

Telephone numberTo: ________________ (recipient’s name) Fax: ______________________ From: ________________ (sender’s name) Fax:______________________ Date: ________________ No. of pages: ______________Subject:________________

Salutations (optional)

Opening: (optional) develop the rapport by referring to the contact you ever had with whomever you fax to

Focus: explain your reason (s) for writing this fax and what the task is

Closing: (optional) express the best wishes or their concerns

Complimentary close (optional, consistent with salutation)Signature (optional, consistent with salutation)

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By Chen Xidong


Practice 1 (1)

Complete the following chart according to the information given in the samples.

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Sample 1 Sample 2

Subject Confirmation on

conference venue

Sender Thomas Wong

Recipient Reinhard Sano

Sender’s fax number 6219-5677

Date April 3, 2003 July 17, 2006

Opening I have received...would

like to thank you for your

invitation.

We have selected...

Choosing a meeting location__________________________

Patti Wolff__________________________

Ms. Connie Briggs__________________________

619-013-9444__________________________

we need the information requested in the following questions.

_____________________________________________________________

By Chen Xidong


Practice 1 (2)

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Focus

Closing I look forward to your early reply.

No closing__________________________

Can you accommodate a group of about 600 employees on these dates? What are your meeting rates?What are your charges for conference rooms?Will you please send me your menu selections and prices for group dinners?May we have your response right away?

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I would be delighted to...Would you please let me know where the meeting will be held?

________________________________________________________________________________________________________

By Chen Xidong


Practice 2 (1)

In each question, two of the sentences are appropriate to use in the fax.

Circle the letters of the two sentences.

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1. a. I have enclosed purchase order A-342 for 50,000 screens. b. Could you send me some chip sets, please? c. To confirm our telephone conversation, I am sending purchase order 85- 4578 for the following items.

2. a. Are these items in stock? b. The items should be shipped to arrive no later than March 15. c. We would appreciate receiving the items as soon as possible, but no later than April 14.

Answer ac___________________

Answer bc___________________

By Chen Xidong


Practice 2 (2)

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SEC 23. a. Let us know how much we owe. b. Your invoice will be processed upon receipt of the components. c. As we agreed, your invoice will be paid 30 days after delivery of the chips and drives.

4. a. We appreciate your cooperation in filling our order. b. You’re not the only supplier, so do a good job for us. c. We look forward to continuing good relations with Component Outsource Ltd.

Answer ac___________________

Answer bc___________________

By Chen Xidong

Section 4 Writing Your Message

Practice 3 (1)

Write a tick(√) next to the sentences or phrases that are good subject lines. If not, make some improvements.

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1. Keith Brown will be absent from office for a week

2. Survey at Service Stations

3. Free private tuition to be offered to struggling pupils

4. Smoke and eat in public areas

× Keith Brown’s absence from office ( 短语 )

______

× Survey of facilities at Service Stations ( 含义模糊 )

______

√______

× Smoking and eating in public areas ( 短语 )

______

By Chen Xidong


Practice 3 (2)

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SEC 2 5. The secretary will be replaced

6. Staff meeting

7. Local college course

8. Flexi-hour working changed

× Secretary replacement ( 短语 )

______

√______

√______

× Change of flexi-hour working ( 短语 )

______

By Chen Xidong


Practice 4 (1)

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Rewrite the following sentences by using the noun forms of the underlined verbs. SEC 2

1. I suggest a commission rate of 10%.

My suggestion_____________

2. We are extending our business network.

3. A German firm has appointed us as its agent.

has been made by a German firm.

undergoing extension.___________________

Our appointment as an agent_________________________

is a commission rate of 10%.

Our business network is

4. The agents have already assured us about the Brazilian contract.

The agents about the Brazilian

contract.

have already given us an assurance_______________________________

By Chen Xidong


Practice 4 (2)

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SEC 25. The contract will not be terminated until March 30, 2007.

will not take effect until March 30, 2007.The termination of the contract__________________________

6. We must ask them to explain to us about the matter.

We must ask them for an explanation about the matter._______________________________

7. We agree with every word you said in the fax of March 5th in terms of

payment.

We are in the fax of March 5th in terms of

payment.

in agreement with you_____________________

By Chen Xidong


Practice 4 (3)

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SEC 28. They must let us replace it.

They must let us have a replacement.___________________

9. I should be grateful if you would reconsider my offer.

would be appreciated.Your reconsideration of my offer____________________________

10. Their reputation justified favorable treatment.

Their reputation was for favorable treatment.the justification_________________

By Chen Xidong


Practice 5 (1)

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Write the opening sentences with these subject lines.

1. Re: Your purchase order 32BA of June 12

We received your purchase order 32BA of June 12. ____________________________________________________________

2. Re: Your furniture order of September 20

Your furniture order of September 20 has been received and confirmed.____________________________________________________________

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3. Sub: Your e-mail of August 10

This letter confirms the receipt of your e-mail of August 10.____________________________________________________________

4. Sub: Your fax and purchase order of March 5

Thank you for your fax and purchase order of March 5. ____________________________________________________________

By Chen Xidong


Practice 5 (2)

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SEC 25. Sub: Reception arrangement on May 11

Your letter about the arrangement of the reception on May 11 arrived today.____________________________________________________________

6. Re: Your inquiry letter of December 30.

Thank you for your inquiry letter of December 30. ____________________________________________________________

7. Sub: New Cell Phone, the Motorola RAZR2 V9.

Thank you for your inquiry about our new cell phone, the Motorola

RAZR2 V9.

____________________________________________________________

____________________________________________________________

8. Sub: Your letter of May 7 about the shipment of the wrong manuals.

We have received your letter of May 7 about the shipment of the wrong

manuals.____________________________________________________________

____________________________________________________________

By Chen Xidong

Section 5 Fax Practice

Practice 6 (1)

Complete the following fax with words given in the box.

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Fax Practice To: Morodomi Products From: New Delhi Plastics Mr. K Tanaka Mr. G SinghFax: 65-029-2442 Fax: 021-54937945Re: (1) pages: 1

Dear Mr.Tanaka:

(2) your fax of October 19-Ref. 409/NDP-(3) your order for 60,000 sheets of Polymer C249. I am happy to confirm that the (4) will arrive by October 30. The price will be $170,000,000 (5) shipping. I am afraid that we are unable to reduce the cost further.

Thank you for______________ confirming__________

Confirmation of order____________________

products shipment schedule the following details thank you forappreciate confirming including confirmation of order fax

including_________shipment__________

By Chen Xidong


Practice 6 (2)

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In your fax you said that you might be interested in our other (6) . I now intend to be in Tokyo for six days from November 9 and hope to visit you in Osaka on November 11. I would (7) it if you could (8) me with (9) ：●your (10) for November;●your polymer requirements.

I look forward to hearing from you and hope to finally meet next month.

Yours sincerely,G Singh G SinghSales Division

schedule__________

products__________

the following details___________________

products shipment schedule the following details thank you forappreciate confirming including confirmation of order fax

appreciate___________ fax______

By Chen Xidong


Practice 7 (1)

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Read the following fax and fill in the blanks with proper information.

To: Bea Gomez, New Product Department

From: (1)

Subject: The XL-Lite digital camera

Date: March 20, 2007

(2) :

Dear Ms. Gomez:

(3)

The camera will be available this October, and the cost will be approximately

three hundred and fifty dollars ($350.000).

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Michale Salgado, Customer Service Department_____________________________________________

Pages________

Thank you for your e mail of March 18 ( 参考 March 20, 2007)

expressing interest in Click Camera’s new digital camera, the XL-Lite.

( 参考练习 5 及结尾句 Thank you for your inquiry.)

_____________________________________________________________

_____________________________________________________________

_____________________________________________________________

By Chen Xidong


Practice 7 (2)

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SEC 2I will be forwarding next week a brochure on the camera. Jim Markham, (4) , will be in touch with you on Friday, March 27, to discuss the promotional services and discounts we offer our distributors.

If there is anything else I can help you with, (5) Your business means a great deal to Click Camera, and we appreciate the opportunity to provide you with quality cameras.

Again, thank you for your inquiry.

Sincerely yours,Michale SalgadoMichale SalgadoCustomer Service Representative

one of our sales representatives ( 与市场开发相关的职位 )________________________________________________

please do not hesitate to contact me _____________________________________

By Chen Xidong


Practice 8 (1)

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Write a fax according to the situation given.

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Suppose you are Li Qing, sales manager, Tricorp Office Systems. Write a

fax to Paul Miller in the UK telling him your visit next month has to be

cancelled and rearranged. In your fax, you

●make reference to your visit next month;

●apologize and explain you will have to cancel the visit;

●suggest putting off the visit till April;

●ask for approval of this;

●apologize for the inconvenience.

By Chen Xidong


Practice 8 (2)

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Tricorp Office Systems

36 Wangfujing Lane #07-18

Beijing 100733

Tel: 86-010-65368330

Fax: 86-010-65368393

To: _________________ Fax: _____________________

From: ___________________ Fax: 86-010-65368393

Subject: ______________________________

Date: _______________________________

Below is your company’s fax format. Paul Miller is the director of Rainbow

Training Institute, which is located at 53 Bradburn Close, Muswell Hill,

London N10 1PJ. His fax number is 0181-883-2555.

By Chen Xidong

Section 6 Supplementary Materials

Useful Expressions

1. as you requested/at your request 按照你的要求2. the information you requested 你所要求的信息3. In response to your ad for an estimator, I am faxing you my résumé. 获悉贵公司招聘评估师一名，特传真一份我的简历。4. Below are the figures you need for the meeting this afternoon. 下面是今天下午会议所需数据。5. ...will be delivered today between ... …… 将在今天……之间发送。6. This will confirm the arrangements for delivery of order 20043 made on the telephone this morning. 此（传真）是就今早在电话中所做订单 20043 的运输安排进行确认。

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unit 4

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