a-letter-of-invitation-and-reply

EnglishforAcademicWriting(2)ZhilinHu404AdministrationBuildingdlmulectures@yahoo.com.cnAletterofInvitationandReplyAnInvitationLetterAsampleInvitationLetterALetterofAcceptanceofInvitationALetterofDecliningtheInvitationASampleofDeclinationLetterWordstoBeUsedintheInvitationLetterWritingTaskAnInvitationLetterWhentodelivertheinvitationletterWhoistodelivertheinvitationletterHowtodelivertheinvitationletterToneofthesenderFormatofaninvitationlettercontentsofaninvitationletterWhentodelivertheinvitationletterBeforetheconference,invitationlettershouldbewrittentoinvitescholarsandotherparticipantstoattendtheconference.AfteryouarefullyregisteredtoattendtheConference--includingpaymentforregistration.Afteryouareacceptedtopresentorposteryourpaperattheconference.WhoistodelivertheinvitationletterTheconferencehostsendstheinvitationletterstoprospectiveattendees.Howtodelivertheinvitationletterbyfax(withthesignatureoftheinviter)bycourier(e.g.EMS)bysnailmail(formal,butslow)byemail(quick,butinformal)onthewebsiteToneofthesenderOfficialandformalSincereandhospitableFormatofaninvitationletterHeadingRecipient'saddressSalutationBodyClosingEndnotationsContentsofanInvitationLetterTheconferencehost’sname,theoccasion,nameoftheattendees,date(s),timeandplaceUsefullnamesofboththeconferencehostandtheattendees,includingtitlesifanyStatingthepurposeofinvitationIntroducingtheconferencearrangementExpressingthewishfortheconference.Attheendoftheinvitation,usuallyattherightcorner,placetheseinstructions:R.S.V.PEndtheinvitationwiththehost’stelephonenumber,address,andemailaddress,anddeadlinetoreply,ifareplyisexpectedfromtheinviteeTheheadingBeginwithyourfullreturnaddress(unit,street,city,province,countryandzipcode).Theheadingisalwaysindentedtotherighttopofthepage.Alwaysincludethedate.Spelloutthenameofmonth.Withletterheadstationery,includeonlythedatetwolinesbelowthebottomoftheletterhead.Recipient’saddressTwotofourlinesbelowthedate,placethefollowingitems:Therecipient'stitle(suchasMr.,Ms.,orDr.)andfullname(addressawomanwhodoesnothaveaprofessionaltitleasMs.unlessyouknowsheprefersMissorMrs.;iftherecipientdoesnothaveatitleandyouareunsureofhisorhergender,omitthetitle).Therecipient'sjobtitle,ifappropriate.Thenameofthecompanyorinstitution,ifappropriate.Thefulladdress,followingthesameformatasfortheaddressintheheading.Therecipient'saddressisalwaysalignedontheleftmargin.SalutationPlacethesalutationtwolinesbelowtherecipient'saddress.BeginwiththewordDear,continuewiththerecipient'stitleandlastname,andendwithacomma.Capitalizethefirstwordandanynoun.Ifyouareunsureoftherecipient'sgenderandtherecipientdoesnothaveaprofessionaltitle,omitthetitleand,instead,useboththefirstandthelastnamesinthesalutation(DearLesliePerelman).Ifyoudonotknowthenameoftherecipientoftheletter,refertothedepartmentyouarewritingto(DearTechnicalSupport).AvoidsalutationssuchasDearSirorMadam.Body(AKAtheMainText)Startthelettertwolinesafterthesalutation.Thebeginningofparagraphsisindented.Ifnotindented,besuretoskipaspacebetweenparagraphs.Skipalineafterthegreetingandbeforetheclose.Ifaletterrequiresmorethanonepage,makesurethereareatleasttwolinesofbodytextonthefinalpage.Neveruseanentirepageforjusttheclosing.Thesecondpageandallsubsequentpagesmustincludeaheadingwiththerecipient'sname,thedate,andthepagenumber.TheComplimentaryCloseandSignatureLineWriteacomplimentaryclosingphrasetwolinesbelowthefinalbodyparagraph.Yourstruly,Sincerely,orSincerelyyoursarecommonendingsforprofessionalletters.Capitalizethefirstletterofthefirstwordofyourcomplimentaryclosing,andendthecomplimentaryclosingwithacomma.Fourlinesbelowtheclosingphrase,Typeorprintyourfullname.Thehandwrittensignaturegoesaboveyourtypednameandbelowtheclose.Writeyourtitleonthenextline.Thesignaturelineandthehandwrittensignatureareindentedtothesamecolumnasthecloseandatthesamecolumnastheheading.EndNotationsWhotypedtheletter,whetheranymaterialsareenclosedwiththeletter,andwhoisreceivingacopyoftheletter.Thetypist'sinitials,inlowercaseletters,followtheinitialsoftheauthor,incapitalletters,andacolonorafront-slash(LCP:ecborLCP/ecb).Anenclosurenotation--Enclosure:,Encl.,orEnc.--alertstherecipientthatadditionalmaterial(suchasatechnicalarticle)isincludedwiththeletter.Acopynotation(cc:)letstherecipientoftheletterknowwhoelseisreceivingacopy.Puteachrecipientofacopyonaseparateline.ALetterofAcceptanceofInvitationAletterofacceptanceofinvitationiswrittentoinformtheconferencehostofsomeone’sacceptanceoftheinvitationandattendingtheconference.Itusuallyincludesthefollowing:Restatingthemaincontentoftheinvitation,andexpressingthankstotheinviterExpressingacceptanceoftheinvitation,includingtheinvitee’spersonalplans.ExpressinggoodwishesfortheconferenceALetterDecliningtheInvitationIfaninvitationcannotbeacceptedduetocertainreasons,aletterdecliningtheinvitationshouldbesentinduetime.Aletterofthiskindusuallyshouldinclude:Expressingthanksfortheinviter’skindinvitationSpecifyingthereasonsfortheunableattendance,andexpressingregretExtendingb