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Note Writing

Unit 1

Unit 1 Note writing

Basic knowledge of practical Writing

Note writing

Writing Practice

Basic knowledge of practical Writing

Characteristics of Practical Writing

Varieties of Practical Writing

Principles of Practical Writing

Characteristics of Practical Writing

Non-literature written work

Regularity in form

Simplicity in style

Briefness in content

Varieties of Practical Writing

What words are chosen for practical writing?

Formal or informal?

Colloquial or literature?

The words for practical writing are variant.

1.By situation2.By status 3. By function4. By time

Read the following samples and find the difference in word choice between them,

then try to tell what makes the difference.

Samples:

Sample 1

Betty, Cathy called and said she’d bring the books over around 9 this evening. Said no need to call back.

Tony Sample 2

Dear Bob ， I understand that you’re on duty tomorrow night

from 5 till midnight. I wonder if it would be possible for you to do my duty next Thursday if I work your duty tomorrow. A friend is visiting next Thursday and I’d be most grateful if a swap could be arranged.

Peter Carl

Principles of Practical Writing

1. Clearness （清晰）2. Conciseness （简洁）3. Correctness （正确）4. Concreteness （具体）5. Courtesy （礼貌）6. Completeness （完整）7. Consideration （体贴）

Note-Writing

I. Introduction 1. Key Elements of a Note: 2. Key Features of Note-Writing: 3. Format and samples of NotesII. Note of Asking for leave 1.Types of Requests for Leave 2. Main points 3. Useful ExpressionsIII. Writing Practice

Introduction

Notes can be considered as the simplified

letters in specific situations.

Notes can be classified into many types

according to different purposes such as

invitation, apology, appointment, thank-you,

borrowing, asking for leave etc.

Key Elements of a Note

1. Date2. Salutation3. Text4. Complimentary Close5. Signature6. Postscript

Elements of a NoteThe date is placed below the letterhead on the right

margin. Usually it is the month and the date. For example,” May.21”.

Salutation here refers to the standard word or phrase used at the very beginning of a letter text to address the person being written to, for example,” Dear Julia.”

Text is the message to be transmitted in a note.It is the body of the note.

The complimentary close in a letter functions as a mark of both the end of the text and the respect for the addressee. For example,” Sincerely, Yours sincerely, etc.”

Signature should be signed. If the note is typed , you’d better write not type your signature.

A postscript is an extra message added at the end of a request after the signature.

1. Key Elements of a Note

Note:1.The following things in a note can be omitted: the word “Dear” in salutation, the complimentary close and the year in the date.2. You’d better not write the date in the form of numbers such as 10/1 which means Oct. 1 to Americans but January 10th. to most  Europeans.  You may use the shortened forms like Jan. 10 or Oct.1   

2. Key Features of Note-Writing:

Simple in language forms

Informal in style

Brief and precise in content

便条的形式和内容简洁，故语言尽量通俗口语化，简单扼要，直截了当，无需使用客套语言。 便条虽简单，但中心务必突出，更要注明活动的时间及地点

Format of Note-writing

Heading Salutation (use colon or comma)

Body

Closing Signature(Postscript)

Date

Dear______:/,

________________________________________________________________________________________________________________________________________________________________

Sincerely,Signature(Encl: )

A Note of Appointments June 3

Jane,

We’d like to have an outing 8 o’clock a.m. on Saturday, June 4. Could you join us and enjoy the spring on Mount Baiyun? Drinks and dessert are ready. Just remember to bring an umbrella.

Fisherman

A Note of Apology Jan. 4

Betty,

I’d like to express my apologies for not being able to take part in your birthday party, for it happens to be my turn to be on duty and will have to work till 8 o’clock tomorrow morning. Happy birthday to you! May every day be sunny for you in the coming year!

John

A Note of Informal Invitation May 3

Dr. Johnson,

We are to hold an English speech contest in Room 506, Building 2 at 2 p.m. on Friday, May 4. The contest would last about 3 hours. We would be very happy if you could be one of the judges. Foreign Languages Dept.

A Note of Thanks Sept. 24

Jason,

I’d like to express my great gratitude towards your warm hospitality during my short stay in Shaoguan. I enjoyed the visit very much. Looking forward to your visit to my hometown next summer holiday. Give my sincere regards to your whole family!

Cosine

A Note of Messages

Oct. 15 Alison, A Mr. Ted left a rose for you at the Service Desk. He said he would not lose heart although you refused to let him in. He would come tomorrow and the day after tomorrow until you accept his rose and heart. Butterfly

A Note for Saying Good-bye Nov. 23 Dear Betty, I will leave for Shanghai at 8:00 a.m. this morning. It is a pity that I can’t see you to say goodbye before leaving for home. I have enjoyed my stay here. Thank you very much for the kindness, hospitality and the trouble you have taken on my behalf. Yours ever, Green

A Note of Asking for leave

Sept 5, 2011Dear Mr. Clark, I am very sorry to apprise( 通知 ) you that I am unable to attend school today owing to a bad cold. I enclose doctor’s certificate and ask you for sick leave of three days. Yours, Tom SmithEncl: Doctor’s Certificate for Sick Leave

Note-writing Asking for a Leave

Types of requests for leaveMain points Useful Expressions

Three types of request for leave:

1. Asking for Sick leave( 病假条）

2. Asking for Business Leave （事假条）3. Asking for An Extension of

Leave （续假条）

Main Points in Writing Request for leave:

Express the reason and the time of asking for leave clearly.

The reason must be sufficient.

It is good to enclose the certificate for leave. E.g, Doctor’s Certificate for Sick Leave.

A Request for Sick Leave

May 21

Dear Mr. Smith,

I am awfully sorry to apprise you that I cannot come to the office today. I enclose a certificate from the doctor who said I must keep the bed and drink more water. It may possibly be a few days before I am able to resume my duties.

I hope my absence will not cause you any inconvenience. I will be very much obliged if you will grant me my application.

Yours faithfully,

Maria Gates

Encl.: doctor’s certificate for sick leave

A Request for Business Leave

May.6

Dear Sir,

A letter has just come to hand saying that my uncle is seriously ill and urging me to go home at once. Owing to this I should like very much to have a leave of three days beginning on May. 8. I hope that my request will be given due consideration. I will make up for the time lost by being good during the remained of the week.

Yours sincerely

Li Mei

Enclose: a letter from my home

A Request for an Extension of Leave

May 20, 2006

Dear sir, I am still lying in bed with the bad flu and unable to attend school. The doctor advised a rest of two more days. Will you kindly give me an extension of leave for as many days? I will do my best to make up my lessons missed during my absence. Yours, MariaEncl.: Doctor’s certificate of advice

Useful Expressions 3-1

Ask for sick/business leave of … daysI am very sorry to apprise you that I am

unable to attend school today owing to a bad headache/ toothache…

I am writing to ask you for two days’ sick leave.

I am awfully sorry I can’t come to work today owing to a severe headache.

My absence during the past two days was caused by a cold and high fever.

Useful expressions 3-2

Will you kindly enough excuse my absence from school on Tuesday morning?

I enclose the doctor’s certificate.I would like to have a leave of three days

beginning on January14.I beg to apply for one week’s leave of

absence from the 14th to 21st. It may possibly be a few days before I’m

able to resume my study/duties.I hope that my absence will not cause you

too much inconvenience.

Useful Expression 3-3

To support my application, I herewith submit a telegram from my family.

I will be very much obliged if you will grant me my application.

Ask for an extension of leavePlease give me an extension of

leave for two more days.I hope that my request will be given

due consideration.

Writing practice(I)

Ex.I 根据提供的内容写请假条 :1. 由于发高烧 , 不能到堂上课 . 医生让我多喝开水

多休息，特此请假 , 请批准 . 并附上医生证明 .2. 准备校演讲比赛 , 从 5 月 10 日起请假三天 . 恳请

批准 . 希望缺席不会给你带来不便 . 并附上学生会的证明 .

3. 需要回家探望生病的母亲，故从本月 6 日至 12日请假一个星期，附上家里拍来的电报以兹证明。

如能批准，不胜感激。请假期间耽误的工作我回来后定会尽力完成。

Sample: Asking for Sick Leave

Sept.6 Dear Mr. Johnson, I am very sorry to tell you that I am unable

to attend school today owing to a high fever. The doctor said I must keep the bed and drink more water .I hope that my request will be given due consideration. I enclosed a certificate from the doctor .

Liu Wei Encl.: doctor’s certificate for sick leave

Sample: Asking for Business Leave

May 8 Dear Mr. Zhang, I have been preparing for the Speech Contest of our

university. Owing to this I would like very much to have a leave of three days beginning on May. 10. I hope that my request will be given due consideration. I enclosed a certificate from the Student Union .

I hope my absence will not cause you any inconvenience.

Yours sincerely Wang Hua Enclose: a certificate of the Student Union

Sample 3

May 25, Dear Mr. Ma, I beg to apply for one week’s leave of absence

from the 6th to the 12th instant, both days inclusive, for I’ll return home to see my mother, who is now badly ill. To support my application, I herewith submit a telegram received from my family.

I should be very much obliged if you will grant my application. Regarding the jobs to be missed during my absence, I will do my best to make them up as soon as I get back from leave.

Yours respectfully,

Ma Lin Enclose: A telegram from my home

Writing Practice (II)

Ex II. Choose 2 situations and writes notes on them.

1. You failed to buy a book for your friend Bob. Write him a note of apologies.

2. Write a note of thanks for the hospitality by the hostess of an evening party.

3. Write a note to your teacher, asking for leave in his/her class today.

4. Write a note of congratulations on your boyfriend’s winning the first prize in the speech contest.

5. Write a note to your teacher, asking for leave in his/her class today.

6. You answered a phone call from the boss for you workmate.Write a note to transmit a phone message .

Check Your Homework

Check your exercises with each other. Point out the mistakes and then sign your name.

Correct the mistakes with a pen of different color.