Note-writing A

What is a note? Notes are brief letters to make appointments, apologies, invitations, requests, appreciation, complaints, etc. Three characteristics of the language in notes: -- informal -- direct -- brief

Classification of notes 1. Requests/suggestions ： requests (request for permission, request for help), suggestions 2. Expressing emotions ： apologies, appreciation, congratulations, condolences 3. Invitations and appointments: invitations, accepting an invitation, declining an invitation 4. Inquiries ： asking for or giving information, notices 5. Messages ： about someone’s call, visit, or message

Structure of notes Date Greeting Body Closing Signature

Example 1 Mar. 5, 2014 Dear Mr Zhang, Mr. Liu who recently arrived from Beijing called you this morning when you were out. He said he wished to see you, for he had something important to consult with you. You are asked to ring him up at any time this evening from 8 p. m. to 10 p. m. at Yours, Zhang Wei

Example 2 April 22, 2011 Dear Professor Smith, I am in your “American Literature” class on Monday. I am sorry that I was late this Monday due to a minor accident on my way to the school. and I did not get the handout. I would appreciate if you could the handout to my address: Heartfelt thanks. Respectfully yours, Tom

Evaluation Format: 2 pts (date, addressing terms, closing ） Content: 3 pts （ invited+declining+explaining ） Language: 4 pts (spelling, grammar, word choice) Appropriateness: 1 pts Word count: words, -1 for notes of less than 40 words or more than 80 words

Notes of thanks Commonly used expressions ： State the purpose and reasons ： I am writing to tell you how much I enjoyed the weekend in your village. I am writing to express my appreciation for all that you did for me during my visit in Shanghai. I am writing to tell you how much I appreciate your hospitality. Thank you so much for your assistance/ for the information your gave us.

Note of thanks Restate the appreciation: Please accept my warmest thanks. I hope I have the chance to reciprocate your kindness. Thanks again.

April 18 ， 2012 Dear Peter, I’m writing to show my gratitude for your invitation to your birthday party. That was a really wonderful party. I appreciate your considerate arrangement and wonderful performance you had prepared. It also offered me a chance to meet many old friends. I really enjoyed that night. Thanks again. Yours, Amelia

April 18 ， 2012 Dear Professor Chen, I am writing to show my appreciation for your help on my research paper in the last three weeks. Your advice has been very valuable and the books you have recommended are useful. Without your help, I would never have finished my research paper. I would like to express my gratitude, along with my best wishes. Respectful yours Amelia

Exercise Your friend Jack has lent you a book on reading. Write him a note to express your thanks and explain how helpful the book is.

April 2 nd, 2011 Dear Jack, Thank you very much for lending me the book on reading. It is really a wonderful book. This is the very book I need and it is of great help on my research paper. The updated sources have broadened my mind a great deal. Thanks again. Yours Mary

Notes of invitation and reply ① make an invitation April 18, 2012 Dear Fiona, I am going to throw a dinner party in Room 6 of Lijing Hotel at 5:00 p.m. this Friday. Several friends of ours will be there. I sincerely hope you can attend and we will have a very happy time together. Please let me know whether you can make it. Yours, Amelia

① make an invitation April 18, 2013 Dear Fiona, Here is a piece of good news for you. There will be a piano performance tomorrow evening. I am sure that you will be happy to watch it.The performance will begin at seven o’clock sharp. I will wait for you at the theater entrance. Please let me know whether you can make it at your earliest convenience. Yours, Amelia

② Accept an invitation April 18, 2013 Dear Amelia, It’s so kind of you to invite me to the dinner party, and I would like to come. I will go to the hotel right after I finish my work at about 5 p.m. on Friday. Thank you again for your hospitality and I am looking forward to seeing you soon. Yours, Fiona

③ Decline an invitation April 18, 2013 Dear Amelia ， It’s so kind of you to invite me to the dinner party. I would love to go, but I will be out of town on Friday. Please give my best regards to our friends and I hope my absence will not bring any inconvenience to you. Have fun. Yours, Amelia

Exercise Your friend Hilda has invited you to a get- together party with some old friends. Write her a note to accept the invitation, stating the time you will get to the party and expressing thanks for her invitation. Your classmate, Jimmy, is the head of the university’s swimming club. He has invited you to join the club, but you like some other sport event. Write him a note, declining his invitation and explaining why.

Sample One May 1 st, 2011 Dear Hilda, It is so kind of you to invite me to the party. I really miss you all as I have not seen you and the other old friends for such a long time. I’ll go to the place right after I finish my work at about 5 p.m. this Friday. Thank you for your invitation again. Yours Lily

Sample Two May 17 th, 2007 Dear Jimmy, Thanks for inviting me to join the swimming club, but I’m afraid that I can’t accept your invitation. I’d like to take the badminton club instead. As you see, we don’t have so much spare time and I have to make a choice between the two. I am more interested in badminton. Anyway, thank you all the same. Yours, John

Note of request and inquiry Moves: State the reasons （ why do you make a request ） The act requested (what do you request to do) How would you want the act conducted Show appreciation

Expressions Asking for help ： Would you do me a favor? Would you be so kind as to…? Could I trouble you to send this book for me? I wonder / I was wondering if you would tell me…? If it is not too troublesome, could you…? I hope this request will not trouble you too much. I would greatly appreciate if you could…

Expressions Asking for permission ： May I have a few more days to work on the paper? I hope you would not mind if I… I wonder if I could meet with you. I was wondering if I could ask for an extension. Would it be possible to have a talk with you?

Exercise You have got to know that your classmate, Michael, is organizing a weekend excursion for the class. You are thinking of joining the trip. Write him a note expressing your interest in the excursion and asking for information on two details related to the excursion.

Sample April 23rd Dear Michael, I heard you are planning a weekend excursion for our class. I definitely want to join you, especially after having been working on my term paper for weeks. Mary told me that we are going May holiday. Have you decided where we go and how? I have great expectations for it and I would like to know more specific details as soon as possible. Can we meet to discuss it some time this evening? Yours Linda

Note of apology and explanation Moves: the act to apologize for specific explanation for the wrong act solution to make up the mistake reiterating the apology

Expressions The act to apologize for: I’m writing to show my apology for… I would like to express my apologies for not being able to start work on the date we originally agreed. I’m sorry to say that I’ve not finished reading it through, and have to keep it until next Sunday. I am terribly sorry for my delay in turning in my assignment.

Expressions Specific explanation for the wrong act: I am due to work next Monday in the Sales Department, but unfortunately a family emergency has occurred which requires my presence to deal with it.

Expressions Solution to make up the mistake: I am sure I can make up the loss by… I promise it will never happen again. It would be very kind (considerate) of you to give me another chance to…/to give me another two days. Could we reschedule the interview for another day?

Expressions reiterating the apology: My apologies again.

Exercise Having finished your end-of-term exams, you have gone straight home without saying goodbye to your roommate. Write a note explaining the situation to the latter and making an apology for your abrupt departure.

Sample June 10 th, 2011 Dear Fred, I am writing to apologize for the abrupt way I left after the final exam. It was terribly rude of me to have left without saying good-bye to you. I had to catch a train to go home and it leaves at 6pm. I hope you could understand my situation. Please accept my sincere apology, and wish you a really happy holiday. Yours Truthfully, Tom