English Writing Week Four

TEM-4 Note Writing

What is a Note? A formal letter contains: –The addresses of the sender and receiver –A formal closing (Sincerely, Yours truly, etc.) followed by the signature of your full name –Formal language A note is a short, handwritten message to someone It is much more informal than a letter

What is a Note? What you should include in a note: –Date –Salutation (greeting) –Body –Closing –Signature

Date Put in the upper right corner. Simply writing the day of the week is okay unless the note is an invitation for more than a week ahead. The year is not necessary (though I’ve seen some books recommend that you use it) When writing out the date, here are some samples I’ve seen in TEM-4 study books: –Oct. 1 st –April 11 th –Sat. Oct. 31 –3 rd July –Nov. 2, 2012 –December 18, 2012

Salutation Also called “Greeting” If it’s very informal and you know the person well, use the person’s first name or nickname Including “Dear” is optional Follow the greeting with a comma The greeting should go below the date, but on the left Examples: Dear Aunt Sally, Grandma, Dear Mrs. Zhang, Dear Ann, Nancy, Prof. Gao, Dear Professor Li,

Body Depends on the reason for writing the note –Notes of Appointment –Thank-you Notes –Notes of Apology –Message Notes –Notes of Request and Inquiry –Notes of Congratulations –Notes of Sympathy No matter what your reason for writing, the body of your note should be short, clear, concise, and polite. Usually a note begins with directly stating why you are writing. –Example: “I have to cancel the meeting we set on Thursday…” Indent each paragraph

Closing Also called “Regards” Should be followed by a comma and placed beneath the body on the right side of the page Depends on how well the writer knows the recipient of the note A close relationship (friend, family): Love, Yours, Warmly A more formal relationship (teacher, business contact, stranger): Sincerely, Sincerely yours, All the best, Kind regards, Best regards,

Signature Goes right below the closing Depends on the situation –If you are writing to a foreigner or close friend, use only your English name Example: Yours, Mary –If you are writing to a Chinese or to a more formal person, use your full name Example: Sincerely, Li Meng Example: Sincerely, Mary Li

Sample Notes Today I will give you some note samples that I think are especially good. If you want more samples of different kinds of notes, your writing textbook has lots of note examples for you to look at on pages

Sample Note of Invitation July 1 George, Would you like to go swimming in the school gym next Thursday? Lily and Peter will also be coming. We’re planning to meet at the school gate at 12:00 and go to the gym together. I hope you can join us! Mark

Sample Thank-You Note April 10th Dear Professor Li, Thank you so much for writing such a kind recommendation for my graduate degree application. I have just received word from the school that I am accepted for next school year. I could not have done it without your help! Please accept my deep gratitude. Sincerely, Mark

Sample Congratulations Note April 11, 2012 Dear Mark, My warm congratulations to you on your admission into graduate school. You are an excellent student, and your hard work has paid off. I’m delighted to know that you can pursue your dream of studying in America next year. I wish you all the best in your future. Sincerely, Prof. Li

Sample Note of Inquiry Dec. 10, 2012 Dear Susan, This morning my roommate told me that you are selling your bicycle. I may be interested in purchasing it, but I would like to find out more information first. Will you please let me know about its present condition, its price, and why you are selling it? Thank you! All the best, Cherry

Some “Chinglish” Phrases to Avoid “I think you must be interested in this.” –Instead: “if you’re interested” or “I think you would be interested” “Now I am expressing my apology and please forgive me.” or “I want to say thanks for helping me.” –Instead: “I’m sorry. Please forgive me.” or “Thank you for helping me.” Be concise! Don’t say what you are doing, just do it! “It is said that this restaurant makes the best food in Xi’an.” –Instead: “I’ve heard this restaurant makes the best food in Xi’an.”

Some “Chinglish” Phrases to Avoid “I want to sell my computer, which was bought two years ago.” –Instead: “I want to sell my computer, which is two years old.” “Would you mind we having an appointment at 3:45?” –Instead: “Could we meet at 3:45?” “Excuse me”, “Sorry to disturb you” –You don’t need to say these things in English. Your boss or your professor want to help you. You can be polite to them without using these phrases. Instead say things like: “if it’s convenient” or “if you’re available” or “if you have time”

Writing a Note for the TEM-4 You are usually asked to write between 50 and 60 words, so you need to be short and concise! The graders are looking for correct content, grammar, organization, and appropriateness.

Step 1 - Situation Read the question carefully to find out why this note is being written. –Invitation? Apology? Message? Congratulations? Condolences? etc. Take note of what information you are asked to write in the note. –Example: You are asked to write a note to sell your bike. You must describe the condition of the bike, how much you would like for it, and where you can be reached. The situation will tell you what to write.

Step 1 Understand the Situation 30 seconds

Step 2 - Relationship Read the question carefully to find out what the relationship is between the sender and the recipient. –Friends? Strangers? Teacher and Student? General population? Use more formal language for a note written to your superior (boss or teacher) and for notes written to strangers or the general population. The relationship will tell you how to write.

Step 2 Understand the Relationship 30 seconds

Step 3 – Format (Write it!) Don’t forget: –Date, Salutation (as appropriate), Body, Closing (as appropriate), Signature –Indent paragraphs –Avoid the “Chinglish” phrases

Step 3 Format (Write it!) 8 minutes

Step 4 – Proofread Spend 30 seconds checking your: –Punctuation –Verbs –Spelling Spend 30 seconds reading one last time for everything!

Step 4 Proofread 1 minute

REMEMBER 1 Situation – 30 seconds 1 Situation – 30 seconds 2 Relationship – 30 seconds 2 Relationship – 30 seconds 3 Format – 8 minutes 3 Format – 8 minutes 4 Proofread – 1 minute 4 Proofread – 1 minute

Example: Before you leave university, you want to sell your bike. Write a note of about 60 words describing the condition of your bike, how much you would like for it, and where you can be contacted. Situation: –Selling bike –Include condition, price, and contact info Relationship: –None given, so general population –No salutation needed

July 4, 2012 I am graduating this year, so I need to sell my bike. The bike is in great condition. Both tires were replaced two months ago, and the paint is in good condition. The brakes work fine. I am asking 300 RMB. If you’re interested, contact me at or Best regards, Zhang Ping

Write a note of about words on the following situation: Your friend, Jane, has failed in the final exam, and is feeling very unhappy about it. Write a note to comfort her and give her some encouragement. Marks will be awarded for content, organization, grammar and appropriateness. NO DICTIONARIES!

Write a note of about words on the following situation: You are supposed to hand in your book report for the Extensive Reading Course on Monday, but you are two days late. Now you are outside of Professor Lin’s office as you want to hand in your assignment, but he is not in. Write a note to him, apologizing and explaining why you did not give him your work on time. Marks will be awarded for content, organization, grammar and appropriateness. NO DICTIONARIES!

Write a note of about words on the following situation: You happen to find a wallet containing 800 yuan in the university library. The address of the owner is in the wallet, too. Write to the owner, suggesting ways to return it to him. Marks will be awarded for content, organization, grammar and appropriateness. NO DICTIONARIES!