Unit 2 Keeping up Pre-/ Postconference Correspondence
Pre-conference Correspondence: whom to correspond with, what to correspond about, and how to correspond ? Issues for Correspondence: letters for inquiry, letters for invitation, letters for acceptance of invitation, letters for declination of invitation, etc,
Financial Application: possible sources for financial support, tactics of writing letters applying for financial aid ? Cover Letters: pre-print intention, revision requirement, presentation mode, delayed submission, photo delivery, etc. ? Post-conference Correspondence: letter of thanks, etc.
Theme Presentation 1. Pre-conference Correspondence
Whom to Correspond with ? Before a conference, whom to correspond with is dependent upon the purpose and content of correspondence.
2) What to Correspond about ,
Pre-/post-conference correspondence may vary greatly in terms of their contents. The usual contents of the correspondence are, however, not beyond the scope of making inquiries, explaining reasons, specifying requests, seeking possibilities, and the like.
3) How to Correspond
are many ways for pre-/postconference correspondence. Among various kinds of correspondence channels available, from telephone calls to E-mails, letter writing still remains essential and effective.
2. Issues for Correspondence
general principles for conference letter writing can be summed up as the "5 Cs": clearness, conciseness, correctness, courtesy, and customariness.
1) Letters for Inquiry
To get information about a conference, or to know what one particularly wants to know, the potential participant may write a letter for inquiry. ? Letters for inquiry usually contain the following elements: the formal name of the conference (or the information source); the specific inquires or requests; and the closing of the letter.
2-I A letter of inquiry for the deadline of submission Dear Professor Smith, I am the Deputy Director of the Zhong-yuan Institute of Acoustics in Zhengzhou, China. Since we have been undertaking researches on underwater imaging and ultrasonic non-destructive testing ' for many years, we are very much interested in attending the Twelfth International Symposium on Acoustical Imaging,2 which is to be held in London, dated 5 — 11th July, this year. We should be very much obliged if you could kindly give us information on the deadline for the submission of abstracts, papers, and other written materials. I am looking forward to hearing from you soon. Sincerely yours, (signature) printed name
'ex. 2-2 A letter of, inquiry for meeting information details Dear Mr. Jannotta, I have learned from Progress in Physics, No.12, 1997 that the International Conference on Thermodynamics will be held in Sydney, Australia, from December 4 to 12,1999.1 would appreciate receiving the call for papers, circulars and other details of the conference. I thank you in anticipation of an early reply. Yours sincerely, (signature) printed name
2) Letters for Invitation
A letter inviting someone to attend a conference should be written with warmth and courtesy. ? The inviter's purpose, the status of the invitee, the specific arrangement of the conference, etc. should be clearly stated in the letter.
Dear Professor Wang, On behalf of the Ohio State University and the IEEE Computer Society, I am very pleased to invite you to attend and chair a session of the forthcoming '98 International Conference on Parallel Data Processing to be held in Bellaire, Michigan, from August 25 to August 28, 1998. You are an internationally acclaimed scholar and educator. Your participation will be among the highlights of the conference. We sincerely hope that you can accept our invitation. As you know, this is the 10th anniversary of the First Conference on Parallel Data Processing and we plan to make it a truly international meeting. We have accepted many papers from several foreign countries, including two from your country. We enclose a copy of the advance program 4 of the conference. If you can come, please let us know as soon as possible, since we have to prepare the final program soon. We look forward to your acceptance. Sincerely yours, (signature) printed name and title
3) Letters for Acceptance of Invitation
Whether or not the invitation is accepted, the invitee should give timely response, so that the inviter can go on with further arrangements.
A letter of acceptance for invitation usually includes the following:
Restating the main content of the invitation, and expressing thanks to the inviter; ? Expressing acceptance of the invitation, including the invitee's personal plans; ? Expressing good wishes for the conference. ? The following is a sample letter of acceptance.
Dear Dr. Jef Verschueren, I have received your letter dated November 15,1997, inviting me to attend the 6th International Conference on Pragmatics to be held in Reims, France, July 19 — 22,199.8. Thank you for your kind invitation. I am pleased to accept your invitation and will send my paper entitled Pragmatic Features on International Academic Conferences to the Paper Committee before the required date. Thank you once again for your kind invitation and for your effort in making the conference a successful one. I am looking forward to meeting you soon in Reims. Faithfully yours, (signature) printed name
4) Letters for Declination of Invitation
? ? ?
If an invitation can not be accepted due to certain reason, a letter of declination should be sent in due time. A letter of this kind usually should include: ? Expressing thanks for the inviter's kind invitation; ? Specifying the causes for the unable attendance, and expressing regret; ? Extending best wishes or regards to the inviter.
Dear Professor McCardell, Many thanks for your letter dated the 15th of November, 1997, inviting me to attend and chair a session of the forthcoming '98 International Conference on Parallel Data Processing to be held in Bellaire, Michigan, from August 25 to 28, 1998. Much to my regret, I shall not be able to honor the invitation because I have been suffering ' from ill health since this summer. I am firmly advised that it would be unwise to undertake any ; distant travel in the near future. I feel very sorry to miss the opportunity of meeting you and many of other colleagues in the field of computer science. I wish the conference a complete success. Respectfully yours, (signature) printed name
3. Financial Application 1) Possible Sources for Financial Support
Financial Assistance by the Conference ? Since almost all conferences will have channels raising funds for operation, participants may be provided with an opportunity of applying for certain financial assistance from the conference.
Financial Assistance by International Organizations ? Many international organizations, including those of the United Nations and its special agencies, regional set-ups, and other multinational bodies, are very important channels for applying for financial aid.
Financial Assistance by Learned Societies
research institutes, academic associations and societies provide financial aid of various kinds for foreign applicants.
Financial Assistance by Other Foundations ? Many foundations and private bodies are also the channels for financial assistance.
2) Tactics of Writing Letters Applying for Financial Aid
speaking, a letter of application for financial aid should include the name of the meeting, the special reasons for application, and the specific requests.
(1) Direct Statement
direct statement, it is meant that the applicant shows his/her intention of applying, for financial assistance in a straightforward way. For example (Inside address complimentary close and signature are all omitted):
Dr. Glatzer, ? Thank you for your letter dated Feb. 10, 1998. I'm writing to you about the application for my travel support to attend the conference on ... (Omitted)
(2) FlanK Inquiry
of straightforwardness, flank inquiry means that the applicant expresses his/her inquiry by understatement or indirectness.
Professor Barrymore, I have received an invitation to attend the conference on ... but my participation is hindered by some financial reasons. I'm trying to get fund for the attendance from different channels, and ...
(3) Citation of Others' Information
the citation of others' information, it is meant that when writing to apply for financial assistance, the applicant may mention the specific information provider or quote the recommendation or suggestion (if any) to serve the specific purpose. ? For example:
Dr. Locksmith, I have learned from Professor Helps that representatives from developing countries will be financially supported for the attendance according to circumstances. Would you please send us two copies of application forms at your earliest convenience?
(4) By Writing a Postscript ? Writing a postscript in the letter for application suggests that the applicant has adopted a tactful layout intentionally to make his/her financial requests. For Example: ? Dear Dr. Cooper, ….(The main body of the letter: omitted) P. S. Besides the forms you mail to me to be filled out for the conference, are there any other forms to apply for reduction or exemption of the registration fee?
4. Cover Letters
cover letter is usually enclosed when the potential conference-goer submits his/ her paper to the conference. This kind of letter should be brief, usually just a few sentences.
Dr. Lauinger, Enclosed herewith is the full text of my paper entitled ... It is expected that it may be included in the preprint. Sincerely yours, (signature) printed name
Dear Professor Linder, Enclosed herewith are the full texts of my two papers, two copies for each. As indicated in the papers, the one entitled ... is preferred as the one to be orally presented at the panel meeting, while the other as the one to be displayed in the poster sessions. The arrangement of the displays including graphs, data, pictures, etc. is shown on the attached sketch-map, which covers an area of about 1.2m2. Sincerely yours, (signature) printed name
5. Post-conference Correspondence: Letter of Thanks, etc.
order to show courtesy and pave the way for future contacts, postconference letters of thanks should be sent to organizers of the conference.
Dear Professor Armstrong, As an extremely learned scholar and chairman of the symposium, you have enjoyed popular trust and won the respect and admiration of all the attendants for your efforts at making the symposium proceed smoothly and facilitating the academic exchanges among the professionals from different countries. Personally, I am particularly grateful to you not only for your kind arrangement for my paper presentation, but also for your meeting me in person for sparing time from your tight schedule to meet with me and giving me valuable instructions in my deliberations. Under the prompting of this gratefulness I am writing to you in flight, sincerely hoping that you will visit China in the near future so that I can have a chance to reciprocate your kindness. Once again I express my hearty thanks to you. Respectfully yours, (signature)