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1 Subject line 3.2. Salutation 3.3. Opening line 3.4. Text 3.5. Closing line 3.6 Signature PPlan 6.2. WWrite 6.3. PProofread 6.4. SSend 1/20

2 1. Subject Request to Meet With the President of XYZ University Subject line Dear Mr. Yamada, Salutation My name is Jae Young KIM, and I am the Coordinator for International Relations at ABC University in Seoul,Korea. Opening line Our university president, Dr. Chin Hwa LEE, is planning a visit to Japan next month. He would like to request a meeting with the President of XYZ University, Dr. Suzuki, as they both are molecular biologists. Dr. Lee will be in Japan from October 14 to 24, and, as of right now, his schedule from October 15 to 17 is open. It is possible to request a meeting with Dr. Suzuki during that period? Text Thank you very much. I look forward to hearing from you. Closing line Best regards, Closing Salutation Jae Young KIM Jae Young KIM, Coordinator, International Relations ABC University, Seoul, South Korea Tel: Fax: Signature Subject line Salutation Opening line Text Closing line Signature, Closing Salutation FAX HP 2/20

3 XYZ ABC Jae Young KIM Chin Hwa LEE LEE XYZ LEE Jae Young KIM Jae Young KIM ABC Tel: Fax: /20

4 2. PWPS P W P S Plan Write Proofread Send P Purpose Is the best way? Important points 3. W 1. Subject line Salutation Opening line Text Closing line Signature 4/20

5 3.1. Subject line Subject Inquiry Visa Inquiry Taro Yamada Meeting NINS Meeting October 24, 2007 Upcoming NINS Seminar October 1, 2007 Upcoming NINS Seminar October 1, 2007 Subject Upcoming NINS Seminar Attendance List Subject certificate Certificate Form NINS NINS I need your help Please Check This Draft Draft NINS Agreement Draft October 15, 2007 NINS Travel to japan Japan Travel to Japan John W. Smith November 2007 W Inquiry as to Inquiry as to Dependents dependents Dependent Visa Inquiry What s New draft draft What s New Draft April 27, 2007 What s New 2007 (April 24, 2007) 4 27 Subject 5/20

6 3.2. Salutation Salutation Salutation Salutation, Salutation Individuals general Dear Mr. Kim, Dear Ms. Kim, MrMs Kim Dear Jae Young Kim, Jae Young Kim Individuals researchers Dear Dr. Suzuki, Dr. ( Non specific persons Dear Sir/Madam, To Whom It May Concern, Dear Sir/Madam Multiple recipients Dear all, Dear Participants, Hello to all Participants, 6/20

7 3.3. Opening line Opening line Opening line Reply Thank you for your message. Thank you for your message and attachment of September 18, General Inquiry My name is Taro Yamada, and I am the International Liaison Specialist at. Stating the Situation Thank you for your message concerning the upcoming visit of your Chin Hwa Lee university president, Dr. Chin Hwa Lee, Japan in October My name is Taro Yamada, International Liaison Specialist, and your inquiry of September 15, 2007 has been forwarded to me General (Familiar) I hope you are having a good week. 7/20

8 3.4. Text Main points Details We informed Dr. Yamada of your request, and he will be pleased to meet with Dr. Lee, if possible, on October 15, 2007at 14:00 at the NINS head Lee office. Please let us know if this date and time is convenient for Dr. Lee Lee Lee Main points Details We informed Dr. Suzuki of your request, however, he will be attending a conference from October to 18.He indicates that he would be available on October 19 or, alternatively, October 22 or Would one of these dates be convenient for Dr. Lee s Lee schedule during his time in Japan? Lee 8/20

9 3.5. Closing line Closing line Closing line When you require a reply I (We) look forward to hearing from you. Closing line Iwe When you don t require a reply (answering an inquiry) I (We) hope that this answers your inquiry. I we Inviting further questions if necessary If you have any further questions, please do not hesitate to contact me by or by phone. Closing line General thank you Thank you very much. Closing line When asking someone to do something I (We) hope that this does not cause any inconvenience for you. Thank you very much / Closing salutation Salutation3.2. Salutation Closing salutation Best regards, Yours sincerely, closing salutation Closing Salutation, // / 9/20

10 3.6 Signature 6 FAX HP 4. P Subject line S 10/20

11 5. PWPS 1. PPlan Do I have a purpose for sending this ? What are the important points? (What do I want to say?) Is the best way to communicate this message? 2. WWrite Subject line Salutation Opening line Text Closing line Signature FAX HP 3. PProofread Is the subject line clear? Subject line Is the easy to read? Are the dates and names correct? Are there any spelling errors? 4. SSend 11/20

12 6. PWPS Yes replyok No replyok Subject Request to Meet With the President of XYZ XYZ University Dear Mr. Yamada, My name is Jae Young KIM, and I am the Coordinator for International Relations at ABC University in Seoul, Korea. Our university president, Dr. Chin Hwa LEE, is planning a visit to Japan next month. He would like to request a meeting with the President of XYZ University, Dr. Suzuki, as they both are molecular biologists. Dr. Lee will be in Japan from October 14 to 24, and, as of right now, his schedule from October 15 to 17 is open. It is possible to request a meeting with Dr. Suzuki during that period? Thank you very much. I look forward to hearing from you. Best regards, Jae Young KIM Jae Young KIM, Coordinator, International Relations ABC University, Seoul, South Korea Tel: Fax: ABC Jae Young KIM Chin Hwa LEE LEE XYZ LEE Jae Young KIM Jae Young KIM ABC Tel: Fax: /20

13 6.1. PPlan Yes replyok No replyok Purpose Important points Is the best way? Kim OK Kim OK 13/20

14 6.2. WWrite Subject Your Request to Meet With the President of XYZ University Dear Jae Young Kim, Salutation Subject Thank you for your message concerning the upcoming visit of your university president, Dr. Chin Hwa Lee, to Japan in October Opening line We informed Dr. Suzuki of your request, and he will be pleased to meet with Dr. Lee, if possible, on October 15, 2007 at 14:00 at the XYZ University head office. Please let us know if this date and time is convenient for Dr. Lee. Text Closing line We look forward to hearing from you. Best regards, Closing Salutation Taro Yamada Taro Yamada (Mr.) International Strategy Headquarters, XYZ University Tel: Fax: XYZ Jae Young Kim Signature Chin Hwa Lee XYZ Lee 14/20

15 No reply: OK Subject Your Request to Meet With the President of XYZ University Dear Jae Young Kim, Thank you for your message concerning the upcoming visit of your university president, Dr. Chin Hwa Lee, to Japan in October We informed Dr. Suzuki of your request, however, he will be attending a conference from October 15 to 18. He indicated that he would be available on October 19 or, alternatively, October 22 or 23. Would one of these dates be convenient for Dr. Lee s schedule during his time in Japan? Text We look forward to hearing from you. Best regards, Taro Yamada Taro Yamada (Mr.) International Strategy Headquarters, XYZ University Tel: Fax: XYZ Jae Young Kim Chin Hwa Lee Lee 15/20

16 6.3. PProofread Subject line OK OK Subject Dear Jae Young Kim, Your Request to Meet With the President of XYZ University Thank you for your message concerning the upcoming visit of your university president, Dr. Chin Hwa Lee, to Japan in October We informed Dr. Suzuki of your request, and he will be pleased to meet with Dr. Lee, if possible, on October 15, 2007 at 14:00 at the XYZ University head office. Please let us know if this date and time is convenient for Dr. Lee. We look forward to hearing from you. Best regards, Taro Yamada Taro Yamada (Mr.) International Strategy Headquarters, XYZ University Tel: Fax: SSend 16/20

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