Changing dates or itineraries 訪問時間或行程之更改
Changing dates or itineraries
Dear Mr Brown,
Thank you for your fax dated November 16. Acknowledge
the arrangements already made for the technical visit Much
appreciation goes out to Mr. Smith for his help in arranging our visiting
Change in schedule and reason why After
discussing this matter among our colleagues, however, we have decided
not to extend our tour to include Germany since there is not enough
time to obtain our German visas or to allow Dr. Jones to schedule
a visit that would fit Mr. Smith's schedule.
Alternatives for the schedule change Could
you arrange for us to visit some local industrial heat pump system
manufacturers to fill in the open day on our visiting schedule? Compressor
system companies that manufacture systems for heat pumps or vapor
recompression would be equally well suited to our visiting purposes.
Information regarding the variety of available heat pump systems would
be quite useful for our future promotion of such systems.
Final details of scheduled visit The
time for our trip is drawing nearer, and we need to know a convenient
time for us to visit during the morning of the 7th? I understand that
at this time you may not be able to finalize our visiting schedule
at this point but, can you provide us with a tentative schedule that
we can report to our superiors?
Thanks in advance for the arrangements you have already made. I hope
that these last minute changes do not create too much of an inconvenience.
Based on 2.10, write a letter in which you change the date or itinerary
for a technical visit.
2.11 Changing the date of a technical visit
Dear Dr. Smith,
I have received your letter dated March 29 regarding a technical visit
by two UCL staff members to your esteemed company. Acknowledge
the arrangements already made for the technical visit. Thank
you for the arrangements you have made so far.
Explain why a change is necessary
However, the week of May 17-24 is
not quite appropriate for my staff because they have prior committments.
Propose alternative time for visit I
was wondering whether the week of May 10-17 would be acceptable to
you. If so, Mr. Lin and Mr. Wu can schedule their flight to arrive
in Melbourne on May 8. Could you please provide them with an itinerary
so as to process their foreign visit applications?
I look forward to your prompt reply.
dates or itineraries 訪問時間或行程之更改 belongs
to correspondence involving an overseas technical visit. Correspondence
involving an overseas technical visit commonly includes the following:
A proposal for the visit and remarks or preliminary details
A visit should be viewed as a way of satisfying your organization's
need (e.g., information exchange, short training courses, or general
understanding of their operations). Details such as time and discussion
topics should be included:
"It would be much appreciated if you could arrange for me to observe
your production line during my stay at ABC on March 19, 1993."
"I would like to visit the Special Carbon Division (or the Technical
Center) of ABC Corporation/Massachusetts during the upcoming trip."
"Professor Liu from the Virginia Institute of Technology recommended
that we visit your renowned institute and find a time to discuss our
needs with you, as well as to learn of your own related experiences."
"We recognize that ensuring continued success of this program depends
on our observing and understanding similar work in other countries.
At this stage, I would like to arrange for a visit to your country."
"I am keenly interested in visiting Dr. Jones and his staff to learn
of all the operational aspects involved with this program."
Explaining the purpose of the visit
A direct statement of what you expect to gain during the technical
visit may prevent confusion about what the other party is able or
willing to provide:
"We need to enhance our knowledge of carbon black in terms of the
chemistry, characterization, and processing application (e.g., ESD
protection, wire and cable, coating and UV protection). Such knowledge
would also benefit our customers, many of whom are manufacturers."
"Purpose: to understand and evaluate successful cases and the current
status of the Japanese dye industry with respect to technology, equipment,
and information on industrial waste minimization."
"Visits to compressor system companies that manufacture systems for
heat pump or vapor recompression would be equally beneficial. Information
regarding the variety of available heat pump systems would also be
quite useful for future promotion of such systems in Taiwan."
Commending the organization's achievements
Complementing another organization on its achievements is not only
good public relations. It also gives the organization a clearer idea
of what your expectations will be when and if you pay a visit to their
"Waste minimization is a global trend, and your country already has
much experience in this area."
"As is well known, ABC Corporation has the resources needed to produce
good quality diverse carbon blacks."
Emphasizing the cooperative nature of the visit
The technical visit should be described in terms of a specific perspective.
It is not only your own organization that stands to benefit: a technical
visit can also clarify the common interests and capabilities of both
organizations. This may pave the way for future collaborative activities.
"I hope this visit will strengthen the ties of cooperation that bind
"In light of these concerns, we are looking forward to collaborating
with your organization in the near future."
"We hope this visit will open doors for further cooperation between
our two organizations."
Additional instruction can be found in the accompanying Power Point presentation.
Further practice can be found in A Correspondence Manual for Chinese Technical Writers by Ted Knoy.