The Chinese Online Writing Lab

3.19 Hotel accomodations or travel arrangements

Dear Professor Kawasaki,

First of all, I would like to thank you for accepting our invitation to serve as an invited speaker at the GRIN Polymer Symposium on March 15, 1994.

Please purchase your roundtrip ticket (business class) in advance and save the receipt for reimbursement. If you have any questions or suggestions, please do not hesitate to contact me at fax number 886-35-234567. I look forward to meeting you.

Sincerely yours,

3.20 Hotel accomodations or travel arrangements

Dear Mr. Smith,

The average price of single room hotel accomodations in Hsinchu ranges between DM$ 80 to DM$100 daily. If the schedule for installment of the weighing system is definite, I will reserve a room for your colleague. My colleague or I will meet your colleague at the airport.

Please do not hesitate to contact us if any questions should arise.

Yours Sincerely,

Writing exercise

Based on 3.19 and 3.20, write a letter discussing the hotel accomodation or travel arrangements for a technical visit from abroad.

NOTE:

Hotel accomodations or travel arrangements 住宿/行程之安排 involves correspondence to arrange a technical visit from abroad. Correspondence that involves the arrangement of a technical visit from abroad commonly includes the following:

Speaker invitations

Speaker invitations should include such preliminary information the participant will play and the topics covered at the event.
"In light of your renowned research and your contributions in the field of GRIN polymers, we would like to formally invite you to serve as the Invited Speaker at the upcoming GRIN Materials Symposium."
"We would like to invite you to give a talk at our upcoming silicone technology seminar."
"This is an official invitation to three ABC Corporation specialists, Mr. Smith, Mr. Jones, and Ms. Lin, to participate in a CGMP seminar and visit our local bulk pharmaceutical chemical plants."
"Please recommend one scientific expert to serve as a short term consultant at CMS, whose expertise is highly relevant to the following subjects."

The details of the event

The letter should include specific topics, time of the event, and perhaps a description of some of the participants who will attend this event.
"We are organizing a seminar on Conductive Plastics for Anti-static/ESD Applications that will be held at Union Chemical Laboratories/ITRI on April 16. The ultimate purpose of the seminar will be to provide a channel of communication between IC assembly houses and IC container manufacturers. The seminar will also focus on issues related to the properties and technology of conductive plastic compounds."
"The meeting will be held April 25-26, 1994 at the National Central Library, Taipei. We hope that you can give two lectures, at 31:20-14:05 and 15:10-15:55(4/25/94), respectively."
"Reception dinners are to be held on the evenings of April 25 and 26, and there will be a short tour of Taipei on April 29.

Compensation for the visit

Financial details regarding compensation should be stated as simply and directly as possible to avoid confusion:
"Roundtrip airfare ticket (business class) and accomodations will be provided."
"Please pay in advance for the roundtrip airfare ticket, and other incidental expenses and retain the receipts. We will pass reimburse you (by check) prior to your departure of Taiwan."

Preparations prior to the visit

The speaker should not be given any last minute surprises with respect to what materials and further information is required.
"Please fax us your curriculum vitae, lecture topics, and half-page abstracts before January 31, 1994, as well as the complete papers before March 1, 1994. Please fax and send all your materials to me on time so that we will have sufficient time for translation and printing.
"I also need your curriculum vitae, including: NAME, DATE OF BIRTH, PLACE OF BIRTH, NATIONALITY, MARITAL STATUS, ACADEMIC QUALIFICATIONS, PROFESSIONAL EXPERIENCE, SCIENTIFIC ACHIEVEMENTS, CURRENT SCIENTIFIC ACTIVITIES, OTHER SCIENCE-RELATED ACTIVITIES, AND SELECTED PUBLICATIONS."