nullKeeping up Pre-/ Post-conference Correspondence Keeping up Pre-/ Post-conference Correspondence Topical HighlightsTopical HighlightsPre-conference Correspondence
Issues for Correspondence
Financial Application
Cover Letters
Post-conference Correspondence
Pre-conference Correspondence Pre-conference Correspondence Whom to Correspond with
What to Correspond about
How to Correspond Whom to Correspond with Whom to Correspond with The secretary-general
The chairperson
Different committees.
The known acquaintance
Some designated convenors (会议联系人) What to Correspond about What to Correspond about the themes or areas for discussion
requirements for participation
information about paper submission
details of different sessions
pre-/post-conference arrangements
the acceptance or declination of the invitation for chairing a session
the delayed abstract or paper submission nullthe cancelation for the registration
the disagreement to the paper presentation arrangement
changing the time or mode of the oral presentation arrangement
making some changes in the submitted paper
application for financial assistance
post-conference joint researches
by-the-way visit to another concurrently-held conference Issues for CorrespondenceIssues for CorrespondenceClearness
Conciseness
Correctness
Courtesy
customariness
Letters for Inquiry Letters for Inquiry the formal name of the conference (or the information source)
the specific inquires or requests
the closing of the letter
null(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, 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 your soon.
Sincerely yours,
(signature)
printed namenullA 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. I 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 null(A letter of inquiry for current status of the submitted paper)
Dear Dr. Lichty,
It is more than two months since I sent to you my paper, but I have not received any information yet. As far as I know one can be invited to the symposium only when his paper is accepted. In order to make necessary preparations for the meeting as early as possible, I would like to be informed of the present status of my submitted paper.
Yours sincerely,
(signature)
printed name null(A letter of inquiry for another conference )
Dear Dr. Helps,
Many thanks for your letter of July 5. We have learned that following the Sixth International Conference on Pattern Recognition, there will be two additional conferences to be held in Germany: (1) IEEE Workshop on Applied Time Series Analysis (Technical University, Munich, October 23, 1996) and (2) ISMIII International Symposium on Medical Imaging and Image Interpretation (International Congress Center Berlin, October 26-29, 1996).
Would you kindly advise us whom we could contact for the full details of the two conferences?
Sincerely yours,
(signature)
printed nameLetters for Invitation
Letters for Invitation
Stating the purpose of invitation
Introducing the conference arrangement
Expressing the wish for the acceptancenullDear 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 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 are looking forward to your acceptance.
nullDear Professor Halliday,
Considering your expertise in this field, the Organizing Committee is very pleased to invite you to be a keynote speaker in the Plenary Session of the International Symposium on English Teaching at Tertiary Level in the Chinese Context to be held in Beijing, October 2-5, 1998.
If you can come to the symposium, your local expenses including hotel accommodations, meals, and the conference fee will be covered by the organizers. However, it is assumed that your institute will take care of the travel expenses to and from Beijing.
Enclosed you will find the first announcement, with information on both the technical and social programs.
With the attempt to make the forthcoming meeting an outstanding one, we look forward to hearing from you soon.
nullDear Professor Hu,
We are writing to invite you to attend our conference on "Quality Language Teaching through Innovation and Reflection" in June 2000 in Hong Kong and Beijing. The conference is jointly organized by the Language Center of the Hong Kong University of Science and Technology and the Department of Foreign Languages of Tsinghna University, Beijing.
The conference will first be opened in Hong Kong, and then move to Beijing. As co-organizer of the conference, you are cordially invited to attend the Hong Kong part of the conference, to be held in this University from 16 to 21 June, 2000. You will be provided with subsistence allowance and accommodation for the duration of the conference.
If you have any queries or require any assistance, please do not hesitate to contact our Conference Convenor, Ms Elza Tsang on (852) 2358 8148 or our Executive Officer, Ms Candice Poon on (852) 2358 7850.
We look forward to receiving you here.
nullLetters for Acceptance of Invitation
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 nullDear 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, 1998. 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
nullLetters for Declination of Invitation
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 nullDear 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 Financial Application Financial Application Possible Sources for Financial Support
Tactics of Writing Letters Applying for Financial Aid
Possible Sources for Financial SupportPossible Sources for Financial SupportFinancial Assistance by the Conference
Financial Assistance by International Organizations
Financial Assistance by Learned Societies
Financial Assistance by Other Foundations Tactics of Writing Letters Applying for Financial AidTactics of Writing Letters Applying for Financial AidDirect Statement
Flank Inquiry
Citation of Others' Information
By Writing a PostscriptnullDirect Statement
Dear Dr. Glatzer,
Thank you for your letter dated Feb. my travel support to attend the conference 10, 1998. I'm writing to you about the application for on ... (Omitted) nullFlank Inquiry
Dear 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 ...
Dear Professor Smith,
I take a great interest in attending the symposium. Could you advise me as to whom I contact for possible financial assistance for the attendance? I shall send my abstract before the deadline... nullCitation of Others' Information
Dear 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? nullBy Writing a Postscript
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? Cover Letters Cover Letters pre-print intention
revision requirement
presentation mode
delayed submission
photo delivery
nullDear 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 namenullDear Dr. Dell,
Enclosed herewith is the full text of my paper. As you will notice, there are some modifications made in both the abstract and the title of the paper which I submitted to you on 25th, September, 1998.
I apologize for any inconveniences caused therefrom.
Sincerely yours,
(signature)
printed name
nullDear Professor Shonfield,
Thank you for your letter of April 15, 1997, notifying me of the acceptance of my abstract. For the sake of exactness, I would like to replace the statement “The cross section is measured” by “The cross section is (6.25 + 0.02)*10-20 cm2,'' if the submitted version has not yet been finalized in the preprint.
Sincerely yours
(signature)
printed name nullDear 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 nullDear Professor Wade,
Many thanks for your letter of March 12, urging me to submit the full text of my paper. But due to my trip to Kunming to make an experiment on underwater imaging, and also to my not asking my colleagues to forward me my letters, I did not receive your letter until the end of last month.
No sooner had I returned to my institute than I became occupied with the manuscript, drawings, typing, etc. And now the paper is completed, but it is two weeks after the deadline. I now send them by airmail, and hope they can catch the scheduled preprint.
I am really sorry to have kept you waiting for my delayed submission and thank you for your kind consideration and continued attention. nullDear Mr. Jiang Bing,
To guarantee the printing quality of the proceedings, I herewith enclose the very photo that I took when I was in the Institute Curie in Paris. Since this photo is the only witness of my experiment there, I beg to have it returned after use. Thank you for your attention to the matter.
Sincerely yours,
(signature)
printed name Post-conference Correspondence Post-conference Correspondence Letter of Thanks
nullDear 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, nullDear Mr. Secretary-general,
Thanks to your thoughtful arrangement and hospitality, my colleagues and I all felt quite at home during the conference. We appreciate especially your excellent social programs, rich and interesting, that provided so many opportunities for us to contact and talk with many scholars from other countries. Here please accept the heartfelt thanks from my colleagues and myself to you, and through you, to your colleagues, for your remarkable work. We hope we can have more opportunities of meeting you in the years to follow.
Faithfully yours,
(signature) nullDear Dr. Verschueren,
I am very glad to have been able to visit your research center when I was attending the International Conference on Pragmatics in Antwerp. The recent breakthrough in pragmatic studies made in your research center is very impressive indeed, and I believe that it will become the focus of the world's attention in this field.
I thank you very much for the hospitality you awarded to me and the helpful discussions you arranged during my brief visit.
I am expecting the visit you are planning to make to China and looking forward to meeting you in Beijing.
With my thanks again and best wishes.
Yours sincerely,
(signature)