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Exercise 252

Letters of approval-technical visit 國外專家訪問之確認

3.15 Letters of approval: technical visits

Dear Dr. Lin,

Approval of technical visit I am pleased to inform you that your application for the position of consultant has been approved. The term is tentatively set for November 5 to 18, 1994. Compensation CMS will provide accomodations and living expenses during your period of stay, as well as accident and medical insurance. Could you pass on to me the name, birthday and address of the beneficiary of your insurance policy?

Discussion topics during technical visit During your visit, CMS members would like to consult with you on the following topics:
A. The manufacture of two pressure humidity generators:
1. the detailed design of a pre-saturated and saturated humidity chamber (including all blueprint drawings)
B. The comparison of international transfer humidity standards:
1. wet-dry bulbs
2. dew-point hygrometers
3. humidity sensors
C. A brief introduction of the new ABCD and Temp/Humidity/ Flow Group (including current industrial projects):

Request seminar presentation In addition, we would also like to arrange a four hour seminar, for which you would receive a speech honorarium. Would you please prepare information regarding the topics mentioned above and send it to me as soon as possible? Thanks, in advance, for your assistance in this matter.

Sincerely,

Writing exercise

Accepting an invitation for a technical visit. Using 3.15 as a model, write a letter of acceptance for a technical visit. Be sure to adhere to the following guidelines: State the approval of the application. Mention specifics, e.g. accomodations, living expenses, and additional information required. Propose topics of discussion.

3.16 Letters of approval (shorter version of 3.15)

Dear Dr. Lin,

I am pleased to inform you that your application to visit the Humidity Laboratory has been approved. Accomodations and living expenses from November 5 to 18 will be covered. As previously mentioned, your own organization is expected to cover your airfare expenses. I feel confident that your visit would be a continuation of the successful collaboration efforts between our two organizations. I look forward to hearing from you.

Sincerely yours,

NOTE: Letters of approval-technical visit 國外專家訪問之確認 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."

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.

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