English WritingWeek Four

TEM-4TEM-4

Note WritingNote Writing

What is a Note?

• A formal letter contains:– The addresses of the sender and receiver– A formal closing (Sincerely, Yours truly, etc.)

followed by the signature of your full name– Formal language

• A note is a short, handwritten message to someone

• It is much more informal than a letter

What is a Note?

• What you should include in a note:– Date– Salutation (greeting)– Body– Closing– Signature

Date• Put in the upper right corner.• Simply writing the day of the week is okay unless the

note is an invitation for more than a week ahead.• The year is not necessary (though I’ve seen some books

recommend that you use it)• When writing out the date, here are some samples I’ve

seen in TEM-4 study books:– Oct. 1st

– April 11th

– Sat. Oct. 31– 3rd July– Nov. 2, 2012– December 18, 2012

Salutation• Also called “Greeting”• If it’s very informal and you know the person well, use

the person’s first name or nickname• Including “Dear” is optional• Follow the greeting with a comma

• The greeting should go below the date, but on the left • Examples:

• Dear Aunt Sally,• Grandma,• Dear Mrs. Zhang,• Dear Ann,• Nancy,• Prof. Gao,• Dear Professor Li,

Body• Depends on the reason for writing the note

– Notes of Appointment– Thank-you Notes– Notes of Apology– Message Notes– Notes of Request and Inquiry– Notes of Congratulations– Notes of Sympathy

• No matter what your reason for writing, the body of your note should be short, clear, concise, and polite.

• Usually a note begins with directly stating why you are writing.– Example: “I have to cancel the meeting we set on

Thursday…”• Indent each paragraph

Closing• Also called “Regards”• Should be followed by a comma and placed beneath the

body on the right side of the page• Depends on how well the writer knows the recipient of

the note• A close relationship (friend, family):

• Love,• Yours,• Warmly

• A more formal relationship (teacher, business contact, stranger):

• Sincerely,• Sincerely yours,• All the best,• Kind regards,• Best regards,

Signature• Goes right below the closing• Depends on the situation

– If you are writing to a foreigner or close friend, use only your English name

• Example: Yours,Mary

– If you are writing to a Chinese or to a more formal person, use your full name

• Example: Sincerely, Li Meng

• Example: Sincerely, Mary Li

Sample Notes• Today I will give you some note samples that I

think are especially good.• If you want more samples of different kinds of

notes, your writing textbook has lots of note examples for you to look at on pages 279 - 288.

Sample Note of InvitationJuly 1

George,

Would you like to go swimming in the

school gym next Thursday? Lily and Peter

will also be coming. We’re planning to

meet at the school gate at 12:00 and go to

the gym together. I hope you can join

us!

Mark

Sample Thank-You NoteApril 10th

Dear Professor Li,

Thank you so much for writing such a

kind recommendation for my graduate

degree application. I have just received word from

the school that I am accepted for next school year.

I could not have done it without your help! Please

accept my deep gratitude.

Sincerely,Mark

Sample Congratulations NoteApril 11, 2012

Dear Mark,

My warm congratulations to you on your admission into graduate school. You are an excellent student, and your hard work has paid off.

I’m delighted to know that you can pursue your dream of studying in America next year. I wish you all the best in your future.

Sincerely,Prof. Li

Sample Note of InquiryDec. 10, 2012

Dear Susan,

This morning my roommate told me that you are selling your bicycle. I may be interested in purchasing it, but I would like to find out more information first.

Will you please let me know about its present condition, its price, and why you are selling it? Thank you!

All the best,Cherry

Some “Chinglish” Phrases to Avoid• “I think you must be interested in this.”

– Instead: “if you’re interested” or “I think you would be interested”

• “Now I am expressing my apology and please forgive me.” or “I want to say thanks for helping me.”– Instead: “I’m sorry. Please forgive me.” or “Thank you

for helping me.” Be concise! Don’t say what you are doing, just do it!

• “It is said that this restaurant makes the best food in Xi’an.”– Instead: “I’ve heard this restaurant makes the best

food in Xi’an.”

Some “Chinglish” Phrases to Avoid• “I want to sell my computer, which was bought

two years ago.”– Instead: “I want to sell my computer, which is two

years old.”

• “Would you mind we having an appointment at 3:45?”– Instead: “Could we meet at 3:45?”

• “Excuse me”, “Sorry to disturb you”– You don’t need to say these things in English. Your

boss or your professor want to help you. You can be polite to them without using these phrases. Instead say things like: “if it’s convenient” or “if you’re available” or “if you have time”

Writing a Note for the TEM-4• You are usually asked to write between

50 and 60 words, so you need to be short and concise!

• The graders are looking for correct content, grammar, organization, and appropriateness.

Step 1 - Situation• Read the question carefully to find out

why this note is being written.– Invitation? Apology? Message?

Congratulations? Condolences? etc.

• Take note of what information you are asked to write in the note.– Example: You are asked to write a note to

sell your bike. You must describe the condition of the bike, how much you would like for it, and where you can be reached.

• The situation will tell you what to write.

Step 1 Step 1 Understand the SituationUnderstand the Situation

30 seconds30 seconds

Step 2 - Relationship• Read the question carefully to find out

what the relationship is between the sender and the recipient.– Friends? Strangers? Teacher and Student?

General population?

• Use more formal language for a note written to your superior (boss or teacher) and for notes written to strangers or the general population.

• The relationship will tell you how to write.

Step 2 Step 2 Understand the RelationshipUnderstand the Relationship

30 seconds30 seconds

Step 3 – Format (Write it!)• Don’t forget:

– Date, Salutation (as appropriate), Body, Closing (as appropriate), Signature

– Indent paragraphs– Avoid the “Chinglish” phrases

Step 3 Step 3 Format (Write it!)Format (Write it!)

8 minutes8 minutes

Step 4 – Proofread• Spend 30 seconds checking your:

– Punctuation– Verbs– Spelling

• Spend 30 seconds reading one last time for everything!

Step 4 Step 4 ProofreadProofread

1 minute1 minute

REMEMBERREMEMBER

1 1 Situation – 30 secondsSituation – 30 seconds 2 Relationship – 30 seconds2 Relationship – 30 seconds 3 Format – 8 minutes3 Format – 8 minutes 4 Proofread – 1 minute4 Proofread – 1 minute

Example:• Before you leave university, you want to

sell your bike. Write a note of about 60 words describing the condition of your bike, how much you would like for it, and where you can be contacted.

• Situation:– Selling bike– Include condition, price, and contact info

• Relationship:– None given, so general population– No salutation needed

July 4, 2012I am graduating this year, so I need to sell

my bike. The bike is in great condition. Both tires

were replaced two months ago, and the paint isin good condition. The brakes work fine. I amasking 300 RMB.

If you’re interested, contact me at 1372225055 or zhangping11@163.com.

Best regards,Zhang Ping

• Write a note of about 50-60 words on the following situation:

• Your friend, Jane, has failed in the final exam, and is feeling very unhappy about it. Write a note to comfort her and give her some encouragement.

• Marks will be awarded for content, organization, grammar and appropriateness.

• NO DICTIONARIES!

• Write a note of about 50-60 words on the following situation:

• You are supposed to hand in your book report for the Extensive Reading Course on Monday, but you are two days late. Now you are outside of Professor Lin’s office as you want to hand in your assignment, but he is not in. Write a note to him, apologizing and explaining why you did not give him your work on time.

• Marks will be awarded for content, organization, grammar and appropriateness.

• NO DICTIONARIES!

• Write a note of about 50-60 words on the following situation:

• You happen to find a wallet containing 800 yuan in the university library. The address of the owner is in the wallet, too. Write to the owner, suggesting ways to return it to him.

• Marks will be awarded for content, organization, grammar and appropriateness.

• NO DICTIONARIES!