Idiomas sem Fronteiras

Academic Writing UFMG

Academic Writing From e-mails to abstracts

2015/2

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Curse Table of Contents

Writing e-mails

Statement of Purpose

Summaries

Abstracts

Editing texts with Online Corpora

Academic Writing: From E-mail to Abstract Course Introduction

This course was designed for English Without Borders students at UFMG aiming at providing them awareness and practice of basic academic written genres. The genres selected are: e-mail, statement of purpose, summary and abstract. The choice of these genres give students an opportunity to start with more 'personal' genres and develop their skills into less personal genres. In other words, e-mails to university professors and statement of purposes bring students' needs, expectations and academic plans, while summaries and abstracts are written about texts read or research done. It is well known that the voice of writer is present everywhere, but each academic community has their own rules of how this "voice" should be expressed. Therefore, differences among areas as well as in relation to genres should be discussed. Students should contribute bringing their texts and teachers should share their group experiences.

Hope the material selected meets your students needs. Yet, we expect some course adaptations throughout the term to be discussed and shared with the group of teachers working with Academic Writing: From e-mails to abstracts.

Universidade Federal de Minas Gerais Faculdade de Letras

2015

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Writing e-mails

- What kind of e-mails do you usually write?

- To whom do you usually write them?

- What topics?

- What language style is more appropriate in each case?

Who What topics

Professors, especially popular ones, are extremely busy and get bombarded with e-mails every day of the week. Some professors receive up to one request per week from an undergraduate interested in research.

Remember that mentoring undergraduate and graduate students is often a significant task on a professor's time and funding - you're a risky investment, so you must convince them that you're a bet that will pay off.

1. Which of the e-mails below can be considered:

a. A formal invitation e-mail

b. A formal work e-mail

c. An informal e-mail to colleagues

d. An informal e-mail to a professor

e. A slightly informal work e-mail

f. A slightly informal e-mail to a professor

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Hello all,

I am hoping to organize the campus committee meeting for October 2 from 12:30-2:30.

Let me know if this works for you all. I will be providing lunch.

Cheers,

Jay

Hey Dan,

I was wondering if you have any time on Wednesday to chat? Now that Fulbright is over I have a little more breathing room and I've been thinking about what I want to do when I return from Brazil. I wanted to talk to you because I wanted a little input on some Grad school ideas I'm contemplating. The Director from the Rangel International Affairs Program is going to be on campus from 11am-12pm so I'm free anytime that isn't then!

Thanks,

Kelci

Hello Everyone,

Chris revised his essays and submitted them last night. However, he did not realize he had to resubmit the application. If you have time to provide feedback, that would be greatly appreciated. I have not yet read them, but I'm sure I will help Chris if you provide further recommendations.

Best Regards,

Kelci

Hi Dr. Kistler

As per your agreement to serve as members of my thesis committee, I'd like to set up a date for my thesis defense. Dr. Chong and I were hoping to have my defense during the third week of April, so on Monday (April 15th), Wednesday (April 17th), or Friday (April 19th). I would have my thesis submitted and completed to you by April 8th. Please let me know if any of these dates would work for you or please suggest another date.

Thanks,

Kelci

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Hi Lawsann,

Here is my résumé in PDF format. Let me know if there's an issue opening it as I'm sending it via my iPhone. I look forward to meeting you this month!

Sincerely,

Kelci Reyes-Brannon

P.S- do you know who I should talk to in order to ensure my name tag says Kelci, not Debra?

Hi, Kelci:

I look forward to meeting you when you begin working with Walt Disney Imagineering later this month.

Please provide me a resume either in a word document or pdf format.

Thank you,

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2. Tick the correct information about emails to professors. Your email should:

- have an informative subject line

- be concise

- be formal: Dear Dr. Smith; Sincerely, Your Name

- not use Mrs.

- NOT have slang, abbreviations, or emoticons

- if applying for an opening:

o address any qualifications the professor is looking for

o demonstrate your experience

- if asking for a research opportunity:

o state specifically your interest in that research group (you need to read the professor's website)

o explain why research is important for your goals

o ask to schedule a meeting or say that you will be coming to office hours

Dear Kelci,

Several members of the College’s board of trustees will be attending the Scholarship Reception on Wednesday, February 20. We are inviting some of the student participants to join them for an informal dinner and conversation following the reception. Please let us know if you will be able to attend. The dinner will take place in the Rice President’s Dining Room in the Cornell Campus Center.

Regards,

Lorrie Kyle, Ph.D.

Executive Assistant to the President

Rollins College

1000 Holt Avenue – 2711

Winter Park, FL 32789F4499

V: 407.646.1540 F: 407.646.1501

lkyle@rollins.edu

A ROLLINS EDUCATION.GREATER CONNECTIONS.

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3. Match the opening greetings with the most suitable close

a. Dear Sir d. Dear Dr Somerset

- Yours faithfully - Yours sincerely

- All the best - Best wishes

b. Fred e. Hello everyone

- Best regards - Yours faithfully

- Yours sincerely - Regards

c. Hi Isabel

- With very best regards

- See you

4. Tick the phrase in each pair which is more informal.

a. Hi Fausta

b. Dear Fausta

a. I would like to invite you to visit our office

b. Come and visit our office

a. Yours sincerely

b. Regards

a. Please confirm that you can attend

b. Let me know if you can come

a. No problem

b. There is no problem

a. Thanks for the dinner

b. I would like to thank you for the dinner

5. Match each formal phrase with its informal counterpart.

Emerson(2003)

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6. Complete the sentences with a preposition.

E.g.:I am very interested in coming to the seminar.

a. I look forward _______ hearing from you.

b. We met _______ the Shanghai seminar.

c. I’d like to make some changes _______ the programme.

d. Thank you _______ your message.

e. I’ll see you _______ Monday _______ 3 p.m.

f. Call me _______ my mobile.

g. There will be a buffet lunch _______ midday.

h. I’ve attached the files you asked _______.

7. Put the correct form, -ing or infinitive, in these sentences.

E.g.:Please confirm (confirm) that you can come.

a. Can you _______ (check) the brochure for us?

b. I look forward to _______ (receive) the document.

c. I enjoyed _______ (meet) you last week.

d. Mr. Lahtinen will be _______ (visit) Helsinki tomorrow.

e. Could you let me _______ (know) if everything is OK.

f. How did the meeting _______ (go) yesterday?

g. I am _______ (write) to ask you for some advice.

h. This is to _______ (confirm) our conversation.

8. Match the two parts of the sentences.

1. I’m just finalizing a. the files you asked for.

2. Please let everyone b. from Head office.

3. I’ve just had a message c. come to the meeting.

4. Please confirm that you can d. meeting you last week.

5. We met

recently

e. the arrangements for next week.

6. John f. know about the arrangements.

7. I really enjoyed g. please make the necessary arrangements.

8. I have attached h. in the London office.

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9. Mark the sentences T (true) or F (false).

a. E-mail to a professor should be treated like a business letter

b. The subject header should be informative

c. You don’t have to use professors' names when addressing them. You can simply call them ‘professor’.

d. If you don’t get an instant response, it’s OK to send another e-mail the next day

e. Don't use smiley faces or other emoticons when e-mailing professors, and don't use all those internet acronyms, abbreviations, and shortened spellings

f. Write grammatically, spell correctly, and avoid silly mistakes

g. Don't use e-mail to rant or whine

h. Keep most messages to under a screen in length

i. Take extra steps to minimize the e-mail exchange

j. Be respectful, and think about what kinds of things might sound odd or offensive to your professor

When is e-mail NOT an appropriate form of communication to use?

E-mail is not an effective means of communication when:

● Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face. For example, if you want feedback from your supervisor on your work or if you are asking your professor a question that requires more than a yes/no answer or simple explanation, you should schedule a meeting instead.

● Information is highly confidential. E-mail is NEVER private! Keep in mind that your message could be forwarded on to other people without your knowledge. A backup copy of your e-mail is always stored on a server where it can be easily retrieved by interested parties, even when you have deleted the message and think it is gone forever.

● Your message is emotionally charged or the tone of the message could be easily misconstrued. If you would hesitate to say something to someone’s face, do not write it in an e-mail.

Questions to ask yourself before sending an e-mail message

● Is this message suitable for e-mail, or could I better communicate the information with a letter, phone call, or face-to-face meeting?

● What is my purpose for sending this e-mail? Will the message seem important to the receiver, or will it be seen as an annoyance and a waste of time?

● How many e-mails does the reader usually receive, and what will make him/her read this message (or delete it)?

● Do the formality and style of my writing fit the expectations of my audience?

● How will my message look when it reaches the receiver? Is it easy to read? Have I used correct grammar and punctuation? Have I divided my thoughts into discrete paragraphs? Are important items, such as due dates, highlighted in the text?

● Have I provided enough context for my audience to easily understand or follow the thread of the message?

● Did I identify myself and make it easy for the reader to respond in an appropriate manner?

● Will the receiver be able to open and read any attachments?

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10. After writing an email, you need to check it at least twice. Below are five things to check for. Match them to the bad examples in a-e.

1. Greeting and signing off appropriately

2. Coherence/cohesion

3. Punctuation. Do not write in capital letters or use multiple exclamations

4. Spelling/typing mistakes

5. Formal style

a. Manny thanks, We have received the shipment.

b. We are ABSOLUTELY DELIGHTED that Holborn Company has been able to guarantee the deal!!!!!!!

c. Dear Mrs Windsor,

d. Thanks for the invitation, but I can’t really go to the opening night of the Royal Exhibition because I’ve got loads of work to do at the moment.

e. I have a number of queries concerning the contract. It is an excellent job opportunity. The salary is lower than I had expected. It also proposes that I work abroad for one month per year. It may pose a problem. I will be available on the 13

th May for an in-service day.

f. Hi MrKawazaka,

g. Further to your email dated 15th

January 2007

USEFUL PHRASES:

Apologizing I would like to apologize for the delay. Giving good/bad news I am pleased to inform you that… I regret to inform you that… Making a request We would be grateful if you could (send/forward us the document). Responding to a request We would be happy to (send/pass on the document that you requested). I am afraid we are unable to (send/forward the document that you requested). Complaining I am writing to complain about… Responding to an invitation We would be very happy to come to… I am afraid I am unable to attend.

Discussion

● What kind of apologies/requests can we make (a student to a professor)?

● Is this a suitable speech act to perform in an e-mail written to a professor?

● What if you don´t agree with the way your test was graded. How would you deal with it?

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11. Use the following model to write an email to a professor asking for research opportunities in your field.

Subject: Possible undergraduate research opportunities

Dear Dr. Professor,

I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period). I have conducted undergraduate research on (topic) with (names) in (program or class). (Expression of interest in the topic). I would like to continue a path of research on (topic) and would ultimately allow me to (career goal). I am especially interested in your previous work on (describe a paper or talk).

I have attached my CV and unofficial transcript to this e-mail, but if there is additional information that I have not included that you would like to receive, I would be happy to provide it to you. Thank you for your consideration.

Sincerely,

Ambitous Student Email address

12. Write an apology e-mail to a professor, for instance, for having missed a research group meeting. Try to think about what would be a good excuse in such situation.

References

BADGER, Ian, PEDLEY, Sue.Everyday Business Writing. Pearson Longman, 2003.

EMERSON, Paul. Email English. Macmillan. 2003.

WILSON, JJ, CLARE, Antonia. Total English Advanced. Pearson Longman, 2007.

The Writing Center, University of North Carolina at Chapel Hill. http://writingcenter.unc.edu/handouts/effective-e-mail-communication/

University of California, Santa Cruz

https://ugr.ue.ucsc.edu/email_examples

Wellesley College Project on Social Computing

http://web.wellesley.edu/SocialComputing/Netiquette/netiquetteprofessor.html

University of Virginia

http://www.virginia.edu/cue/urn/how-to-successfully-e-mail-professors.html