UNIT 2. Writing Style; Academic Titles and University Positions
The writing style of the academic letters should be very formal. Every day, informal language, especially colloquial expressions and slang should be absolutely avoided. In official writing the structure is very important: sentences should be complete and statements arranged into paragraphs or sections and you should aim for perfection in your grammar and spelling.
Try to keep your writing clear and concise. Never use irrelevant material that complicates the letter content.
The following aspects of informal English should be avoided:
~ do not use contractions (I'll, he'd, you're)
~ do not use colloquial phrases and slang (cool, staff, thing)
~ try to avoid phrasal verbs (set up, put off, get off, clear away)
~ avoid common but vague words and phrases. Your writing needs to be more precise.
~ do not use too many brackets; don’t use exclamation marks or dashes as well as direct questions.
Connecting words and phrases making your writing explicit and easy to follow should be used: ~ whereas; ~ although this may be true; ~ on the contrary; ~notwithstanding; ~ for the purpose of; ~ as it has been noted.
Always check your grammar and spelling; consult the dictionaries when it is required.
You should write out words in full. Abbreviations can be used only if the academic community acknowledges them as appropriate – abbreviations such as the BS or the MS are good examples of this.
NB: When writing an academic letter always keep in mind the formal style of its presentation.
Here is the examples of phrases written in formal and informal English:
| Informal Style | Formal Style | |
| Hope to hear from you soon We are very sorry I am writing to let you know All the best | ® ® ® | I look forward to hearing from you Please accept our sincere apologies I am writing to draw your attention to Yours sincerely |
Find the match of the given informal words and phrases from the given in the box below:
1) Sorry for any trouble caused
2) Just give me a call if you have any questions
3) Anyway
4) I think
5) Would it be possible for you to?
6) When we get
7) Sincerely Yours
8) Put in writing
9) I am writing to tell you about
10) Hope to hear from you soon
| · •I am writing with reference to your letter · •On receipt · •I would be most grateful if you would · •Notwithstanding · •Please feel free to contact me if you have further questions | •We apologise for any inconvenience caused •In my opinion •Provide written confirmation •Lots of love · •I look forward to hearing from you without delay |
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Insert formal expression which correspond to the ones in brackets.
1. Please ____ ____ my resume with further background information. (to enclose)
2. ____ ____ ____ yor letter of 7 September, we ___ ___ ___ ___ you that we are willing to accept you as our trainee. (to respond – to inform)
3. We ____ ____ ____ ____to issue a visitor visa for Mr. Kooper. (to request)
4. Please, ____ to contact us ____ ____ ____any forther information. (to hesitate – to need
5. I ____ ____ ____ ____ you for our kind invitation for the event. (to thank)
Correct the following academic letter of gratitude paying attention to both the structural organization and content of the letter. Ground your corrections.
| 2457, United Kingdom 23G4 Longvillage Street A109 Wood Street Fred Gregman Subject: Thank you for the interview Good afternoon, Professor Lengdon. Thanks so much for your time and opportunity of having an interview with you yesterday, 14 Nov. The assistant engineer position you outlined sounds cool and great. I evaluate my professional skills very high and I’m sure that I would be a valuable addition to your trainee program. Thanks again and again for the chance you provide, hope I’ll get your decision concerning my candidacy as soon as possible. See you. 16, March, 2016 John Collins Graduate student of Math Department, University of Blimuth |
UNIT 3. APPLICATION LETTER
You will need to write an application letter to undertake graduate studies, international Master’s degree program, international exchange program, etc. in a foreign university.
A well-written application letter can give you benefits in the application process. Make it the best representation of yourself that you possibly can by offering the admission committee a strong insight into your abilities and contributions as a prospective student at foreign university.
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There are some specific issues assisting in writing an application letter. Let’s consider them:
• An application letter can be written in 3 different manners: 1) in chronological order, telling the history of your academic career; 2) based on analytical approach, focusing on why you are a good match for the program by analyzing why you are interested in your field of study and in this particular university’s program and the contributions you hope to make to the field; 3) grounded on technical approach emphasizing your involvement with the issue by discussing your past participation in the programs of the field and your project experience.
• The language of the letter should be clear and concise. Contractions and overuse of “I” statements should be avoided.
• Action verbs*** in describing your skills, abilities and achievements should be used (*** For the List of the Action Verbs see the following page).
• The focus should be made on the highlights that present you as the best choice for admission.
Here is an example of an application letter for PhD program in Medical Physics:
Determine in what manner the sample letter is written. Translate into Russian.
| Alan Mewers 502 W. Main Street #228 Urdana, IL 814201 Netherlands University of Grandmoor Office of human Resources 1260 First Avenue NE Flist Road, Splengfield 41607, UK September 12, 2017 Dear members of the Search Committee, I am writing to apply for PhD program in Medical Physics commencing October 2017, as advertised at your department website. In July 2016, I completed my graduate degree and thesis for the Master's in Medical Physics Studies at University of Brexton. As a student in the Master's program, my scholarly concerns were focused on theoratical and practical methodology of maintaining and improving the quality, safety and cost-effectiveness of healthcare through patient-oriented facilities. In addition, the graduate curriculum in the Master's program placed an emphasis on individual research and intensive academic writing to prepare me for Ph.D-level studies. Despite that my interests are vast, I have always found physical studies to satisfy my intellectual curiosity and provide a meaningful methodological foundation. Therefore, it is from this theoretical perspective and challenging background as a scholar that I wish to pursue a Ph.D. in Physics at University of Grandmoor. In 2015, I published research article, "Multi-beam computed tomography to increase low-contrast detection," published in the peer-reviewed journal The International Journal of Medical Physics Research . The final eight months of my degree were devoted to completing of my Master's thesis, entitled "Multi-beam computed tomography". For this project, I took courses at the department of Medical Device Management where specification, selection, acceptance testing, commissioning and quality control of medical devices in accordance with the latest published European and International recommendations and the management have been made. A series of testing of multi-beam tomography based on current recommended techniques and protocols were included in my thesis. It is with gratitude that I have always looked toward the esteemed Medical Physics department at University of Grandmoor as a source of inspiration throughout my undergraduate and graduate education. It would, therefore, be an honor to pursue my Ph.D. in Medical Physics at University of Grandmoor. Generally, I believe that I am within all the criteria for the program and hope I will join your university to achieve my educational and future career goals. I appreciate your time and consideration and look forward to hearing from you soon. Sincerely, Alan Mewers telephone: +31646968069 e-mail: a.mewers@edu.nl |
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*** Action Verbs
| Achievement | Administrative | Communication | Creative | Teaching |
| accomplished achieved effected executed generated improved mastered obtained produced | arranged coordinated established executed implemented outlined performed rendered supported | addressed arbitrated communicated contacted corresponded demonstrated interviewed informed mediated | constructed created developed devised drafted invented originated revised updated | coached consulted counseled educated explained guided instructed taught trained |
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| Management | Organization | Research | Technical |
| acquired administered chaired controlled delegated directed handled initiated managed reviewed supervised | allocated arranged classified gathered grouped organized planned scheduled structured summarized targeted | assessed compared derived determined evaluated examined found investigated measured observed researched | built computed constructed designed engineered experimented maintained modified programmed specified tested |
Find the right column for each action verb: prepared, adjusted, categorized, assigned, clarified, illustrated, studied, simplified, promoted, provided, detected, reorganized.
Compose a variety of sentences, containing action verbs to convey your practical skills, abilities, as well as working and academic experience (for example – “As graduate student I analysed University marketing communication and their affectiveness”).
Imagine that you are applying for studies at one of the British universities. Compose the body of the application letter paying attention to the history of your academic career and proofs that you are the best candidate.
UNIT 4. SUBMISSION LETTER
Submission letters accompany research papers submitted for consideration to an editor of a research journal. Good written submission letters may convince editors to review your research paper. Moreover, when it’s not quite clear how your research paper might generate interest based on its title and abstract alone (for example, if your paper is too technical for most editors to appreciate), your submission letter is the only opportunity you get to ensure the editors that your work is worth further review.
Here is a list of the most common elements any submission letter shall include:
• Editor’s name (When the editor’s name is not known, the relevant title employed by the journal may be used: “Dear Managing Editor” or “Dear Editor-in Chief”).
• Name of the journal you are submitting to.
• Manuscript’s title.
•Type of manuscript (review, research, case study, technical note*, etc).
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*NB
Review Article: A critical review of the state-of-the-art with examples of applications in design and profitable manufacture without extensive analysis.
Case Study (узкоспециализированное исследование): Describes the application of a technique, procedure or management concept in a real situation.
Technical Note: A short, interim statement on a research project or description of some new development.
• Abstract of the manuscript (Visit Manuscript Submission Guidelines of your target journal to know the exact volume of the abstract).
• Manuscript’s key words (Information regarding the exact quantity of the key words you may find in Manuscript Submission Guidelines of your target journal).
• Submission date.
• Brief background of the problem or question your research answers. (The focus should be made on the explanation of why your research is needed. It may be helpful to review your abstract to stay focused on the most essential results and conclusions.)
• Principle findings and significance to scientific community. (Your findings should be within the journal’s scope and of interest to its readership. Only the manuscripts, which increase the impact factor of the journal, will be highly referenced. Try to explain the novelty, relevance and interest of your findings to researchers who read that journal.)
• Corresponding author’s contact information. (Corresponding author is the person who is responsible for the manuscript as it moves through the journal's submission process. All correspondence concerning the manuscript will be sent to this person.)
• Statement that your research paper has not been previously published and is not currently under consideration by another journal and that all authors have approved of and have agreed to submit the manuscript to this journal.
• Other statements required by specific journal (for example, compliance with ethical standards, conflicts of interest, etc.)
Useful phrases to describe the findings and conclusion of your research paper:
| √ Our findings reveal… √ We have determined that… √ Our study clarifies… √ We found that… √ Our calculations confirm that… √ Our work substantiates… √ Our results can be applied directly… √ Our findings can be of great practical importance | √ Our analysis points to… √ Our observations support… √ Our findings confirm that… √ Our conclusion holds for… √ The conclusions of the study reveal… √ Our findings may be of considerable value… √ Our results highlight… √ The outcome of our research can be… |
Compose your own statements with above phrases to discuss the results and conclusions of your research.
Define whether it is the review article, case study or technical note (the texts of the research papers are shortened). Comment on the differences of the papers presented.
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