The Chinese Online Writing Lab

1.1 Exchanging information

Dear Mr. Smith,

Previous correspondence

Thank you for your letter dated 31 December 1993 and for the publication "Cutting Your Losses 2." In response, I'd like to propose a technological information exchange regarding environmental pollution prevention and waste minimization.

Your organization's background and pertinent activity

WEIC is a non-governmental, non-profit subsidiary of Union Chemical Laboratories of the Industrial Technology Research Institute, Hsinchu, Taiwan. We are currently involved in a long-term project entitled "Industrial Waste Minimization Information Service," which has already been sponsored for more than three years by our government's Industrial Development Bureau(IDB). The goal of this long-term project focuses on providing relevant information on industrial waste minimization. Our major work includes publication of a bimonthly waste minimization magazine, facilitation of waste exchange/reuse, and dissemination of commercialized waste minimization technologies. The experimental results generated in this project have already been most helpful in Taiwan's environmental protection work.

Need for technology

Rapid economic growth in Taiwan annually produces more than seven million tons of municipal waste and thirty million tons of industrial waste. To alleviate this problem, government, industry, and research and technology organizations have all recognized that product technology improvement would be a most effective solution. Many such projects currently focus on the study and implementation of life cycle assessment, clean technology, and 'polluter pays' policies. We recognize that ensuring the continued success of our efforts in Taiwan depends on the open sharing and exchange of related experiences with other similar organizations. Enclosed please find a presentation document that provides further insight into WEIC, Taiwan.

Suggestions on how to begin information exchange

I am looking forward to hearing your ideas or suggestions regarding this information exchange opportunity. I would also like to arrange for a ten-day technical visit to your organization this upcoming May as the initial step of our cooperation. If at all possible, please notify me as to which dates are most convenient for you. A tentative visiting schedule would also be appreciated. Thanks in advance for your careful consideration; I am looking forward to our future cooperation.

Sincerely,

Writing exercise

Proposing information exchange. Using 1.1 as a model, write a letter proposing an information exchange with another organization. Be sure to adhere to the following guidelines:

• Refer to previous correspondence, if any.
• Directly propose an information exchange between your two organizations.
• Give background information on your organization, including objectives, major activities, and achievement.
• Welcome and/or provide suggestions regarding how to initiate the information exchange, e.g. a technical talk.

1.2 Information exchange (shorter version of 1.1)

Dear Ms. Smith:

Introduction

I am a researcher at the Waste Exchange Information Center (WEIC) of Union Chemical Laboratories, of the Industrial Technology Research Institute, Taiwan, R.O.C. We have received your publication "Waste Watcher" on a regular basis for quite some time and have found it to provide valuable information.

Your organization's background

WEIC is a non-governmental, non-profit organization. Our goal is to assist industries in the recycling and reuse, before disposal, of their waste materials. Enclosed please find a document that may give further insight into WEIC. Since our goals closely match that of your organization, we would like to develop a partner relationship with you, for information exchange and for possible future collaboration.

Information request

Would you please send me introductory information as well as any other relevant publications which describe your strategies, methodologies, achievements and future objectives?"

Sincerely,

1.3 Information exchange

Dear Mr. Brown,

Previous correspondence

Apologies for such a late delay in response to your previous correspondence (E-mail transmission of September 19). This tie-up in communication might have possibly been caused by my recent transfer from the Polymer Compounding Department to the Polymer Additives Department.

Major programs or activities in your laboratory

At any rate, I was quite pleased to hear that you are interested in our current programs. Let me briefly let you in on our ongoing projects.

Major research programs in conductive polymers at UCL include the following:
1. The blending of conjugated conductive polymers (e.g., polyaniline)for ESD applications
2. The compounding of carbon-filled thermoplastics (TP), which are used in semiconductive shielding layers of power cable and packaging products for electronic devices, and
3. The polymerization and blending of TP/hydrophilic polymers, which are used in electro-antistatic applications.

These research programs receive partial government funding from the Ministry of Economic Affairs. Our goal is to meet the strong demand for ESD/antistatic products in the emerging electronics industry in Taiwan.

Commendation of their organization

Your corporation has a long tradition in providing engineering TP (e.g., Noryl) that has various properties and excellent quality.

Information exchange proposal

We would like to exchange related information, if you are interested in these above-mentioned program developments. We also anticipate the possibility of a joint-venture between our two organizations in the near future.

Please let me know if you have any comments regarding these programs. I look forward to your reply.

Sincerely yours,

Writing exercise

Proposing information exchange. Using 1.3 as a model, write a letter proposing an information exchange with another organization. Be sure to adhere to the following guidelines:

• Refer to previous correspondence, if any.
• Introduce the major programs or activities within your department or laboratory.
• Acknowledge the achievements of the reader's corporation/organization and propoose an information exchange relationship.

1.4 Information exchange (shorter version of 1.3)

Dear Mr. Smith,

Previous contact

During my brief stay in the United States, thanks for providing me with such a valuable opportunity to exchange market information regarding permanent anti-static polymers (e.g., Stat-Rite 2300).

Product technology and its' market potential Stat-Rite 2300 is an excellent anti-static polymer that blends with other thermoplastics can be used in ESD applications in the electronics industry. We believe that this permanent anti-static plastic has strong market potential, especially in light of the emerging electronics industry. In Taiwan, as a matter of fact, we are placing a strong emphasis on the assessment of anti-static agents/plastics. If you need any further information regarding this topic, please contact me.

Best Regards.
Sincerely,

(Invitation to Taiwan)

P.S. If you are planning a trip to the Far East in the near future, I hope that you will visit us at UCL and see some of the sights that Taiwan has to offer.

NOTE:

Exchanging information 資訊交流之聯繫 belongs to letters that involve technical cooperation.

Common elements in correspondence that involves technical cooperation include:

Stating your organization's intention of seeking cooperation

Simply stating the motivation behind your organization's desire to form a cooperative relationship with another organization helps avoid future confusion. Examples are provided below:
"I'd like to propose a technological information exchange between our two organizations regarding environmental pollution prevention-waste minimization."
"We are seeking potential licensors of the Autoclaved Lightweight Concrete (ALC) product technology on behalf of local manufacturers in Taiwan, R.O.C."
"In addition to our in-house R&D, we are also considering the possibility of technology transfer, from a foreign company, of a technology that is ready for (or close to) commercialization and that is already under patent protection."
"We are currently involved in a gear box development program and are seeking foreign partners who are capable of developing gear boxes or who can engage in a cooperative technical program with automotive manufacturers in the R.O.C."
"We are anxious to develop long-lasting cooperative relationships with manufacturers such as yours."
"We recognize that the continued sucess of our work depends on our sharing and exchanging experience with similar organizations."

Giving background information about your organization

(e.g., mission ,major activities, and achievements)
Providing background information about your organization allows the other party to know whether your interests and expertise are compatible with theirs:
"Our organization, Mechanical Industry Research Laboratories (MIRL), is a subsidiary of the Industrial Technology Research Institute (ITRI) established by the government of the Republic of China(R.O.C)."
"One of our missions is to aid the local industrial sector by upgrading technology levels. One of our strategies is to license technology from abroad."
"The experimental results generated so far in this project have already been most helpful in Taiwan's environmental protection work."

Providing suggestions on how to initiate cooperation

"I am looking forward to hearing your ideas or suggestions regarding this information exchange opportunity. I would also like to arrange for a ten-day technical visit to your organization this upcoming May as the initial step of our cooperation."
"If you are interested in licensing this technology, please send the above mentioned information to the above address for evaluation."
"Further discussion, or a possible visit by members of ITRI to your production facility, would seem to be the appropriate next step."
"I suggest that ABC Corporation send a technical expert to UCL before the end of July and give a presentation, regarding the product development of this technology, to our scientists and technical staff."
"Please let me know if there are any areas of common interest you would like to discuss."

Commending the achievements and reputation of an organization

Sincerely acknowledging or commending the other party's success in a particular technology expresses your intention to contribute toward as well as learn from the collaborative relationship:
"Your corporation has a long tradition of providing outstanding engineering TP (e.g., Noryl) that has various properties and excellent quality."
"ABC Corporation is recognized as the global leader in developing, producing and marketing transdermal drug delivery systems."
"ABC's Biotechnology Group has developed some interesting products that we would like to understand in more detail before reaching the licensing stage."
"Stat-Rite 2300 is an excellent anti-static polymer that blends well with other thermoplastics and can be used in ESD applications. We believe that this permanent anti-static plastic has a strong market potential, especially in light of the emerging electronics industry in Taiwan."

Describe the reason(s) for technical cooperation

More than merely attempting to describe your company's interest, try to outline specific plans or describe what has been achieved so far:
"A new facility is to be established in Taiwan to design, develop and produce auto transmission parts. Therefore, we are seeking partners for technical cooperation through licensing and joint venture agreements."
"We are currently involved in a gear box development program and are seeking foreign partners who are capable of developing gear boxes or who can engage in a cooperative technical program with automotive manufacturers in the R.O.C.