英文信函:Exercise 241

Proposals for technical visits 洽商技術合作之出國計畫書

2.1 Proposals for a technical visit (regarding product development)

Dear Ms. Smith,

Acknowledgements and enclosed information
Thank you for your prompt response to my inquiry regarding the UNEP working group on sustainable product development. I was also pleased to learn of your interest in WEIC, Taiwan. Enclosed please find a presentation document that may give further insight into the "Industrial Waste Minimization Information Service" Project.

From your press release, dated February 15, 1994, on the new UNEP working group on sustainable product development, I learned much that I'm sure will prove beneficial to waste minimization efforts in Taiwan.
Current problem and efforts to solve that problem
Rapid economic growth in Taiwan has brought more than seven million tons of municipal waste and thirty million tons of industrial waste annually. To alleviate this threat, the government, the industrial sector, and various research and technology organizations are working together to achieve sustainable product technology. Many researchers have recently focused their efforts on the study and implementation of life cycle assessment, clean technology, and 'polluter pays' policies.
Proposed visit
I am pleased to hear that a new working group on sustainable product development is to be established. At this time, I am keenly interested in visiting Dr. Jones and his staff to learn of all the operational aspects involved with this program. I would like to arrange for a ten day technical visit to your department and other pertinent places this upcoming May. Accompanying me would be Ms. Chang, an engineer with China Technical Consultants, Inc., and Mr. Liu, Director of the Bureau of Solid Waste Control of the EPA R.O.C. (We will cover the expenses). If this visit is agreeable with you, please notify me which dates are convenient for you. A suggested itinerary would also be most appreciated, i.e., discussion time, plant tour schedule, accommodations. I look forward to your reply.

Also, the Industrial Development Bureau of the Ministry of Economic Affairs (MOEA) has been quite successful in assisting the industrial sector develop better waste minimization practices. Mr. Lee, Deputy Chief of the Seventh Division of the Industrial Development Bureau of the MOEA in Taipei, can clarify any questions you might have regarding these activities.

Please do not hesitate to contact me if I can be of any further assistance.

Sincerely,

Writing exercise

Proposing a technical visit(product development). Using 2.1 as a model, write a letter that proposes a technical visit regarding product development. Be sure to adhere to the following guidelines:

2.2 Proposal for a technical visit (regarding program development)

Dear Sir,

You may have already received my letter dated November 30, 1993 concerning the Waste Exchange Information Center(WEIC) here in Taiwan.
Program introduction
I am pleased to inform you of a long-term environmental project that is being undertaken at WEIC. This long-term program, " the Industrial Waste Minimization Informational Service," has been sponsored by the Industrial Development Bureau (IDB) for nearly three years. WEIC is a non-profit subsidiary of the Industrial Technology Research Insititute. The goal of the long-term program is to provide relevant information in the practice of industrial waste minimization. This is a service made available free of charge to all interested organizations.
Major activities
Our major work includes the publication of a bimonthly waste minimization magazine, facilitation of waste exchange, and accumulation of commercialized waste minimization technologies. The results obtained from this program have helped expedite environmental protection efforts in Taiwan.

The global scope of the program and the need for cooperation
We recognize that ensuring continued success of this program necessitates that we observe and understand similar works in your country. Waste minimization is a global trend and your country already has much experience in this area.

Proposed visit
I would like to arrange for a visit to your facilities. If this is agreeable with you, please contact me at your earliest convenience.

Sincerely yours,

Writing exercise

Proposing a technical visit(program development). Using 2.2 as a model, write a letter that proposes a technical visit regarding program development. Be sure to adhere to the following guidelines:

2.3 Proposal for a technical visit (regarding laboratory development)

Dear Mr. Jones,
Your position and role in laboratory development in your organization
I am a research engineer in the Division of Chemical Engineering and Technology at Union Chemical Laboratories (UCL). UCL is a subsidiary of the Industrial Technology Research Institute, which is a non-profit organization that receives partial government funding. I am currently involved in a project aimed at establishing a laboratory that will examine phase equilibrium in VLE and VLLE, as well as study the characteristics of the different types of packings and distributors used in distillation columns.

Previous reference and discussion topics during the technical visit
Professor Liu from Virginia Institute of Technology recommended that we visit your renowned institute and find some time to discuss our needs with you, and learn of some of your own related experiences. Therefore, we hope to visit your laboratories in the latter part of August. Also, we are interested in purchasing some publications, especially the FRI Tray Design Handbook and the Design Practices Handbook, as well as various audiovisual materials.

We would greatly appreciate your advice regarding this proposed visit, or any suggestions as to our itinerary.
Cooperative nature of the visit
We hope that this visit will open doors for further cooperation between our two organizations. Thanks for your assistance.

Sincerely yours,

Writing exercise

Proposing a technical visit(laboratory development) Using 2.3 as a model, write a letter that proposes a technical visit regarding laboratory development. Be sure to adhere to the following guidelines:

2.4 Proposal for a technical visit (regarding technology development)

Dear Scott,
Delay in response and why
Apologies for the delay in response to your fax. Things have been quite hectic since I was recently transferred from the Polymer Compounding Department to the Polymer Additives Department (which is a part of the Specialty Polymers Division at UCL, ITRI). However, my research focus has remained the same: conductive polymers for electronic applications. Other polymer additives, such as processing aids, flame retardants and inorganic fillers are also a primary concern of my research activities.

As you heard from Mrs. Smith of XYZ Corporation, I am going to the United States for business next month.
Propose a technical visit
I would like to visit the Special Carbon Black Division(or the Technical Center) of ABC Corporation/Massachusetts.
Nature of the technical visit
To my knowledge, carbon black is a multi-functional additive and its function spectrum can range from a plastic to that of a coating. As is well known, ABC Corporation has the R&D facilities needed to produce good quality diverse carbon blacks. In fact, UCL is the only research institute in Taiwan where carbon black is studied.

How the technical visit can meet your organization's needs
We need to enhance our knowledge of carbon black in terms of chemistry, characterization, processing and application (e.g., ESD protection, wire and cable, coating, and UV protection). Such knowledge would also benefit our customers, many of whom are manufacturers. Therefore, I would like to discuss this matter with your engineers and possibly exchange study results. I would be most appreciative if you could arrange a visit to ABC Corporation. My tentative plan is to visit ABC on September 19.

Cooperative nature of the visit
I hope that this trip will strengthen the ties of cooperation between our organizations. I am open to any suggestions you might have regarding the itinerary or any materials you would like me to prepare prior to my visit.

Sincerely,

Writing exercise

Proposing a technical visit(technology development) Using 2.4 as a model, write a letter that proposes a technical visit regarding development of a particular technology. Be sure to adhere to the following guidelines:

2.5 Proposal for a technical visit (regarding technology development)

Dear Dr. Chang,

Previous reference
Dr. Lin of Basic Pharmaceutics Research, ABC Corporation recommended that I arrange a tour of your production facility.
Commend their organization's achievements
ABC Corporation is recognized as the global leader in developing, producing and marketing transdermal drug delivery systems. A plant tour of your facility should therefore be an educational and enriching experience. It would be much appreciated if you could arrange for me to observe your production line during my stay at ABC on March 19, 1993.

Your role in technology development at your organization
I am responsible for coordinating novel drug delivery R&D projects at Union Chemical Laboratories (UCL), a subsidiary of the Industrial Technology Research Institute (ITRI). ITRI is a government established non-profit research organization located in Hsinchu, Taiwan, R.O.C. UCL mission is to develop key technologies to upgrade the ROC's chemical industries (including the pharmaceutical industry) and establish new strategic industries in Taiwan, such as biotechnology. The novel drug delivery system has been identified by the ROC Government as one of the most promising products that will be developed at national level laboratories, such as UCL.
Intentions for future collaboration
In light of these concerns, we hope to collaborate with your organization in the near future.

Scheduling constraints
I need to finalize my trip itinerary by February 5, 1993. Your speedy reply would therefore be most helpful (Please bear in mind that the week-long Chinese New Year holiday starts January 21). I look forward to hearing from you and wish you a Happy New Year!

Yours Respectfully,

Writing exercise

Proposing a technical visit(technology development). Using 2.5 as a model, write a letter that proposes a technical visit regarding technology development. Be sure to adhere to the following guidelines:

NOTE:

Proposals for technical visits 洽商技術合作之出國計畫書 belongs to correspondence that involves overseas technical visits.

Correspondence involving an overseas technical visit commonly includes the following:

A proposal for the visit and remarks or preliminary details
A visit should be viewed as a way of satisfying your organization's need (e.g., information exchange, short training courses, or general understanding of their operations). Details such as time and discussion topics should be included:
"It would be much appreciated if you could arrange for me to observe your production line during my stay at ABC on March 19, 1993."
"I would like to visit the Special Carbon Division (or the Technical Center) of ABC Corporation/Massachusetts during the upcoming trip."
"Professor Liu from the Virginia Institute of Technology recommended that we visit your renowned institute and find a time to discuss our needs with you, as well as to learn of your own related experiences."
"We recognize that ensuring continued success of this program depends on our observing and understanding similar work in other countries. At this stage, I would like to arrange for a visit to your country."
"I am keenly interested in visiting Dr. Jones and his staff to learn of all the operational aspects involved with this program."

Explaining the purpose of the visit
A direct statement of what you expect to gain during the technical visit may prevent confusion about what the other party is able or willing to provide:
"We need to enhance our knowledge of carbon black in terms of the chemistry, characterization, and processing application (e.g., ESD protection, wire and cable, coating and UV protection). Such knowledge would also benefit our customers, many of whom are manufacturers."
"Purpose: to understand and evaluate successful cases and the current status of the Japanese dye industry with respect to technology, equipment, and information on industrial waste minimization."
"Visits to compressor system companies that manufacture systems for heat pump or vapor recompression would be equally beneficial. Information regarding the variety of available heat pump systems would also be quite useful for future promotion of such systems in Taiwan."

Commending the organization's achievements
Complementing another organization on its achievements is not only good public relations. It also gives the organization a clearer idea of what your expectations will be when and if you pay a visit to their facilities.
"Waste minimization is a global trend, and your country already has much experience in this area."
"As is well known, ABC Corporation has the resources needed to produce good quality diverse carbon blacks."

Emphasizing the cooperative nature of the visit
The technical visit should be described in terms of a specific perspective. It is not only your own organization that stands to benefit: a technical visit can also clarify the common interests and capabilities of both organizations. This may pave the way for future collaborative activities.
"I hope this visit will strengthen the ties of cooperation that bind our organizations."
"In light of these concerns, we are looking forward to collaborating with your organization in the near future."
"We hope this visit will open doors for further cooperation between our two organizations."

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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