English for Academic Correspondence (eBook)

Adrian Wallwork is the author of more than 30 ELT and EAP textbooks. He has trained several thousand PhD students and academics from 35 countries to write research papers, prepare presentations, and communicate with editors, referees and fellow researchers.

Preface 6
Who is this book for? 6
What does this book cover? How is it organized? 6
How are the chapters organized? 6
How should I read this book? 7
I am a trainer in EAP and EFL. Should I read this book? 7
Are the emails and other examples in this book genuine? Are they in correct English? 8
Differences from the first edition 8
Other books in this series 8
Contents 10
Chapter 1: Subject Lines 18
1.1 What's the buzz? 19
1.2 Write the subject line imagining that you are the recipient 20
1.3 Combine your subject line with the preview pane 20
1.4 Use the subject line to give your complete message 21
1.5 Consider using a two-part subject line 21
1.6 Be specific, never vague 21
1.7 Include pertinent details for the recipient 22
1.8 Examples of subject lines 22
Chapter 2: Salutations 23
2.1 What's the buzz? 24
2.2 Spell the recipient’s name correctly 25
2.3 Use an appropriate initial salutation and be careful with titles 25
2.4 Avoid problems when it is not clear if the recipient is male or female, or which is their surname 26
2.5 Be as specific as possible when addressing an email to someone whose name you do not know 28
2.6 If in doubt how to end your email, use Best regards 28
2.7 Don’t use a sequence of standard phrases in your final salutation 29
2.8 Ensure your signature contains everything that your recipient may need to know 30
2.9 Avoid PSs and anything under your signature 30
Chapter 3: Structuring the Content of an Email 31
3.1 What's the buzz? 32
3.2 Plan your email and be sensitive to the recipient’s point of view 33
3.3 Begin with a greeting + recipient’s name 34
3.4 Assume that no one will read more than the first sentence / paragraph 34
3.5 Remind the recipient who you are when previous contact has only been brief 34
3.6 If there has been no previous contact, give reason for your email immediately 35
3.7 Make it clear who should read your email and what it is you are requesting 36
3.8 Indicate to multiple recipients who actually needs to read the mail 37
3.9 Organize the information in the most logical order and only include what is necessary 37
3.10 Avoid templates for beginnings and endings 38
3.11 Bear in mind that long emails will be scrolled 39
3.12 When you have something negative to say use the 'sandwich' technique' 40
3.13 Use link words in long emails to show connections and to draw attention to important points 40
3.14 Ensure that recipients in different time zones will interpret dates and times correctly 41
3.15 Be aware of the importance of an email—not just for you or your recipient, but also for a third party 42
3.16 The last words 43
3.17 Don't cc people unless strictly necessary 43
3.18 Be explicit in your the main text of your email that you have attached a document 44
Chapter 4: Building a Relationship and Deciding the Level of Formality 45
4.1 What's the buzz? 46
4.2 How to judge the level of formality 48
4.3 Use appropriate language and don’t mix levels of formality 52
4.4 Note any differences in style and level of formality between English and your language 53
4.5 Be careful of your tone when asking people to do something for you 55
4.6 Show your recipient respect and motivate them to reply 57
4.7 Use common interests to establish and cement a relationship 58
4.8 Maintain a friendly relationship 59
4.9 Adopt a non-aggressive approach 60
4.10 Add a friendly phrase at the end of an email 61
4.11 An example of how a simple and friendly request can lead to a possible collaboration 62
Chapter 5: Language, Translating and Spelling 64
5.1 What's the buzz? 65
5.2 Minimize mistakes in your English by writing short and simple emails 66
5.3 Don’t experiment with your English, instead copy / adapt the English of the sender 67
5.4 Be concise and precise 68
5.5 Use short sentences and choose the best grammatical subject 69
5.6 Use the correct word / phrase order 70
5.7 Avoid ambiguity 72
5.8 When using pronouns ensure that it is 100% clear to the recipient what noun the pronoun refers to 73
5.9 Use standard phrases rather than translations from your own language 74
5.10 Don't exaggerate or sound insincere 75
5.11 Beware of the potential dangers of Google Translate 75
5.12 Be careful how you use pronouns 77
5.13 Check your spelling and grammar 78
5.14 Don’t rely 100% on your spell checker 79
5.15 If the mail is very important, have it checked by an expert 80
Chapter 6: Requests and Replies 81
6.1 What's the buzz? 82
6.2 Lay out your request clearly 84
6.3 Don't assume that the reader will understand the importance of or reason for your request 86
6.4 Motivate the recipient to reply by empathizing with their situation or by paying them a compliment 87
6.5 Give the recipient all the information they need 87
6.6 Consider not sending an attachment to someone with whom you have had no previous contact 89
6.7 Include all the relevant information that the recipient needs to assess your request 90
6.8 When asking someone to review your work, give explicit instructions 90
6.9 Avoid blocks of text and don’t force your reader to make sense of everything 92
6.10 Decide whether it might be better just to make one request rather than several 93
6.11 For multiple requests, include a mini summary at the end of the email 93
6.12 When making multiple requests, ensure that each individual request is clear 95
6.13 Give deadlines 96
6.14 When you receive a reply, be prepared to ask for clarifications 97
6.15 In replies to requests consider inserting your answers within the body of the sender’s email 98
6.16 Insert friendly comments within the body of the sender’s text 100
Chapter 7: Cover Letters for Summer Schools, Internships, Placements, Erasmus, PhD / MA / Postdoc Programs 101
7.1 What's the buzz? 102
7.2 Begin your letter with a heading to indicate what job you are applying for 105
7.3 Initial salutation 106
7.4 First paragraph (introduction) 107
7.5 Second / third paragraphs 107
7.6 Closing paragraph 108
7.7 Final salutation 108
7.8 Recognize the importance of such letters and triple check everything 109
7.9 Erasmus programme 110
7.10 Workshop 112
7.11 Summer school 114
7.12 PhD application 115
7.13 Placement 117
7.14 Research position / Internship 118
Chapter 8: Reference Letters 123
8.1 What's the buzz? 124
8.2 What is a reference? 124
8.3 Asking for a reference letter 125
8.4 Typical questions that a reference letter addresses 126
8.5 Writing your own reference letter 127
8.6 Structure and template reference letter 128
Chapter 9: Brief Notes on Writing Research Proposals and Research Statements 129
9.1 What's the buzz? 130
9.2 Writing a research proposal for external funding 131
9.3 Writing a research proposal for PhD or Postdoc position 133
9.4 Differences between a research proposal for a PhD program or Postdoc position 134
9.5 Writing a Statement of Purpose or Research Interest 134
Chapter 10: How to Criticize Constructively 136
10.1 What's the buzz? 137
10.2 Decide whether email is the best format to make a criticism 137
10.3 Think about the context that your reader will be in when reading your email 138
10.4 Structure your email so that the focus is not only on the criticism 138
10.5 Use the first words set a positive tone 140
10.6 Be constructive in your criticism 141
10.7 Be diplomatic and make detailed comments rather than unspecific observations 144
10.8 Avoid being too direct when asking for clarification and making suggestions 145
10.9 When you have some good to say use shorter sentences use longer sentences for 'bad' news
10.10 Use positive wording 146
10.11 Conclude your report by saying something positive 147
10.12 Re-read everything before you hit the “send” button 147
10.13 Be diplomatic when sending reminders 147
10.14 Be appreciative when thanking someone for doing an informal review of your work 149
Chapter 11: Writing a Peer Review 150
11.1 What's the buzz? 151
11.2 Be clear about your role as a reviewer 152
11.3 Read your journal’s review guidelines 152
11.4 How to structure a referee’s report: (1) acceptance subject to revisions 154
11.5 How to structure a referee’s report: (2) complete rejection 155
11.6 How to structure a referee’s report: (3) acceptance as is 155
11.7 Bear in mind the authors’ expectations of you as a reviewer 155
11.8 Before you begin your report, put yourself in the author’s shoes 156
11.9 Use the sandwich approach: begin and end on a positive note 157
11.10 Use a soft approach when criticizing 158
11.11 Avoid the temptation to insult the author 160
11.12 Don’t just use should to make recommendations 161
11.13 Use separate paragraphs to outline your comments 162
11.14 Make sure your comments are explicit and explain how they could be implemented 162
11.15 Use you to address the authors, and I (i.e., the first person) to make reference to yourself 164
11.16 Don’t make indiscriminate comments about the level of English 164
11.17 Be careful of your own level of English and spelling 166
11.18 My plea to referees with regard to author’s level of English 167
Chapter 12: Writing a Reply to the Reviewers’ Reports 169
12.1 What's the buzz? 170
12.2 Remember that yours is not the first paper to have been rejected 171
12.3 Structure your reply to the referees in a way that will keep referees and editors happy 171
12.4 Present your answers to the reviewers using the clearest possible layout 172
12.5 Be brief 174
12.6 Call yourselves we not the authors 174
12.7 Don’t be embarrassed to say you don’t understand the referee’s comments 175
12.8 Use the present and present perfect to outline the changes you have made 175
12.9 Justify why and where you have not made changes 176
12.10 If you disagree with the reviewers, always be diplomatic 176
12.11 If a reviewer finds a limitation in your work, deal with the criticism constructively 178
12.12 Don’t find things to criticize in the referee’s work or in the workings of the journal 179
12.13 Be aware of what might happen if you ignore the referee’s advice 181
Chapter 13: Communicating with the Editor 183
13.1 What's the buzz? 184
13.2 Focus only on what you need to achieve 185
13.3 Ensure your cover email / letter is clear and accurate 186
13.4 If you’ve only made a few changes, describe them in the letter to the editor 187
13.5 Mention whether the manuscript has already been revised by a native speaker 188
13.6 Be diplomatic in any emails to check the progress of your manuscript 189
Chapter 14: Useful Phrases 192
14.1 What's the buzz? 192
14.2 Initial salutation 194
14.3 Final salutation 195
14.4 Phrase before final salutation 195
14.5 Giving main reason for message 196
14.6 Organizing content 197
14.7 Asking favors / giving help 198
14.8 Invitations 199
14.9 Making inquiries 200
14.10 Replying to inquiries 201
14.11 Talking about the next step 202
14.12 Giving and responding to deadlines 202
14.13 Chasing 203
14.14 Making arrangements for meetings and teleconferences 204
14.15 Sending documents for informal revision 206
14.16 Receiving and commenting on documents for informal revision 207
14.17 Referees reports 209
14.18 Author’s reply to referees and editors 210
14.19 Generic problems 211
14.20 Asking for and giving clarification 213
14.21 Thanking 214
14.22 Apologizing 215
14.23 Sending attachments 216
14.24 Technical problems with email 217
14.25 Out of office message 217
Chapter 15: Tense Usage 218
15.1 What's the buzz? 218
15.2 Use of the present simple 219
15.3 Non-use of the present simple 221
15.4 Use of the present continuous 221
15.5 Non-use of continuous forms 222
15.6 Future simple [will] 223
15.7 Future continuous 225
15.8 be going to 226
15.9 Past simple 227
15.10 Present perfect simple 227
15.11 Present perfect continuous 229
15.12 Non-use of present perfect continuous 229
15.13 The imperative form 230
15.14 Zero and first conditional forms 231
15.15 Second conditional 231
15.16 Third conditional 232
15.17 Modal verbs expressing ability and possibility: can, could, may, might 233
15.18 Modal verbs expressing advice and obligation: have to, must, need, should 234
15.19 Modal verbs for offers, requests, invitations, and suggestions: can, may, could, would, shall, will 236
15.20 Word order 237
15.21 Link words 240
Acknowledgments 242
Sources of the Factoids 243
Index 246