Download - Model documents («Interuniversity style guide for writing institutional texts in English»)
InterunIversItystyle GuIdefor WrItInG InstItutIonal
texts In enGlIsh
Model docuMents
Manual d’estIlInterunIversItarIper a la redaccIó de textos
InstItucIonals en anGlès
Models de docuMents
Amb el suport de:
Llicència Creative Commons
Reconeixement - NoComercial - SenseObraDerivada (by-nc-nd)
Models de docuMents 3
suMarI
11 Model docuMents | Models de docuMents
11.1 Application | La sol·licitud 5
11.2 Resolution | La resolució 8
11.3Notification|Lanotificació 10
11.4Certificate|Elcertificat 12
11.5Internalcertificate|Ladiligència 14
11.6 Letter | La carta 16
11.7E-mail|Elcorreuelectrònic 21
11.8Agreement|Elconveni 25
Model docuMents4
Models de docuMents 5
11. Model docuMents
This section provides practical advice on writing specific documents andconsidersfourgroupsofdocuments:applications,resolutionsandnotifications;certificatesand internalcertificates;correspondence(lettersande-mail);andagreements.
Each subsection offers model texts that are versions of similar originaldocuments. Their purpose is to facilitate and standardise the institutional productionofsuchdocumentsinEnglish,makingthemreadilycomprehensibletointernationalreaders.TheirstructuremayvaryfromcorrespondingCatalanand Spanish documents.
Thesemodelsmaynotresolveallyourdoubts,buttheywillprovidehelpfulguidelinesandsomeusefullanguage.Whencombinedwithadvicefromtheothersections,theyareagoodstarttocreatingyourowninstitutionaldocuments.
11.1 Application
11.1.1Definition
An application is a formal request to a competent body.
11.1.2 Structure
i) Applicant’s personal details
Provideyourname,familyname,identitydocumenttypeandnumber,andpostaladdress. Ifrelevant,providefurther informationsuchastelephonenumber,e-mailaddress,anddateandplaceofbirth.Ifyouaremakingtheapplicationonbehalfofanotherperson,includebothyourpersonaldetailsandthoseofthepersonyouarerepresenting.Westrongly recommend,however,thatonlyonevariantofEnglishbeusedwithinasingletextorrelatedseriesoftexts,forobviousreasonsofcoherence.
Model docuMents6
ii) Declaration
Inthissection,givethereasonsfortheapplication. Introduce itwiththeexpression I declareinbold,capitallettersfollowedbyacolon,andwriteeachstatementonanewlinebeginningwithacapital letterandendingwithafullstop.Iftherearetwostatementsormore,numberthem.
iii) Application
Thissectionstatestheobjectoftheapplication.BeginwiththeexpressionI requestinbold,capitallettersfollowedbyacolon,andwriteanyfollowingstatementsonanewlinebeginningwithacapitalletterandendingwithafullstop.Iftherearetwostatementsormore,numberthem.
iv)Supportingdocuments
Ifanydocumentaryevidenceisrequired,oritisinyourintereststoincludeit,listthedocumentsyouattach.
v)Signature
Sign the document. There is no need to print your name and surnamebecausetheyhavealreadybeenprovidedatthebeginning.
vi) Place and date
After the signature, write the name of the town or city in which theapplication has been made and the date.
vii) Recipient
Atthefootofthepage,putthenameoftheunitandinstitutiontowhichit is addressed.
Models de docuMents 7
Model application
Name: Anita Family name(s): Smith Identity document Type: Passport Number: Y2369480K Issuing country: UnitedKingdomPostal address: CarrerdeJoanFusteriOrtells,8,43007TarragonaFurther information: +34 693 455 293
I DECLARE: 1. I am a student from the University of Sheffield, United Kingdom, currentlyonanErasmusprogrammeattheUniversitatRoviraiVirgili. 2.On25SeptemberIregisteredonaCatalanforBeginnerscourseatthe LanguageServiceandonthesamedaypaidthefullcoursefee(€225). 3. I was subsequently informed that as a mobility student I am entitled to freebasiclanguagetuition.
I REQUEST: Arefundof€225.
SUPPORTING DOCUMENTS 1. Photocopy of passport 2.PhotocopyofErasmuslearningagreement 3.PhotocopyofLanguageServiceregistrationform 4.Photocopyofproofofpaymentfromthebank
Tarragona,15October2014
LanguageService UniversitatRoviraiVirgili
Model docuMents8
11.2 Resolution
11.2.1Definition
A resolution records a decision. It generally responds to an application and may end a particular administrative procedure.
11.2.2 Structure
i)Identificationofthedocument
Identify the document with a reference number. If the resolution is especially longorcomplex,itmaybeappropriatetoaddashorttitlebywayofsummary.
ii)Background
List the facts and the various steps that have been taken since thebeginning of the process and any regulations that might affect thedecision. Introduce them with the expression considering in bold,capital letters followed by a colon, and write each statement on anewline.Iftherearetwostatementsormore,numberthem.
iii) Resolution
Introduce this section with the formula I resolve in bold, capital lettersfollowed by a colon, and briefly state the decision taken, in full sentences.
iv)Signature
Thissectionincludesthesignature,fullnameandpositionofthesignatory, in this order.
v) Place and date
End the resolution with the name of the town or city where the documentwillbesignedandthedate.
Models de docuMents 9
Model resolution
Document number: 2014/287Body: LanguageService
CONSIDERING: 1.On 15 October, Anita Smith sent an application to the Language Service asking to be refunded the sum of €225 that she paid for a Catalan for Beginnerscourse. 2. From the documents provided, it is clear that Ms Smith is currently on an Erasmusprogrammeatouruniversityandmadethepaymentasstated. 3. Mobility students, including Erasmus students, are entitled to free tuition in Catalan,inaccordancewiththeofficiallistoffeesforlanguagecourses. I RESOLVE: MsSmithistoberefundedthesumof€225.
MariaSalesLlopis CoordinatoroftheLanguageService
Tarragona,29October2014
Model docuMents10
11.3Notification
11.3.1Definition
A notification informs the interested party of a resolution that has been adopted by a competent authority.
11.3.2 Structure
i) Recipient’s details
Identify the person to whom the notification is to be sent inthe top left-hand corner under the heading. Include their nameandfamilyname,address,postcode,andtownorcity.
ii) Introductory formula
State the date on which the resolution was adopted and by whom.
iii) Text of the resolution
Reproduce the full text of the resolution below the introductory formula. If itisparticularlylong,attachittothenotificationasaseparatedocument.
iv) Appeals
Statewhetheranappealcanbemade,towhomandwithinwhattimeframe.
v)Signature
Inthissection,includethesignature,thefullnameandthepositionofthepersonissuingthenotification,followedbytheplaceanddate.
Models de docuMents 11
Model notification
For the attention of: Anita Smith Postal address: CarrerdeJoanFusteriOrtells,8,43007Tarragona
CONSIDERING: On15October,AnitaSmithsentanapplicationtotheLanguageServiceaskingtoberefundedthesumof€225thatshepaidforaCatalanforBeginnerscourse.
From the documents provided it is clear that Ms Smith is currently on anErasmusprogrammeatouruniversityandmadethepaymentasstated.
Mobility students, including Erasmus students, are entitled to free tuition inCatalan,inaccordancewiththeofficiallistoffeesforlanguagecourses. I RESOLVE: MsSmithistoberefundedthesumof€225.
APPEALS This resolution does not exhaust the right of appeal through administrativechannels. If you wish to appeal, present an application for further review bytherectorwithinonemonthfromthedayafterreceivingthisnotification.
Jaume Serra i Alemany HeadoftheSecretary’sOffice,LanguageService
Tarragona,1November2014
Model docuMents12
11.4Certificate
11.4.1Definition
A certificate attests to a broad range of facts such as courseattendance, the attainment of an academic level or qualification, or theexercisingof a specific function. It is issuedby apersonor organisationwiththerecognisedauthoritytovalidatethefactsattestedto.
11.4.2 Structure
i) Date
Write the date in the top right-hand corner of the page rather than at the bottom. Omit the place name that typically appears on certificatesinCatalan.
ii) Generic salutation
The final recipient of a certificate is not generally known, so thetext begins with the generic salutation To whom it may concern,whichshouldbeleft-justifiedandfollowedbyacomma.
iii) Body
Begin with This is to certify that. Then state the information that isbeingattestedto.Thissectionofthecertificateisjustified.
iv)Signature
Include the signature of the person issuing the document and left-justify it.
Models de docuMents 13
v)Certifier’snameandposition
Give this information on the same line, separated by a comma but without a full stop. Left-justify it.
vi)Organisation
The specific level of organisation (service, school, faculty, area,university, etc.) indicated in the text may depend on the type ofcertificate. Indicate the highest level of organisation as the final item.Where two or more levels are identified, place them on separatelineswithnofullstop.Thisinformationisleft-justified.
Model certificate
13February2014
Towhomitmayconcern,
This is to certify that Marc Esteve i Monfort, holder of identity documentnumber23676263M,attended thestaff-trainingcourseConflictResolution intheWorkplace. The three-hour course took place on29 January 2014 in theSala d’Actes (conference hall) of the Science Faculty at this university.
MariaJosepPuigiTorres DirectorofStaffTraining UniversitatRoviraiVirgili Tarragona
Model docuMents14
11.5Internalcertificate
11.5.1Definition
An internal certificateattests toanongoingor completedadministrative procedure. It is equivalent to the Catalan diligència, informally knownas a faig constar.
11.5.2 Structure
i) Date
Writethedateinthetopright-handcornerofthepageratherthanatthebottom.OmittheplacenamethattypicallyappearsincertificatesinCatalan.
ii) Generic salutation
The final recipient of an internal certificate is not generally known,so the text begins with the generic salutation To whom it may concern,whichshouldbeleft-justifiedandfollowedbyacomma.
iii) Body
In the body, state the information that is being attested to. Thissectionisjustified.
iv)Signature
Includethesignatureofthepersonissuingthedocumentandleft-justifyit.
v)Signatory’sposition
Specify the signatory’s position, but do not print his or her name or organisation below the signature. Left-justify the text and do not use a full stop.
Models de docuMents 15
Model internal certificate
10June2007
Towhomitmayconcern,
GeorginaSubiratsColomsubmittedherdoctoralthesistothisdepartmenton5June2007.Thethesiswillbeassessedbyaboardofexaminers,whowillissuea report. It will then be deposited in the TDX institutional repository.
Department Director
Model docuMents16
11.6 Letter
11.6.1Definition
A letter is a hand-written, typed or printed communication which may require a response.
11.6.2 Structure
i) Sender address
Writethesender’saddressinthetopright-handcornerofthepage.
ii)Recipient’sname,positionandaddress
Ifyouincludetherecipient’saddress,writethisontheleft-handsideofthepage.Thefirstlineshouldbelevelwiththelastlineofthesender’saddress.Use any professional title the recipient has used in previous correspondence. Otherwise,writetherecipient’sfullnamewithoutMr or Ms.
iii) Date
Writethedateontheright-handsideofthepagebelowthesender’saddress.
Do not write the name of the town or city from which the letter is sent.
iv) Salutation
Salutations most frequently begin with Dear and end with a comma. Whentheletterisinformal,followDearbyafirstname.
DearMark, DearLucy,
Models de docuMents 17
When the letter is formal, followDear by Mr or Ms and the recipient’sfamily name.
DearMrJones, DearMsBenway,
When you do not know the recipient’s name, use the phraseDear Sir or Madam followed by a comma.
When the letter is addressed to a group of people, follow Dear by a common noun.
Dearstudent, Dearcolleague,
You can follow Dear by a capitalised noun to denote the recipient’s position.
DearCoordinator, DearHeadofStudies,
v) Body
The body of the letter should convey the information in a direct style andbeparagraphedappropriately.
Thefollowingphrasesmaybeuseful.
Inreplyto... Withreferenceto... I’mwritingtoenquireabout... Iamwritingtoinformyouof... I was happy to learn that... I was sorry to hear that... Iwouldbegratefulif... Iwouldappreciateitif... I am please to announce that... You will be happy to learn that... Iregrettoinformyouthat.. Iamsorrytosaythat... You are advised to... You are requested to... Please do not hesitate to... Please feel free to... Ilookforwardto... Iamlookingforwardto...
Model docuMents18
vi) Close
The close is a formulaic way of ending a letter. Capitalise thefirst word and follow the last word with a comma. Leave someextra space above and below the close. An acceptable formal close is Sincerely and an acceptable informal close is Kind regards.
vii)Signatureline
Thesignaturelineconsistsofthesignaturefollowedbythesender’sprintedname.Ifappropriate,writethesender’spositionbelowtheprintedname.
Models de docuMents 19
Model letter 1: giving information
Campus de la Ribera 15007SantSalvador
19November2014
Dearstaffmember,
As the coordinator of this year’s Erasmus Staff Week, I’m writingto give you some practical details about what we’ve planned fortheevent,whichwilltakeplaceduringtheweekof14–18December.
Firstofall,togetintotownyou’llfindthereareregularbusandtrainshuttlesrighttothecitycentre.Onceyougettocentre,you’llbeabletogostraighttoyourhotel,theHotelMajestic,whichisjustaten-minutewalkfromPlaçadelaPau.
Turning to the Staff Week itself, on Monday 14March we’ll be having ourwelcomemeeting at 7.30 p.m. in the Sala de Juntes (the auditorium) in the University’smainbuildingat433,CarrerdelesBotes.Ourregistrationdeskwillbeopentherefrom3.30p.m.to7.15p.m.,sodon’tforgettovisitus.
Finally,ifyou’vealreadybookedaroominahotelotherthantheHotelMajesticorifyouwon’tbeabletocometoregisterattheStaffWeekdeskbefore7.15p.m.onMonday,thenpleaseletusknowassoonaspossiblebye-mailingusatSWorganisers@ub.edu.Andwhen you’rehere, remember that if youneed tocontacttheorganisationatanytimeyoucanphoneuson934027352.
Regards,
Laverne Forner StaffWeekCoordinator
Model docuMents20
Model letter 2: asking for information
Observatori del Tercer Sector Campus de la Ribera 15007SantSalvador
Janice Farrell TheOrganisingCommittee CentreforEducationalResearch TheFairbornExchange Manchester M134XL
17December2014
DearMsFarrell,
I have recently seen your announcement in the journal of the Centre for Educational Research calling for papers for the Fourth InternationalConference on Effective Governance and Learning Leadership, which you areconveningbetween16and19June2015.
I am currently engaged in research on the service delivery relationshipbetween the voluntary and public sectors and I would be interested in presenting a paper at the Conference if you feel that my work isappropriate to the scope of this year’s event. Iwould also be grateful if youcouldsendmedetailedinformationabouttheconferenceprogramme.
Sincerely,
Jaume Balmes
Models de docuMents 21
11.7E-mail
11.7.1Definition
An e-mail is a form of written communication sent by electronic means.
11.7.2 Structure
i) Subject line
Keep the subject line short and provide specific information about the content of the message. Use sentence-style capitalisation (first word andothernounsthatwouldbecapitalisedinrunningtext;seeSection3).
ii) Salutation
Tailor the salutation to the person you are writing to. The salutation generally starts with Dear followed by a name or position and ends with a comma.
DearMarina, DearMrDavies, DearHeadofDepartment, DearCoordinator,
Less formal e-mails can also start with Hi or Hello followed by a comma.
iii)Openingsentence
Theopeningsentenceiscommonlyusedtoexplainwhyyouarewriting.Thefollowingisanacceptableformalbeginningtothissentence. Iamwritingtoinformyouthat...
Andthefollowingisanacceptableinformalbeginning.
Iamwritingtoletyouknowthat...
Model docuMents22
iv) Body
Formal e-mails are very similar to formal letters. Therefore, the same guidelines can usually be applied. For useful language, see Section 11.6.2(v) Body.
v)Closingsentence
The closing sentence is commonly used to offer thanks or to statewhat kind of response you expect. The following is an acceptable formalclosingsentence.
Ilookforwardtoyourresponse...
Andthefollowingisanacceptableinformalclosingsentence.
Ilookforwardtohearingfromyou...
vi) Close
To close, use the formal Sincerely or the informal Kind regardsfollowed by a comma.
vii)Signatureline
Writeyourfirstnameoryourfullname,dependingonthelevelofformality.
Models de docuMents 23
Model e-mail 1: giving information
WorldPoetryDay
Dearall,
I’mwritingtoremindyouthatWorldPoetryDayiscomingupinouruniversityand you’re all invited!
Date:14May2015
Place:ThemainfoyeroftheBarcelonacampus
Time:11.30a.m.–4.30p.m.
Pleasecomealongandjoinintheactivities.Therewillbevariouscompetitionsyoucanparticipatein.Youwillfindacopyofthefullprogrammeattachedtothis e-mail.
Regards,
MireiaRojals
Model docuMents24
Model e-mail 2: asking for information
EDUCATCHlistofcontacts
DearSirorMadam,
IamwritingtoaskifyouwouldbewillingtoshareyourlistofcontactsfortheEDUCATCHprojectsothatwecanstartlookingforpartnersforasimilarprojectweplantoworkon.
Wehopethatthiswillnotbeinconvenientforyouandwewouldappreciateyourhelp in this matter.
Sincerely,
ManelPuig
Models de docuMents 25
11.8Agreement
11.8.1Definition
An agreement is a written document in which two or more partiesestablishmutualobligationsfortheconductofasharedproject.
11.8.2 Structure
i) Title
The title identifies the type of agreement and can also name thepartiesandstatethemainobjectiveoftheagreement.
ii) Participants
This section identifies the parties signing the agreement by theirfull name, position and institution. It also makes reference to theirpower to represent their institution or act individually. Introduce it with the expression by and between, centred in bold, capitalletters.Eachpartyshouldbegivenaseparateparagraph.
Closethissectionwithasentenceconfirmingthatallthepartiessigningtheagreementacknowledgetheothers’abilitytoentertheagreement.
iii) Recitals
This section sets out, in separate and numbered paragraphs, theprecedents, the willingness of the signatories, the legal frameworkand everything that needs to be taken into consideration.Introduce it with the word state, centred in bold, capital letters,andstarteachofthefollowingparagraphswiththewordThat.
iv) Clauses
This section includes the specific clauses agreed to by theparties. Use the word clauses, centred in bold, capital letters asthetitleofthesectionandanumberedheadingforeachclause.
Model docuMents26
v) Close
Close the document with a sentence acknowledging where and when theagreementwassigned.
vi)Signatures
This section should include the signature, name,positionand institution foreachofthepartiessigningtheagreement.
Models de docuMents 27
Model agreement
FRAMEWORK COOPERATION AGREEMENT
BY AND BETWEEN
Thefirstparty,JoanGarciaRomaní,presidentoftheUniversitatObertadeCatalunya(hereinafter,“theUOC”),actingforsaiduniversity;and
Thesecondparty,SòniaCapdevilaTena,rectoroftheUniversityofGirona(hereinafter,“theUdG”),actingforsaiduniversity.
Theparties,actingintheiraforementionedcapacities,declarethattheyhavesufficientlegalcapacitytoenterintothisAgreement,and
STATE
1.ThattheUOCandtheUdGsignedanAgreementforthejointcreationandorganisationofaninteruniversitymaster’sdegreeintranslationon13April2014.
2.ThatSpanishRoyalDecree1393/2007of29October,amendedbySpanishRoyalDecree861/2010of2July,governingofficialuniversitystudies,definesthelegalframeworkforofferingmaster’sdegreecoursesandexpresslyprovidesforinteruniversityprogrammes.
3.Thaton1April2014,thegoverningbodyoftheUOCpassedtheresolutiontojointheprogrammeofaninteruniversitymaster’sdegreeintranslation.
4.Thatthesignatoryuniversities,inconsideringthattheyhavepartiallysharedandcomplementaryobjectives,wishtosignthisAgreementintheinterestoffulfillingtheirrespectivemissions.
Therefore,thepartiesagreetothefollowing
Model docuMents28
CLAUSES
1. Object
TheobjectofthisAgreementistodefinethecollaborationconditionsbetweenthesignatoryuniversitiesfororganisingtheInteruniversityMaster’sDegreeinTranslation.
2. Liability
ThesignatoryuniversitiesherebystatethatthisAgreementdoesnotconstituteanykindofrelationshipofrepresentation,dependenceorsubordinationbetweenthem.Therefore,neitherinstitutionmayactonbehalfoftheotherinperformingtheirlegalandcontractualdutiesorinassumingcommitmentsandtakingonresponsibilitiesforthem.
3. Data protection
Both parties state that they comply with all the provisions of Spanish Law 15/1999,of13December,onPersonalDataProtectionandSpanishRoyalDecree1720/2007,of21December,whichimplementsLaw15,andacknowledgethatthey have been informed on what their personal data is to be used for and how theycanexercisetheirrightstoaccess,modifyandchallengethisdata.
4. Confidentiality
Thesignatoryuniversitiesshalltreatalldata,documentsandinformationprovidedbytheotherpartyduringthetermofthisAgreementasconfidential.
5. Intellectual property
ThesignatoryuniversitiesshalljointlyowntheintellectualpropertyrightsofthecontentofthesyllabusoftheInteruniversityMaster’sDegreeinTranslation.
Models de docuMents 29
6. Term and termination
ThisAgreemententersintoforcefromwhenitissignedandhasatermoftwo(2) years.
ThefollowingarethecausesforterminatingthisAgreement:
·Thesignatorypartiesagree,inwriting,toterminateit.
·Eitherpartybreachesitsobligations,andtheotherpartygivesthirty(30) days’writtennoticethatitwishestoterminatethisAgreement,inwhich casetheAgreementisterminatedunilaterally.
·Eitherpartyfindsageneralreasonforterminatingtheagreementwhich isprovidedforinthecurrentlegislation.
7. Jurisdiction and governing law
The parties submit to the contentious administrative courts of Barcelona to resolveanydisputearisingfromtheinterpretation,applicationorenforcementof the provisions established herein.
Inwitnesswhereof,thepartiesheretosigntwo(2)identicalandequallyvalidcounterpartsofthisdocumentinBarcelonaon30April2014.
JoanGarciaRomaní SòniaCapdevilaTena President Rector Universitat Oberta de Catalunya University of Girona
Universitat Abat Oliba CEU Universitat d’Alacant
Universitat d’AndorraUniversitat Autònoma de Barcelona
Universitat de BarcelonaUniversitat de Girona
Universitat de les Illes BalearsUniversitat Internacional de Catalunya
Universitat Jaume IUniversitat de Lleida
Universitat Miguel Hernández d'ElxUniversitat Oberta de Catalunya
Universitat de Perpinyà Via DomitiaUniversitat Politècnica de Catalunya
Universitat Politècnica de ValènciaUniversitat Pompeu Fabra
Universitat Ramon LlullUniversitat Rovira i Virg ili
Universitat de SàsserUniversitat de València
Universitat de Vic · UniversitatCentral de Catalunya