Business English

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Business English

• What kind of texts belong to Business English?

Fisciano - SA 30 ottobre 2007
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• Application letters
• CV
• Cover letter
• Business letter (memo/email/fax)

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WRITING APPLICATION LETTERSSTRUCTURE 1

• Paragraph 1
• It should state clearly why you are writing and
  where you saw the job advertised.
• e.g.
• I would like to apply for the post of ... as
  advertised in today's issue of ..
• With reference to your advertisement in ... on
  ..., I am writing to apply for the position of
  ...
• I would like to apply for the post of... as
  advertised ...

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• Paragraph 2
• It should give a little information about your
  qualifications and experience. Make sure the
  information you give is relevant to the job that
  you are applying for.
• As you can see from my enclosed CV, I have worked
  in my present position for ... years. During this
  time I have gained invaluable experience in ...
• I am currently a student at ... studying ........
  I am due to graduate in....... Although I have
  been studying full time, I have had a number of
  summer jobs which have helped me to gain
  experience in ...

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Paragraph 3

• It should say why you believe you are suited to
  the job and what you can offer the company.
• e.g.
• 1. I am currently working as ...t in ...The
  reason for my seeking a new position is that I
  wish to pursue a ... career.
• 2. For the last ... years I have been working as
  a ... in ...I have decided to look for a new
  position. I believe that the experience I have
  gained in ... has given me the qualities you are
  looking for.
• 3. I feel that my ability to ... will
  help/enable me to ...
• This is probably the most important paragraph of
  the letter. It is also the hardest part to write
  because you need to "sell yourself" without
  appearing too arrogant. However, you do need to
  be quite forceful and direct, showing that you
  possess the skills for the job you are applying
  for.

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Paragraph 4

• It should tell the reader  when you are available
  for an interview and how to contact you.
• e.g.
• 1. I would like to have the opportunity to talk
  to you about my application. I am available for
  interview at any time and I can be contacted
  at/on ...
• 2. I am available for an interview at any time
  but would appreciate two days notice. I can be
  contacted on/at ...
• I look forward to hearing from/meeting you soon.
• 3. As requested in the advertisement, I enclose a
  copy of my resume together with a recent
  photograph.
• I look forward to meeting with you to discuss my
  application further. I am available ... and can
  be contacted on/at ...

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EXAMPLE

•  
• 33, Montreal StreetStratford, Connecticut 99877
• November, 19th 2003 Newton CompanyAttention
  to Personnel Dept, 8833 New York NY 78733-6337
  
• Dear Sir or Madame
• I am writing in response to your ad in the Times
  for a position listed as Science Editorial. I
  believe my scientific knowledge and writing
  skills make me an excellent candidate for this
  position.
• My education includes a B.S. in Zoology with
  honors, and two years of medical school. Through
  these studies, I have gained in-depth knowledge
  of many scientific subjects which include
  biology, chemistry, anatomy, physiology and
  genetics. As an Advanced Placement English
  student, a participant in University
  Interscholastic League writing contests, and the
  daughter of an English teacher, I have a good
  working knowledge of English as well as strong
  writing skills. Currently, I am enrolled in a
  technical communications course to further
  improve my writing skills.
• As to my related experience, I have been employed
  as a Science Consultant and Technical Writer for
  Education Networks Corporation. In that position,
  I was the only writer on scientific subjects
  (life and earth sciences) for a project involving
  development of software for Newtons Childrens
  Encyclopedia on CD-ROM. My teaching experience
  includes tutoring students in human anatomy,
  physiology, and histology. Positions working in
  the medical field have allowed me to develop
  higher interpersonal competence.
• I plan to use my employment in the medical field
  and my technical writing experience to find
  full-time employment as a writer on technical
  subjects and use my scientific knowledge. I will
  also continue evening classes in technical
  communications and desktop publishing.
• Enclosed is a resume that provides more details
  about my background. I am enthusiastic about an
  opportunity such as the one you advertised, and I
  strongly believe I would be an imaginative and
  productive resource for your Company. I can be
  contacted at [phone]. Sincerely, Linda
  Stevens
• Enclosure CV

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Check list

• 1. Keep it short2. State the position to which
  you are applying3. Explain why you want the
  job4. Clearly describe ways you will
  contribute5. Match, but don't reiterate, your
  CV6. Do not say you are not qualified, make
  every statement positive7. Keep the tone and
  content professional8. Tell the reader what you
  are going to do next - e.g. call within a week
  9. Proofread

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Useful Key Phrases

• I am writing to you in response to your
  advertisement for...
• As you can see from my enclosed resume, my
  experience and qualifications match this
  position's requirements.
• I would like to point out... .
• During ...., I improved (furthered, extended,
  etc.) my knowledge of...,
• I look forward to an opportunity to speak with
  you in person. (OR to speak with you personally)

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WRITING TIPS

•  
• CORRECTNESS USE ACCURATE FACTS, WORDS, FIGURES.
  CHOOSE NON DISCRIMINATORY EXPRESSIONS. USE THE
  RIGHT STYLE AND THE RIGHT LANGUAGE. PROOFREAD AS
  MUCH AS POSSIBLE.
•  
• COMPLETENESS CHECK FOR THE PRESENCE OF THE 5 Ws
  WHO, WHAT, WHERE, WHEN, WHY.
•  
• CONCISENESS SHORTEN OR OMIT PROLIX EXPRESSIONS.
  INCLUDE ONLY RELEVANT STATEMENTS. AVOID
  REDUNDANCIES. AVOID CLICHES.
•  
• CLARITY BE READER-FRIENDLY. INCLUDE EXAMPLES IF
  NECESSARY. CONSTRUCT EFFECTIVE SENTENCES OR
  PARAGRAPHS.
•  
• CONCRETENESS USE SPECIFIC FACTS. USE ACTION
  VERBS. USE VIVID AND MORE SPECIFIC WORDS. TRY TO
  AVOID QUALIFIERS (THEY MAY DIMINISH THE
  CREDIBILITY OF YOUR WORDS!)
•  
• COURTESY BE SINCERE, TACTFUL. OMIT EXPRESSIONS
  THAT IRRITATE OR HURT. USE FORMAL LANGUAGE
  AVOIDING COLLOQUIAL AND CONTRACTED FORMS. USE
  PASSIVE VOICE TO DE-EMPHASIZE.

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Activity1. Choose the correct sentence

• I would like to apply for the post of teacher as
  advertised in yesterday's issue of News of the
  World
• With reference at your advertisement in
  yesterdays News of the World , I am writing for
  apply at the position of teacher.
• I would like to apply the post of teacher as you
  advertised in yesterdays News of the World.

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Activity2. Choose the correct sentence

• Im currently working as a receptionist in
  London. The reason because Im seeking a new
  position is that I wish to pursue a different
  career.
• I am currently working as a part-time
  receptionist in London. The reason why I am
  looking for a new position is that I wish to
  pursue a different career.
• I am currently working as receptionist in London.
  The reason why I am looking a new position is
  that Id like to pursue a different career.

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Activity3. Choose the correct sentence

• For the last four years Ive been working as an
  interpreter in Germany. I believe that the
  experience Ive gained in that field has given me
  the qualities youre looking for.
• I have been working as an interpreter in Germany
  since the last four years. I believe that the
  experience I have gained in that field has given
  me the qualities you are looking for.
• For the last four years I have been working as an
  interpreter in Germany. I strongly believe that
  the experience gained in that field has given me
  the qualities you are looking for.

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Activity4. Choose the correct sentence

• I am available for an interview at any time. I
  look forward to receive a reply as soon as
  possible, since I have other opportunities at my
  disposal.
• I look forward to meeting with you in order to
  discuss my application. I can be contacted at the
  following numbers 33399943233 / 2328888841.
• Contact me whenever you like, I will be always
  available for you and I think I am the one you
  are looking for and I am looking forward to
  discussing my application with you.

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Activity5. Application letter Choose the
right order among the following three 

• Inside address, heading, salutation,
  introduction, conclusion, education, experience,
  personal goals, enclosure, signature block.
• Heading, inside address, closing salutation,
  introduction, education, experience, personal
  goals, conclusion, signature block, enclosure.
• Heading, inside address, salutation,
  introduction, education, experience, conclusion,
  closing salutation, signature, enclosure.

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Activity6. Complete the following letter using
one word for each gap.

•  Dear Mr Brown
•  
• I read your job _______ for a post of teacher in
  Time Out of 23rd November 2003. I am an Italian
  native ______, though I have lived in New York
  _______ many years.
• I _______ as an English teacher to _________ last
  year with good results as you can see from my
  positive __________ written by my previous
  employer.
• I can ______ excellent English and French. I am
  currently working as a _________of business
  texts, from English to Italian.
• I am excited by an opportunity such as the one
  you _________ . I ________ my CV and a recent
  photo.
• I am available for an _________ at any time. You
  will find all my _________ in the CV.
• I thank you in advance for your consideration of
  my ___________ .
• Yours __________
• Mara Bianchi

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Classroom practiceWrite an application letter in
response to the following ad

• COOKS, HOSTESSES, WAITERS
• Applicants must speak excellent English.
• Famous Italian restaurant in Walt Disney World,
  Florida, seeks 23-30 year olds for a 6 months
  period. Competitive salaries, accommodation
  provided. Interviews in Rome.
• Please send letter of application and CV to
  dwf_at_chw.com or fax to 06443332. Deadline 2nd
  February, 2004.

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Business letter

• The Start
• Dear Personnel Director, Dear Sir or Madam (use
  if you don't know who you are writing to)Dear
  Mr, Mrs, Miss or Ms (use if you know who you are
  writing to, and have a formal relationship with -
  VERY IMPORTANT use Ms for women unless asked to
  use Mrs or Miss) Dear Frank (use if the person
  is a close business contact or friend)

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• The Reference
• With reference to
• your advertisement in the Times,
• your letter of 23 rd March,
• your phone call today,
• Thank you for your letter of March 5 th .
• The Reason for Writing
• I am writing to enquire about apologize for
  confirm
• Requesting
• Could you possibly? I would be grateful if you
  could

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• Agreeing to Requests
• I would be delighted to
• Giving Bad News
• Unfortunately I am afraid that
• Enclosing Documents
• I am enclosing Please find enclosed Enclosed
  you will find

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• Closing Remarks
• Thank you for your help
• Please contact us again if
• we can help in any way.
• there are any problems.
• you have any questions.
• Reference to Future Contact
• I look forward to ...
• hearing from you soon.
• meeting you next Tuesday.
• seeing you next Thursday.
• The Finish
• Yours faithfully, (If you don't know the name of
  the person you're writing to)
• Yours sincerely, (If you know the name of the
  person you're writing to)
• Best wishes, Best regards, (If the person is a
  close business contact or friend)

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• Tips
• Keep it short and to the point
• Focus on the recipients needs
• Use simple and appropriate language (short
  sentences and a simple language for the sake of
  clarity and precision)
• Re-read and revise it (do a first draft of the
  letter)
• Check spelling and grammar

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How to write a business letter

• Here's How
• Use block style - do not indent paragraphs.
• Include address of the person you are writing to
  at the top of the letter, below your company
  address.
• After the address, double space and include date
• Double space (or as much as you need to put the
  body of the letter in the center) and include the
  salutation. Include Mr. for men or Ms for women,
  unless the recipient has a title such as Dr.
• State a reference reason for your letter (i.e.
  "With reference to our telephone conversation..."
  
• Give the reason for writing (i.e. "I am writing
  to you to confirm our order...")
• Make any request you may have (i.e. "I would be
  grateful if you could include a brochure..."
• If there is to be further contact, refer to this
  contact (i.e. "I look forward to meeting you
  at...")
• Close the letter with a thank you (i.e. "Thank
  you for your prompt help...")
• Finish the letter with a salutation (i.e. "Yours
  sincerely,")
• Include 4 spaces and type your full name and
  title
• sign the letter between the salutation and the
  typed name and title
• Tips
• Keep the letter brief and to the point
• Do not use shortened verb forms - write them out
  (i.e. "don't instead of do not")
• Always keep a copy of correspondence for future
  reference

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An example letter

• Dear Mr Flintstone
• With reference to our telephone conversation
  today, I am writing to confirm your order for
  120 x Cheddar Deluxe Ref. No. 856
• The order will be shipped within three days via
  UPS and should arrive at your store in about 10
  days.
• Please contact us again if we can help in any
  way.
• Yours sincerely,
• Kenneth Beare
• Director of Ken's Cheese House

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Making an enquiry

• We write an enquiry when we want to ask for more
  information concerning a product, service or
  other information about a product or service that
  interests us. These letters are often written in
  response to an advertisement that we have seen in
  the paper, a magazine, a commercial on television
  when we are interested in purchasing a product,
  but would like more information before making a
  decision.
• Important Language to Remember
• The Start
• Dear Sir or Madam To Whom It May Concern - (very
  formal as you do not know the person to whom you
  are writing)
• Giving Reference
• With reference to your advertisement (ad)
  in...Regarding your advertisement (ad) in ...
• Requesting a Catalogue, Brochure, Etc.
• After the reference, add a comma and continue -
  ... , would (Could) you please send me ...
• Requesting Further Information
• I would also like to know ...Could you tell me
  whether ...
• Signature
• Yours faithfully - (very formal as you do not
  know the person to whom you are writing)

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An example letter

• Kenneth Beare2520 Visita AvenueOlympia, WA
  98501
• Jackson Brothers3487 23rd StreetNew York, NY
  12009
•  
• September 12, 2000
•  
• To Whom It May Concern
• With reference to your advertisement in
  yesterday's New York Times, could you please send
  me a copy of your latest catalogue. I would also
  like to know if it is possible to make purchases
  online.
•  
• Yours faithfully  
• (Signature)

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Requesting Information

• Dreamtime Movies Universal Ltd54 Oxford Road,
  Skagnes SK3 4RGTel 0223 123 4567 Fax [phone]
  4321Email info_at_dreamtimemovies.com.uk
• Date
• Lingua Services Galactic Ltd69 Milk
  StreetLONDON SW7 6AW
• Dear Sirs
• Translation Brochure
• I should be grateful if you would send us your
  brochure and price list about your translation
  services.
• We are currently developing our sales literature
  and web sites and are interested in translating
  these into five languages apart from English.
• I look forward to hearing from you.
• Yours faithfully
•    Andrea Philips
• Andrea PhilipsMarketing Manager

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Sending Information

• Lingua Services Galactic Ltd69 Milk Street,
  LONDON SW7 6AW, UKTel 44 20 123 4567 Fax 44
  20 765 4321Email info_at_linguaservicesgalactic.com
  
• Date
• Ms Andrea PhilipsDreamtime Movies Universal
  Ltd54 Oxford RoadSkagnesSK3 4RG
• Dear Ms Philips
• Translation Services Fees
• Thank you for your letter of 22 January enquiring
  about our translation services.
• Lingua Services Galactic offer a full range of
  translation services to help you in the
  development of sales literature and web sites. I
  have pleasure in enclosing our latest brochures
  and price list from which you can see that our
  prices are highly competitive.
• I look forward to calling you in a few days.
• Yours sincerely
•  James Brown
• James T BrownSales Manager
• Enc 3

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Price Change Notice

• Symphony of Sound12 Main Street, Arrington,
  Tennessee, 37014Tel               [phone]
         
• November 21st, 20--
• Alicia Hathoway14 Sparks RdArrington,
  Tennessee, 37014
• Dear Ms. Hathoway
• Forthcoming Price Change
• Season tickets for this year's symphony are going
  on sale next month and we wanted you to be among
  the first to know.
• As you probably know, rental prices have
  skyrocketed throughout Tennessee this year. Due
  to our increase in rent at the Arrington Forum,
  we are finding it necessary to raise the price of
  our season tickets from 228 to 275. Single
  viewing tickets will also be subject to a price
  increase.
• We hope that you will consider purchasing season
  tickets for next year despite this change. The
  Arrington Symphony has been together for 23
  years, and relies on season-ticket holders to
  fill 25 of the seating at each event. Without
  your support the Arrington Symphony could be
  forced into retirement before its 25th
  anniversary.
• To purchase tickets for the 20-- season, please
  visit our website at www.arringtonsymphony.net,
  or call the ticket agent representative
  at               [phone]       .
• We look forward to having you in our audience
  again next year.
• Yours truly,
•    Colin Fairchild
• Colin FairchildPromotional Director