Business English

1
Business English

• Formal letters
• CVs

2
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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• It consists of six sections
• The heading (return addres)
• The inside address (the address you are sending
  to)
• The greeting
• The body
• The complimentary close
• The signature line

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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

6

• 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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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

10
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)

12
Writing a Cover Letter when Applying for a Job

• The cover letter should always be included when
  sending your resume or CV for a possible job
  interview. This letter of application serves the
  purpose or introducing you and asking for an
  interview. Here is an outline to writing a
  successful cover letter.

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• Begin your cover letter by placing your address
  first, followed by the address of the company you
  are writing to.
• Use complete title and address don't abbreviate.
  
• Always make an effort to write directly to the
  person in charge of hiring.
• Always sign letters.

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• 2520 Vista Avenue 1Olympia, Washington
  98501April 19, 2001  
•  
• Mr. Bob Trimm, Personnel Manager 2Ideas Inc.587
  Lilly Road
• Dear Mr. Trimm 3

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• Opening paragraph
• Use one of the following to bring yourself to
  the attention of the reader and make clear what
  job you are applying for
• Summarize the opening
• Name the opening
• Request an opening
• Question the availability of an opening

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• Middle paragraph(s)
• Use one of the following in each of your middle
  paragraphs to provide the reader with plenty of
  reasons to invite you to an interview
• Education
• Work experience
• Ability to work with others and/or alone
• Interest in your field
• Interest in the company
• Responsibilities in previous positions

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• Closing paragraph
• Use the closing paragraph to ensure action on
  the part of the reader The last paragraph needs
  to help ensure that action is taken. You can ask
  for an interview appointment time, stating that
  you will be happy to come to the employer's
  office when convenient. Make it easy for the
  reader to follow-up by providing your telephone
  number and email address.
•  
• Sincerely,  
•  
• Kenneth Beare 4
• Enclosure

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Here is an example of a sample cover letter
requesting a position. Before taking a look at
the letter, here are some useful key phrases to
use in your own cover letters.

• Useful Key Phrases
• Please accept this letter as an expression of
  interest in the position of...
• I have enclosed a copy of my resume for your
  review.
• ...and believe I possess the right combination
  of....skills.
• My current position .... has provided the
  opportunity to ...
• I would welcome the opportunity to personally
  discuss my potential contributions to your
  company with you.
• I look forward to your reply.

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Cover letter example

• Mr. Bob Trimm, Personnel Manager Importers
  Inc.587 Lilly Road
• Dear Mr. Trimm
• Please accept this letter as an expression of
  interest in the position of Areas Sales Manager
• I have enclosed a copy of my resume for your
  review. I am familiar with the requirements for
  success in the Sales profession and believe I
  possess the right combination of marketing and
  management skills.
• My current position coordinating two local area
  sales teams has provided the opportunity to work
  in a high-pressure, team environment, where it is
  essential to be able to work closely with my
  colleagues in order to meet sales deadlines.
• Thank you for your time and consideration. I
  would welcome the opportunity to personally
  discuss my potential contributions to your
  company with you. Please telephone me at (360)
  352-0259 after 4.00 p.m. to suggest a time that
  we may meet. I look forward to your reply.
•  
• Sincerely,  
•  
• Kenneth Beare  

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Curriculum vitae (Resume)

• A brief account of a persons skills,
  accomplishments, experiences, and education
  created to capture a prospective employers
  interest.
• A CV should
• be word processed on good quality paper in a
  clear typeface
• Be coincise. Aim for no more than two A4 pages
• Not have any chronological gaps. An employer will
  regard them with suspicion
• Present education and work experience in reverse
  chronological order
• Emphasise relevant skills, achievements and
  experience
• Be truthful. Do not be tempted to fabricate
• Use descriptive language. Do not make lists
• Use power words achieved, produced, established,
  implemented, formulated
• Be thoroughly checked and proofread for spelling,
  grammar and typing errors

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• There are different ways of creating your own CV.
  The following information should be included
• Name, address and contact details
• Education
• Career history (work experience)
• Key skills

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How To Write Resume in English Writing a resume
in English can be very different than in your
native tongue. The following shows how to outline
a standard resume format.

• First, take notes on your work experience - both
  paid and unpaid, full time and part time. Write
  down your responsibilities, job title and company
  information. Include everything!
• Take notes on your education. Include degree or
  certificates, major or course emphasis, school
  names and courses relevant to career objectives.
• Take notes on other accomplishments. Include
  membership in organizations, military service and
  any other special accomplishments.
• From the notes, choose which skills are
  transferable (skills that are similar) to the job
  you are applying for - these are the most
  important points for your resume.
• Begin resume by writing your full name, address,
  telephone number, fax and email at the top of the
  resume.
• Write an objective. The objective is a short
  sentence describing what type of work you hope to
  obtain.
• Begin work experience with your most recent job.
  Include the company specifics and your
  responsibilities - focus on the skills you have
  identified as transferable.
• Continue to list all of your work experience job
  by job progressing backwards in time. Remember to
  focus on skills that are transferable.
• Summarize your education, including important
  facts (degree type, specific courses studied)
  that are applicable to the job you are applying
  for.
• Include other relevant information such as
  languages spoken, computer programming knowledge
  etc. under the heading Additional Skills
• Finish with the phrase REFERENCES Available upon
  request
• Your entire resume should ideally not be any
  longer than one page. If you have had a number of
  years of experience specific to the job you are
  applying for, two pages are also acceptable.
• Spacing ADDRESS (center of page in bold)
  OBJECTIVE double space EXPERIENCE double space
  EDUCATION double space ADDITIONAL SKILLS double
  space REFERENCES. Left align everything except
  name/address. Tips
• Use dynamic action verbs such as accomplished,
  collaborated, encouraged, established,
  facilitated, founded, managed, etc.
• Do NOT use the subject "I", use tenses in the
  past. Except for your present job. Example
  Conducted routine inspections of on site
  equipment.

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Here is an example of a basic resume

• Peter Townsled35 Green RoadSpokane, WA
  87954Phone (503) 456 - 6781Fax (503) 456 -
  6782E-mail petert_at_net.com
• Personal Information
• Marital status MarriedNationality US
• Objective
• Employment as manager in important clothing
  retailer. Special interest in developing computer
  time-management tools for in-house use.
• Work experience
• 1998 - Present       Jackson Shoes Inc.
        Spokane, WAManager
• Responsibilities
• Manage staff of 10
• Provide helpful service to customers concerning
  shoe choices
• Design and implement computer based tools using
  Microsoft Access and Excel for staff
• Monthly bookkeeping
• Suggest changes in product offerings on a
  quarterly basis based on detailed analysis of
  sales patterns
• Provide in-house training for new employees as
  needed
• 1995 - 1998       Smith Office Supplies
        Yakima, WAAssistant Manager
• Responsibilities
• Managed warehouse operations
• Programmed Excel spreadsheet implemented to
  control sales strengths and weaknesses on
  quarterly basis