English for Work - Everyday Business Writing.pdf

PearsonEducationLimited EdinburghGate,l'larlow, Essex,CM202JE,England andAssociatedCompaniesthroughouttheworld www.longman.com CopyrightO lanBadgerandSuePedley2003 Allrightsreserved;nopartofthispublicationmaybereproduced,storedina retrieval system,ortransmittedinanyformorbyanymeans,electronic,mechanical,photocopying, recording,orotherwisewithoutthepriorwrittenpermissionofthePublishers.Themoral rightoftheauthorhasbeenasserted. Firstpublished2003 Sixthimpression2009 lsBN-978-0-582-53972-3 SetinUniversCondensed1opt PrintedinMalaysia,KHL DesignedandtypesetbyRockGraphics lllustrationsbyRogerFereday Acknowledgements WewouldliketothankHelenParkerforherhelpindevelopingthisseries,MaggieJoSt John,ChristineJohnson,JulieNoviell,TeresaMillerand,MariaKellerfortheirvaluable inputandDianeWinklebyforherhelpwiththeBritish/Americandifferencesboxes. WewouldalsoliketothankHans-JuergenPrellatDeutscheTelekomandlearnersfrom UPM-Kymmene0y,MetsoPaperValkeakoski0y,MetsoPaperABSundsvall,Hagforsand Grdstorp,GoldwellGmbh,BusinessandMedicalEnglishServicesandFiltonCollege, Bristolforpilotingandreportingonthematerials. Coverphotographcopyright@Photonica

Gontents Introduction page5 I Thebasics Beginningsandendings Basiclayout page7 Thewritersknoweachotherwell A standardletter Thewritersknoweachother A memo Thewritersdonotknow A groupemail eachother 2 Makingcontact Messages1 Messages2 page15 A firstcontactfroman A firstcontactfroma company individual A reply Anacknowledgement A requestforfurtherinformation A reply Introducingthecompany Chasingupinformation A reply 3 Arrangements Arranginga visit Travelarrangements Takingandforwarding page23 Aninvitation Arranginganitinerary messages Replyingto aninvitation Makinga booking Leavinga message A confirmation Confirminga reservation Passingona message Sendingdirections Checkingtravel Forwardinga message Chasingupinformation arrangements Anacknowledgment Anautomaticemailreply I Meetings Settingupa meeting1 Settingupa meeting2 Meetingfollow-up page33 Suggestinga meeting Settingtheagenda Minutesofa meeting Suggestinga date,timeand Changingtheagenda Suggestedamendments place Negotiatingchanges Comments Agreeing Finalisingarrangements Thanks Confirminga meeting Anurgentmeeting 5 Enquiries Messagest Messages2 page$ A generalenquiry Specificenquiries A reply Adviceandrecommendations A furtherrequest A requestforinformation A reply Forwardinga request A covernote Providingdetails 6 Orderc,dealing 0rders Dealingwith problemsI Dealingwith problems2 withproblems Requestinga quote Problemswitha schedule Unacceptableservice page51 Placingafirstorder A reply A reply A reply Damagedgoods Misleadinginformation Placinga repeatorder A reply A reply Rejectinga complaint 7 Shortrcpofts Providinginformation Focusonfactsandfigures page6l A requestforinformation Presentingnumbers A shortreport Describingtrends Askingformissinginformation Makingcomparisons Providingfurtherinformation Drawingconclusions 8 Personal MessagesI messages Appreciation page69 Congratulations Messages2 Goodnews Replyingto goodnews Replyingto badnews A reminder A personalannouncement Badnews Sayinggoodbye Sayingthankyou Respondingtothanks Replyingto a reminder Glossary page77 Answers page86 a Appendices I Punctuation page92 2 Datesandtimes page93 3 Abbreviations page95

Introduction Eng|bh ior Wodr ThebooksinthisseriespresentandpractisespokenEnglishandpracticalwritingforeveryday communication;theyfeaturekeywordsandexpressionswhichwillhelpyouinawiderange ofworksituations.Thetargetlanguageisintroducedthroughshorttexts,anddevelopedin languagenotesandpracticeexercises. Atthebackofeachbookthereisaglossarywhichcontainshighlightedlanguagefromthe texts.Translationsoftheglossaryinselectedlanguages,canbedownloadedfromthe Longmanwebsite,wvnr.longman-eh.com. Theseriesisintendedforintermediatelevellearners.EverydayBusinessWritingwillbeuseful supplementarymaterialifyouarepreparingforbusinessEnglishexaminationssuchasthe UniversityofCambridgeBusinessEnglishCertificate(BEC),particularlytheReadingand Writingpaper,andtheLondonChamberofCommerceandlndustry(LCCI)EnglishforBusiness exam. EYeryday Bueinerc Wrifing EverydayBusinessWritingissuitableforanyonewhousesEnglishinthebusinessworld,and forstudentslearningvocationalEnglishinadulteducationclasses,schools,collegesand universities. Thebookfocusesoneverydaybusinesswriting,which,intoday'sbusinessworld,isusually sentbyemail.Thebookalsocontainssomeexamplesofothertypesofwritingsuchasletters, memos,telephonemessagesandcovernotes. Emailsareoftenshortandcanbeveryinformal.However,evenifanemailisinformal,itshould stillbeaccurate,appropriateandeasyforthereadertounderstand.Emailscanalsobeformal - forexamplewhenwritingtosomeoneforthefirsttime,youremailcanbejustasformalasa letter.Thereisnostandardstyleforemailwritingandthebookreflectsthisfactintherangeof languagepresented.Onepointtonotehereistheuseofcontractions.Somepeopletendto usecontractions(l'llcallyou);otherswriteusingfullforms(lwillcallyou).Inmoreformal letterwriting,fullformsarerecommended;inemailseitherformisused. Youmayfindtheothertitlesinthisserieshelpful: EverydayBusinessEnglish EverydayTechnicaI English BusinessPresentations

llow to use the book Firstofall,workthroughUnit1- Thebasics.Thisunitsetsoutbasicguidelinesforwriting emailsandprovidesexamplesofstyleandlayout.Youcantheneitherworkthroughthebook unitbyunitorchooseonethatmeetsyourimmediateneed.Notethatinmostofthe examples,thefocusisonthebodyoftheemail.TheSubjectboxandTo/Fromboxesfor examplearenotalwaysincluded. Youcanusethecontentspageto searchfordifferenttypesofwrittendocuments.Starteach chapterbylookingattheUsefulphrases.Thenreadthetextsandstudytheaccompanying notes.Certainphraseshavebeenhighlightedthathaveparticularfeaturesassociatedwith them.However,it isworthwhilenotingotherphrasesthatappearinthetexts,whichare equallyimportantandcanalsobeseenaskeyphrases.Usea dictionaryto checkyour understandingofthelanguagepresentedandrefertotheappendicesatthebackofthe book. 0nthenotespagesyouwillfindinformationonsomedifferencesbetweeneverydayBritish andAmericanusage. Afterstudyingthetextsandnotes,workthroughtheexercises;referbacktothetextsand notesasnecessary.Youwillfindanswerstotheexercisesattheendofthebook. Finally,refertotheglossaryatthebackofthebookandtestyourselfonyourunderstanding ofthehighlightedkeyexpressions.Writetranslation$oftheseexpressions,againusinga dictionaryif necessary.VisittheEnglishforWorkpagesontheLongmanwebsitewhereyou willfindtranslationsoftheGlossaryina selectednumberoflanguages. Youcanusethisbook.forself-qtudyorwithateacher,Goodluckandenloy.buildingyour 'EverydayBusinessWriting'skills! lanBadgerandSuePedley,Bristol.2003 SomerecommendedmaterialstoaccompanytheEnglishforWo*senes: LongmanBusinessEnglishDictionary PenguinauickGuides;BusrnessEnglishPhrases PenguinOuickGuides;EusrnessEnglishVerbs PenguinAuickGuides;EusrnessEnglishWords

t I I Thnbasfcs Some useful phrases. Howareyou? Howdidthemeetinggo? Itwentverywell. Itwasgoodtotalktoyouyesterday. I enjoyedmeetingyoulastweek. Thankyouforyourmessage. l'veattacheda copyofmyreport. Everythinglooksfine. Nochangesneeded. Laurent- pleasemakethearrangements, Pleasecallme. Pleasedonothesitateto contactme. I lookforwardto meetingyouonFriday. Lookforwardto hearingfromyousoon. Seeyounextweek. Allthebest. Laurent_ please arrangethe musicforthe offrceparty. ]/ Laurent- Please arrangethe musicforthe officepartY.

andendi c0urse ldtlf'r, Everythinglooksfine.ilt cfigffimam Seeyounextweek. Allthebest Kim The writers know each olfrer Smi, ri l' Itwasgoodtomeetyouattheconferencelastweek.IwouldliketoinviteyoutovisitusonMonday25May atI1:15sothatwecancontinueourdiscussions.I hopethatyoucancome. lkdmd t*ilffi HeadofPersonnel DearMrsGonzales Thankyoufortheinviiation.Wagainon25Mayat1l:l5a'm. Yourssincerely TarjaNovotna Tlre writerc do not know eaeh odrer 0tr,*l#lfr& I wouldliketo checkourinsurancecover.Wewillbeshippingnewequipmentto ourBirminghamofficenext month.Dowe needto changeourpolicyorwillit becovered? YenCS DrSlackiffi*ilri*,W DearDrSlack Thisisto confirmthatyourcurrentpolicycoversyouandthatyoudonotneedtotakeanyfurtheraction.ll youhaveanyotherqueries,pleasedonothesitateto contactme. Yourssincerely N.Nuul(Administratorl Tlre writers know eaeh ottrer well tlif,in lbw m W? lt wasgoodtotalkyesterday. fufimlicingthr&ilsof theLeadershipCourseandlwanttobesurethateverythingiscorrect.Canyou checkthebrochureagainbeforeitgoestotheprinter,especiallypages5-7? Pleaseemailmeorcallmeon mymobileif anychangesareneeded. Bdngndf : Anders

Notes HiKin The way you begin and end a message dependson how well you know the person you are writing to. A good guide is to use the same beginningand ending(or a slightly more formal one) as the other person.In informal emailssome peopledo not usethe person'sname but startthe message: Hi/HelIo/Good morning/afternoon Howareyou? Whenyouknoweachotherwell,youoften begina messagewith a friendlygreeting. Otheropenings:Hopeyouarewell. It wasgoodtoseeyoulastweek. I'n finalising the details... Sayingwhyyouarewriting: l'mwritingtoletyouknow... Justa notetoletyouknow... Thisis toletyouknowthat... NotehowcontractedformsI'm (l am),You're (Youare)etc.areinformalandoftenusedin emails. Bestregards Thewayto enda messageisa matterof personalchoice,butif youarewritingfirst,it is bestto bemoreformalthantoo informal. Someotherinformalendings:Begards Bestwishes Allthebest Cheers(veryinformalUKEnglish) Anders Youcanbeginanemailbysimplywritingthe person'snameatthetop of a message. No changesneeded. Notethattheverbare(Nochangesare needed)hasbeenleftout hereto keepthe messageshortandsimple. DearMs Novotna - Yourcsincerely Inemailswhichfollowthestyleof more formalletters,if youopenwitha name; DearMs/Mrs/Miss/Mr;youclosewith lours sincerely.However,in emailstherulesare morerelaxed- youcanbegina message with Dearandend it with Bestregards,Best wishesetc.(seenotesabove). Msis usedinsteadof Mrsor Missif you do not know if a woman is marriedor not. Some women preferto be calledMs. Piki Gonzales(Mrcl A little old-fashioned,but when the reader may not know from your name whether you are maleor female,you can help by giving your title, e.g.PikiGonzales(Ms)at the end of your message. I lookforwardtomeetingyou... This is one of the most common phrases usedat the end of messages.Note the -lng form of the verb which follows lookforward to: I look forward to hearing from you. I look forward to receiving the report. DearSir/Madam- Yourcfaithfully UseDearSir/Madaminformalmessages,if you do not know the personyou are writing to. DearSlris also used.Thistype of messageusually ends with: Yoursfaithfully. SeniorManager As thisis a firstformalenail,thewriter includeshisnane andposition.ln well- establishedreIationships, withfrequent communication,thisis notnecessary. ldffiftmqlcan dltlofrnGer Brlti*h American HiKim HiKim: Note:Americanstyle usesa colan(:)afterthe salutationfor businesscorrespondence Yaursfaitttfully (DearPiki:lDearSk:or MadamiToWkomit May Concern: Thisexpressionisnot usedinArnerican English. Sincerelyilaurstruly wauldbeusedinstead. finatizing cellutar)phone insurancepolicy {aloousedin British Eng.lishl quesgons(alsousedin BritishEnglish) frnalising lnabile(phone) insurancecover (notusedin AmericanEnglish) queries(exists,but notoftenusedin American€nglish)

out lelter Sasicla A standard A memo A group email . Suljr.t, D Attochmenlc:fi/at ffiltm*'; ffi4i$ffi;lt!#ffi#leffir for the annualdinner.Pleaseletme knowwhat youwouldlikebytheendof thisweek. i$ii{l*ffi;iitiffii;***iii$r****:"Anff!*iMtii$iiH ror the music. Thanks. Klaus Hardv Heywa -iJ: ?"" rd7 NoginRoad Shipsam Northshire KT349P UK 18April20- # ffi#;[ p**r, i#*#l*n*t*iiw€di$sref!:$ffita**:fuls$ffi*g#rb:W I amgoingto bein AmsterdaminJune and'il.wld like to.trrqe a meetil4'*i6r'yw asyousuggested. #&,hau,e,manllaeff.pr-odr*t$ that I amsurewill interestyou. &*ld,.trmu..le* ne knon'ff you are availabld onJune5th or 6th? * toot forward to hearing frorn you soon: Yourssincerely, lsatbel Hatvdy IsabelHardy Partner To: All Headsof Department From: PamelaNewman Directorof CorporatePlanning Date: .14Juqe 20 - Subject: $gent visit #ryS#***t#ffiEun Joo, our Koreanagent,will be visitingthe company next Friday21 June.You are invitedto meet her in the ConferenceRoom at 10:30a.m. EunJoo will give us the latestinformationon the Koreanmarket,and she will answerany questionsyou may have.Therewill be a buffet lunchat midday. kesr*m drs.you.wl#. .

Notes DearMr Loelgen, Notethat some peoplepreferto write a comma (,) after Dear Sir,Yoursfaithfully,etc. It is now more usualto leaveout the comma in both formal and informal lettersand messages. Be consistent.lf you use a comma afterDear John, use a comma after Yourssincerely. It wasgoodtomeetyouattheseminarin Paris. Remindthe readerof thefirstor previous contact. Doyourememberthatwemetat theExpo presentation? Wespokeat therecentconference. ... I wouldlike to anangea meetingwith you... Openformalcorrespondencewith a clear statementof whyyou arewriting. I amwritingto confirmarrangements. I wouldliketo checksomedetailswithyou. Wehavemanynew products... Thenextsentence(s)contain(s)yourmain message.Otherpossibilities: Itwouldbegoodtocontinueourdiscussions. I wouldliketo showyouournewbrochure. Couldyou letmeknow il youare available... Usecouldtomakepoliterequests: Couldyouletmeknowassoonaspossible? Couldyoucallme? I look forward to hearing from you soon. Formallettersusuallyincludea politefinal phrase.Otherexamples: I lookforwardtomeetingyousoon. Lookingforwardto yourreply. Pleasenotethat... Pleasenotethat...is a commonwayof introducingimportantinformationin a formalmemo. Pleasecoilinn thatyoucan attend. Otherformalpoliterequests: Pleasereplyassoonaspossible. PleasecontactmebyFriday. Dear all A commongreetingwhenanemailissentto a group.Othergreetings: Deareveryone Dearcolleagues Helloeveryone(informal) Notethatgroupemailscanalsobesent withouta greeting. l've attacheda copyof themenu... Otherwaysto indicatethatyou have attacheda file/filesto youremail. Hereis themenu. Thereportis attached. lf youwantto bemoreformalyoucansay: Pleasefindattachedthereportasrequested. Herewiththefilesyouaskedfor. Laurent,canyoumakethearrangements... Notehowwe askan individualto do somethingin a messagesentto a group. Usea comma(,)or a dash(-) afterthe person'sname; John,pleasecallmewhenyoureceivethis. Sonia- canyouforwardthismessageto Oliver. ffidilcnncct ,Egeau*eernailis international,ths differancssin BritishEnglishandAmerican ,Eng,liohSyles ers becomingfewar (US cmails may sometimesbe mors infomal than UX emsifs),,However,somsgEgtors suchasfnancial,bankingandlegalprefer formality.ln thcseeases,addresspeopleby their titlee,avoidcontractionsand slang,and beconciseandto th6 point.

Fractice 1 Match tlfe opening a DearSir b Fred d DearDrSomerset e Helloeveryone greeting with the most suitable close. h, (il Yoursfaithfully ii Allthebest i Bestregards ii Yourssincerely i Withverybestregards ii Seeyou i Yourssincerely ii Bestwishes i Yoursfaithfully ii Regards more informal. a u tr I T T I u.I T I T bi ii ci ii di ii ei ii 2 Tick the phrase in each pair which is a i HiFausta ii DearFausta fi ii Yourssincerely Regards Noproblem. Thereisnoproblem. I wouldliketo inviteyoutovisitouroffice. Comeandvisitouroffice. Pleaseconfirmthatyogcanattend. Letmeknowifyoycancome. Thanksforthedinner. I wouldliketothankyouforthedinner. Gomplete the sentences with a preposition. ExAtptE:I amveryinterested. ilt . comingtotheseminar. a llookforward ....hearingfromyou. b Wemet.. . .theShanghaiseminar. c l'dliketo makesomechanges.. . . theprogramme. d Thankyou.. ..yourmessage. e l'llseeyou ....M0nday.....3p.m. f Callme... .mymobile. g Therewillbea buffetlunch. . . . midday. h l'veattachedthefilesyouasked

Put the correct form, -ing or infinitive, in these sentences. ExlMpr"E:Please.gp.\-+iH..(confirm)thatyoucancome. a Canyou.. ... .(check)thebrochureforus? b l lookforwardto.... .. (receivelthedocument. c I enjoyed..... .(meetlyoulastweek. d MrLahtinenwillbe (visit)Helsinkitomorrow. e Couldyouletme. .. . ..(know)ifeverythingis0K. f Howdidthemeeting (go)yesterday? g I am (write)toaskyouforsomeadvice. h Thisisto.. ....(confirm)ourconversation. Match the two parts of the sentences. 1 l'mjustfinalising 2 Pleaseleteveryone 3 l'vejusthadamessage 4 Pleaseconfirmthatyoucan 5 Wemetrecently 6 John 7 | reallyenjoyed 8 | haveattached 6 Order the sentences into a An informal mesrage a I couldn'tfinditthismorning. b l'llbebackintheoffice c Goodmorning,lan. d Didvousendmethemaovest( a thefilesyouaskedfor. b fromHeadoffice. c cometothemeeting. d meetingyoulastweek. e thearrangementsfornextweek. f knowaboutthearrangements. g pleasemakethenecessaryarrangements. h intheLondonoffice. e Maija f Thefaxnumberis9505142. g Couldyoufaxit again. h laterthisafternoon. message. Didyousendmethemapyesterday?

e f g h a b c d A formal rnemo willvisittheofficeonFriday. Dearcolleagues Wewouldlikeeveryone Thisisto confirmthatMrTayama MarcusKerimov byWednesdayatthelatest. Pleaseconfirmthatyouareabletoattend tomeethiminRoom21at2:30. 7 You are the Human Resources manager in your company. You are organising a one-day conferenoe on 'Health and Safety'. Look at your notes below and then write a memo to all staff: O invitingthemtotheconference O givingallthedetailsoftheconference(subject,date,timeetc) O askingforareply O offeringtogivemoreiqformationifnecessary Write 4O-5O wolds, using the texts and notes in this chapter to help you.

OthaKrng Some usefrrl phrases. I haveseentheadvertisementonyourwebpage. Couldyoupleasesendmesomemoreinformation? Thankyouforyouremail. I haveattachedanapplicationform. Pleasereturnittous. Pleaseletmeknowifyouneedanyfurtherinformation. WearewritingtoinformyouthatweareorganisingameetinginTokyo. Canyoucompletethebookingform? Pleasetakealookatourwebsite. I lookforwardtohearingfromyousoon. Wewereveryinterestedtohearabouttheconference. WeareanestablishedcompanyintheUK. WeexporttoBrazil. LookingforwardtoseeingyouinToronto. I.. 9- \',

A first rgl An t3l MessagesI dontact fiom an indhlidual DearMs Giles {*r*,r{i*xi:*t*: iM,,gtLw :FlF and would like to apply for theg$,of InternationalMarketingManager.I'fd: cgti!3lt$.:irt,:liqqisqn. I would be gratefulif you couldsendme an applicationform andsomeinformationaboutthe post. Thankyou in advance. Yourssincerely Jean-LucReigniers acknowledgement DearJean-Luc T&rurkryutr$or your €meit I m Blead.&#anhrq$'i .i lfi *,ffiand informationaboutthepost,flt.,&tl#" Couldyoualsocompletetheattachedquestionnaireandreturn it to usby theendof theweek. I lookforward to hearingfrom yousoon. Bestregards SaraGiles HumanResourcesManager A rcply l5l . Giles Pleasefind attachedmy completedapplicationform and a copy of my SV for your information. l bch.furd.b yow n$y. Bestregards Jean-LucReigniers Ghasing up inlomation DearJean-Luc Thank youfor your recentapplication.However,wehavenotyetreceivedyour completed questionnaire.Couldyoupleaserefurn this assoonaspossible. Fffifu*l*hiffie,km.rrW*. Bestregards SaraGiles DearMs Giles Pleasefind attachedmy completedquestionnaire. f$'!illuffi1*i*ttr*,ii*S1*H* 08120745614if you need any further information. Lookingforwardto hearingfrom you soon. Bestregards Jean-LucReigniers A reply {-l

Nates I haveseentheadvertisementonyourweh page... Emailsgenerallyopenwittra clearpointof reference. Thanksforyouremail. Wemetattheconferencelastweek. I readyourrepoftwithinterest. ...post... Postisanalternativewordforjoborposition. I amcurrentlyworkingasaMarketing Assistantforapuhlishingcompanyin London. Sayingmoreaboutyourcurrentjob: I havebeenworkingasa SalesAdvisorsince May. I havebeenin theExportBusinessfor three years. I havebeena lecturersince2001. Thankyou lor your email. Thisis a standardresponseto anemail. Whenreceivinganemailfromsomeonefor thefirsttimeyoucouldalsosay: Thankyoufor yourinterestin ourcompany. Wewerepleasedto hearthatyouare interestedin ... I am pleasedto attach ouronline application form... Documentssentwithanemailareattached ratherthanenclosedastheyarewith a letter. Youcouldalsosay: Pleasefindattached... Pleasetakea lookattheattached file... Theattachmentswillgiveyoutheinformation youneed... ... as requested. Thisis a morecommonexpressionthanthe alternative: ... whichyourequested. ...cv... This is a documentgivingdetailsof your educationand past employment,usedwhen applyingfor a job. lt comesfrom the Latin: curriculum vitae. I lookforwardtoyourreply. This phraseis a standardpolitecloseto an email. Alternatives are: I look forward to hearing from you soon. I awaityour reply.(very formal) Pleaseletmeknowif youhaveanyqueries. This is a polite,informal endingto the message.You could also say: Pleasecontact us if you have any queries. A moreformal endingis: Pleasedo not hesitate to let us know if you requireanyfurtherinformation. Aueriesarequestions.Thesingular isquery. I apologisefor notsendingthisearlier. YoucoulUalsosay: I amsorryI didnotsendthisearlier. I'msorrylforgottosendit.(informal) Pleasecallmeonmymohile... Notetheuseof prepositionsin the sentencesaboveandbelow: Pleasecontactmeonextension232. Pleasevisitourwebsiteat www.filton.ac.uk. Youcanemailmeatjlreigniers@emiclidc.com. Erldil/Amrican d{tornco Bdtirh Amedcan I haveseenthe I sawtheadvertisement... advertisement... Note:AmericanEnglish apalogise cv usuallyus€stho simple pasttense. apologize resumE Noto:In Ameriean EnglishCVisucually ressrvedfol acaderlic applications. Flaasesallmaan Pleasecallmeonny ny nobile. cellphone. Pleasecontactme Pleasecontactmeat an extension82. extension232.

ilt$ssagFs2 liflr*trlu*ting to lnvllr Wu.ts e conhronccin Tokyo.Thiswill bean excellentopportunityto meet localsuppliersand agents. fkr&a.laot af ourw*rlto at www.iclwz.co.np where you will find details of lha @dricftca rdudub and our online registrationform. Pleasedo not hesitateto contactus if you requireany further information. Yourssincerely Minori Kishimoto ConferenceOrganiser A rrply DearMsKishimoto Wewerevery interestedto hearaboutt&e,foft&coming conf,erence in Tokyoad,,Miike to attrnd I ampleasedto attachour completedregistrationform andlookforwardto hearing from yousoon. Yourssincerely GuillermoRavallo A request for further information cl Wehavereceivedyourapplicationandarepleasedto informyouthatwe havereserved - andsomevideoequipmentfor you,asyou requestedon yourregistrationform. Oqdtl rul plrar tmd dr r fifty word *nnmary g,csnFany, for our conference handbook,!ildn and'CIf&i urftik Bestregards MinoriKishimoto ConferenceOrganiser Intr,oducing dre eompany A firct dontact from a eornpany DearMs Kishimoto Thank youfor your email.Hereis a suilnary of our companyfor thehandbook: |[{fh rs'c{H*:cffid cs@f in tb UK with overthirty years'experienceof providing managementtraining for theqMffidnS and narvice iildustries, Wecanprovidea rangeof faining programmes,otr-site, at a ysiltls in theUK, or online,at a competitiveprice.' I hopethis is acceptable.If not pleasedonot hesitateto contactme. lnoking forward to meetingyouin Tokyo. Bestregards GuillermoRavallo

Notes Wearewritingtoinviteyoutoa corrterence... ln formal written communicationsit is more common to usethe full verb form Weare writingrather than We'rewriting. Companies wiff also use Weratherthan /when contactingsomeonefor the first time. Pleasetakealookatourwebsite... An alternativeis: Pleasevisitourwebsite... Youwillfindourwebsiteat ... ... theconferenceschedule... Thisis a detailedplanof whatwill happen andwhenit willhappen. Notethatan itineraryisthedetailedschedule or planof a visitortrip. ... the forthcoming conference ... Somethingwhichis forthcomingwillhappen soon. ... and(wel would like to attend. Noticehow it is not necessaryto repeatwe inthissentence. ... a stand... At a conferenceor exhibitiona standis a smallareawherea companycandisplayits productsor giveout informationto visitors. Couldyou pleasesendusa ... summaryof your company... A moreformalalternativeis: Wewouldbegratefulif youcouldprovideus witha summary... A summarygivesthe mostimportantfactsin a briefway. ... by the endof theweek. Bytheendoftheweekis usedto saywhen exactlyyouwantsomethingdone. Other alternativesare: ... beforeFriday. ... onMondayatI a.m. ... withinthenext24hours. ... inanhour. Wearean estahlishedcompanyin theUK... Otherwaysto describea companycould include: Wearea largemanufacturingcompany specialisingin ... Weareoneoftheleadingproducersof ... Wearetheleadingexportersof ... ... manufacturingandsenice industries. Themanufacturingindustrymakesproductsto sellto customers,for examplecars, telephones,clothes, Theseruiceindustryprovidesservicesand adviceto customers.Forexamplebanks, travelagents,shops. ... on-site,.., On-sifetrainingiswhenthetrainergoesto thecustomer'sworkplaceto givethe training. ,.. venue... A venueistheplacewhereanevent(suchas a conferenceor meeting)takesplace. Brftish/ftneriean dllleruncce British a stand(tor conferences) American abooth;anexhibit experienceof...ing experiencein...ing organiser organizer programmes pr0grams {Note:ThisAmerican spellingof programsie usedin BritishEnglish but only to referto computerprograms.) venue InAmericanEnglish (not usedin this locationor sifewould way in American be moreusual. English) speciatising specializing

1 Gomplete the sentences with a preposition. EtoMptE:Wearea leadingexporter.gf. electricalgoods. a I amcurrentlyworking ...a FinancialAdvisor. b Iwouldliketo apply . . .thepositionofChiefExecutive. c I havebeenworking.........FramcosinceMarch. d I encloseanapplicationform . . . requested. e I wouldliketheworkcompleted. . .theendoftheweek. f Pleasetelephoneme. . . 003957234698. g Pleaseemailme . . . sjwood@uh2mx.comforanyfurtherinformation. h Wearea largemanufacturingcompanyspecialising . . . glassware. 2 Match the words with the correct definition. 1 stand i 0uestionsyouaskto getinformationorto check somethingistrueorcorrect. Fracti 2 itinerary 3 equipment 4 queries 5 post 6 venue IV V t .vi Thetoolsormachinesyouneedfora particularactivity. A smallareaata conferenceorexhibitionwherea companycanshowitsproductsorgiveout informationtovisitors. Theplacewhereaneventtakesplace. A detailedscheduleorplanofavisitortrip. A jobora positionina company. Fill in the gaps with words from the box below. "A*neomirf summary questionnaire on-site range producer service ExlrMITE:Wearepleasedto inviteyouto our.f.qrfh99.tflthg. conferencein 0hio. a Wecanarrangetrainingprogrammeseither. . . oronline. b Ourcompanyproducesawide . . . ofproducts. c Wearetheleading . . . ofcarsinGermany. d The . . . sectorincludesbusinessessuchasbanksandtravelagents. e Canyoupreparea short . . . .forthemonthlyreport. f Couldyoucompletetheattached.... .... andreturnitassoonaspossible.

4 Match the two parts of the sentence. I lfyouhaveanyquestions 2 | lookfonruard 3 Wearewriting 4 Wewereinterested 5 Pleasetakealook 6 Thankyou 7 Couldyouplease a to informyouaboutournextexhibition. b atourwebsite. foryourrecentapplication. pleasedonothesitatetocontactme. tohearabouttheconferenceinMadrid. sendmesomefurtherinformation. tomeetingyouinSeptember. c d e f g Put the sentences in the correct order. 1 Pleasetakea lookatourwebsiteatwww.conzfi.co.kr 2 Wearewritingto informyou 3 Pleasedonothesitateto contactus 4 whereyouwillfindfulldetailsoftheconference. 5 thatweareorganisinga conferenceinNewYork 6 Wewouldliketo invite 7 attheendofthemonth. I yourorganisationto attend. I ifyourequireanyfurtherinformation. DearColleague .?..We. ^y e.wrilih.q.to.inf prq4.y.ah. Yourssincerely JeorrgmiSeo

formfortheforthcomingexhibition.- 2 | wouldliketo applyforthepostof \ U Finance0fficer. Wehavenotyetreceivedyour completedapplicationform. Wewouldliketo inviteyouto our conferenceinLondon. 7 Read the email and notice below and then complete the booking form. Write a word or phrase or a number on lines 1 - 5. Equipment Booking Form Conference'l'itle (1) ... Nameof Organiser Equipmentrequired Date needed Venue From'ffi dl To: Jahn$mith Canyou completethe attachedEquipmentBookingForm for the conferencethat you are organisingand returnit to the Technical Department.I will do a short introductionso I will needa laptopand a projector.Checktheprogramme to see if we needany otherequipment. Let me know if you needany more informationfrom me. I will be in Room 412 all day today. Thanks. 6 Match the statement in A with the response in B. A 1 | attachourcompletedregistration B a Wewereinterestedto hearaboutthe conference,andwouldliketoattend. Thankyouforyourapplication.We havereserveda standforyouinthe mainhall. Thankyouforyouremail.I am pleasedto attachouronline applicationform. I apologisefornotsendingthisearlier. (21 (3) t4l (5)

Arran Some useful phrases. Wewouldbeverypleasedifyoucouldvisitourcompany. Pleaseletusknowyouravailability. AreyoufreeonMondayafternoon? Canyousendmea mapplease? l'veattacheda mapanddirectionstoouroffice. SeeyouFriday. I lookforwardto seeingyoutomorrow. l'veputtogetheranitineraryfortheChinatrip. I'mtakingthe7:30flightto Paristomorrowmorning. l'mwritingto confirmmyhotelreservation. l'msorry| wasn'tfree. l'vebeendelayedinParis. He'smissedhisflight. l'llbeawayfrommyofficeforafewdays. Itriedto ringyoubackyesterday. Thenumberwasengaged. l'llcallagaintomorrow

Arrant tn avisit Ar inYltetion Wewereinterestedto hearthatyouwill be in Japanfor theInternationalMotor Conference,and $tp, 4ii${*:*,*l*M,,,ff ,lliffitffi during your stayin Tokyo. Shtft-l|t,f**M,ffi andwe will arrangea tour of our factory. Wehopeto havetheopportunityof meetingyousoon. Yourssincerely Mr TaroSato DearMrSato f!x* ycs for tlta ia$ta,th$, ft*,rV,ilSt,W$.r,:Wffi$;I woutdbeveryinterestedin seeingyourfactory, asI haveheardexceltentreportsonyourlatestproductionlinetechnology. I wittbeavailabteon 6th Mayif this is convenientforyou. r&*&ftsd,to$lr *fl on. Yourssincerety MsG[oriaDunn A confirmation Hi John &$t,**rttry rls{r$dt!ot! on Friday May 31 at 10 a.m. lf you come to receptionand askfor me, I will meet you there. lf you needto contactme, pleasecall me on my mobile (07975639400). Ssrqym,ffiffi3 Regards Kevin Sending directions DearMissBromtey I ampleasedyouareableto visit uson 21st.$t*i$ f with directionsto ourkdtftll, in caseyouneedit. Pteaselet meknowwhenyouhopeto arrive. Whenyouarriveat the maingate,Securitywitt giveyoua visito/s pass.FdlifiS #iilf#ilffilt*SlffiiHl* whereI havereserveda carparkspaceforyou. Loohngforwardto meetingyounextweek. Regards JacobLetterman Ghasing up information DearMissBromley l'm justfinalisingarrangementsfor yourvisit.,ffils.lffii **{*;**.$ [ ffidi*$n; Bestregards JacobLetterman Replying to an inuitation

Notes ... wewouldheverypleasedif youcouldvisit ou company... Othersimilarphrases: Weareholdinga conferencein Londonand wouldbeverypleasedif youcouldattend. Wewouldliketoinviteyoutoanevening reception. Thisistheformallanguageof invitation. Moreinformalwaysto invitepeoplewouldbe: Pleasejoin usforlunchtomorrow. Wouldyouliketo visitournewfactory? Pleaseletusknow youravailability ... Thisisa formalwayof askingwhenyouare free.Youcouldalsosay: Whenwouldbeconvenient? Areyoufreeon Tuesday? Thankyoufor theinvitation to visit yourcompany. Thisis a formalreplyto an invitationfroma newcontact.Also: I wasverypleasedtoreceiveyourinvitation. A moreinformalreplywhenyouknowthe personwell: Thanksforinvitingme. Thanksfor theinvite. I look fonuard to your confirmation. Youcanalsosay: Couldyoupleaseconfirmthis? Canyouconfirmassoonaspossible? Justto confirmyour visit to us ... Thisisaninformalwayof confirmingdetails. A moreformalwayof sayingthiswouldbe: I amwritingto confirmdetailsofyourvisitto ourcompanynextweek. Seeyou Friday. Thisisaninformalendingto anemail confirminga plannedmeeting/visit.A more formalendingwouldbe: I lookforwardtomeetingyouonFriday. I amattachinga map... Detaileddirectionsareoftensentas attachments.lf directionsareveryshort,you couldsay: LeavethemotorwayatJunction14,turnlefton totheA37.Ourofficeis onemilealongthis roadontheleft. facility Thisisoftenusedto meanafactoryorthe placewhere a product is made. Followtheroadaroundto themainreception... Otherusefulexpressionsfor giving directions: Followthemainroadintotown,andyouwill findusontheright. StayonthisroaduntilyoureachtheHotel. Keepgoingstraight. Turnleftat thestation. Gostraightalongthecorridor. Doyouknow when you are planning to arrive yet? Moreinformal: Anynewsaboutwhenyouplantoarrive? Moreformal: Pleaseadviseyourarrivaltime. British/Ameriean difi elences British American Itried to ringyou I triedto callyou backyesterday. backyesterday. {Alsousedin British English.) Thenunberwas Thelinewasbusy. engaged. finatising finalizing Some difference* in giving directions Leavethematorway Leavethefreewayat atJunction14. exit14. Onemilealongthis 0nemiledownthis road. road. lDownalsousedin BritishEnglish) Downthehall. Keepgaingfor a block. Note:metricdistancesarenot usedin the US.Intownsandcities,distancesare expressedin blockstthedigtancebetween two streetsl. Alongthecorridor Aostraightfor100 metres.

]nent$ Anangifig an itinerary Simon flm. $flffi: &&U.for the Bertinmeeting.Doyouwantto travelwith him? il*i iffi*;St&s. on Wednesdaymorning,andthere'sa returnflight on Thursdayeveningat 17:00. 44t . a',@, t Letmeknowif this suits you. Hotty Gonfirming a reserration DearMs Tourelle i |l***i,tli*'ffi.cnmffd*ts*'ffimadebyphonethismorning,fortwosing|e rooms at the HotelSorbonneon May 26,for Ms Scheelenand Mr Moura. They will arriveat the hotel at about 7 p.m. and they would liketo have dinner at 8 p.m. Couldyou pleaseemail us a map and directions? Yourssincerely JamesEvans 1:e fif$trei ,'Can you let me know what you think about it? 1{1c,,qffi:*n]ffir{w*i,#sl$, Tuesday22 llftpa,ftom ffisr at 11:05on fliglrt llll$, arriving Manchester at 11'25 Afternoonvisit to Salfordsite Overnightstay at Hilton Hotel,Salford Wednesday23 Plnk up by company car at 08:flt All day visit to Newcastleon Tyne site Returnflightto Milandepartingat 17:05on flight 8467,arrivingat 19:20 Allthe best Michelle taking a booking Ghecking trauel arrangements DearDavid, $im&L:ffil*r*ftx*kit*tt: . lr. ,,re.pleqser !t**iffii[*lif*hic1 a ,.ffi,ontomorrow'sflighttoBerlin? HasFranzorganiseda companycarto collectmefrom theairport? kt meknow if thereareanyproblems. Thanks Jo