English for Electrical Engineers

E-Mail 2

To: P. Murphy

From: R. Jordan

Subject: Book Revision Project

Pat,

I have a book revision project if you're interested. The book is ‘Business Communication Made Easy’. It was last revised in 1998. Revision points would include:

Update form sections

Update samples and language in samples

Add section on e-mail

Add any communication strategies for new or changed situations

This would be work for hire. Turn around time is about 2 months (text in by Nov. 29). Fee is $3,600.

If you're interested, I'll overnight the book to you so that you can take a look at it. We need to have a contract on this by midweek.

Thanks, Rich

Abbreviation in E-Mails

2. Write a business e-mail.

1.3.2.Scientific Correspondence

1.Read and translate the following letters.

2.How are they arranged?

3.What information does each paragraph contain?

Contribution of Papers for Publication

March 17, 2013

Dear Professor Petrov,

We have started the publication of a new journal "..." in which we intend to deal with such problems as.... Since the journal covers extensively your field of activity, we hope that it will call your interest.

In this connection we cordially invite you to co-operate with us and would welcome any contributions from you, which come within the scope of the journal. Perhaps you could contact other people who would be willing to submit their papers, detailed abstracts and other

11

publications to our journal. I wish to thank you on behalf of the editorial board and myself for your co-operation.

In anticipation of your reply, I remain with kindest personal regards.

Sincerely yours,

Walter R. Winston Editor-in-chief

Invitation to a Conference

10th November, 2012

Dear Dr. Samson,

On behalf of the Academy of Sciences and the Organizing Committee of the 10th International Conference on.... I have the honour and pleasure of extending to you an invitation to participate in the work of Conference and to give a lecture at the Plenary Session covering your area of research.

An early reply to this letter would be appreciated.

Sincerely yours,

F.N. Frolov, Professor Chairman of the Organizing Committee

4.Write out the clichés which are used in these letters.

5.Write your own contribution of papers for publication and invitation to a conference letters.

1.4.Career Prospects

1.Match the words and expressions in the left column with their Russian equivalents in the right column.

2.Translate the following expressions into Russian

1)a demanding job; 2) a full-time job; 3) a parttime job; 4) a boring job; 5) clerical work;

6)manual worker; 7) a steady job; 8) a challenging job; 9) a 9-to-5 job; 11) a job interview.

3.Use words and expressions from the exercises 1 and 2 in your own sentences.

4.Read the curriculum vitae (CV) and answer the questions.

12

1.What is a CV?

2.How is a CV arranged?

Education and qualifications

2011 – MD in Media Studies, Bristol University. Expected 2013 2007 – 2011 BD in Media Studies, Bristol University

1997 – 2007 Beacon School, London

4 A levels: Drama; French; German; Maths.

Work experience

October 2009 – June 2010: Language assistant in secondary school in France. Taught English to large classes and small groups. Assisted with school drama production.

September 2007 – August 2008: Production assistant at Oordman and Associates Filmmakers, London.

June – September 2006: Tutor for Jacaranda Drama Workshop. Led group of teenagers of different backgrounds in dance and drama activities.

Skills

Languages: French – near native-speaker fluency; German (upper-intermediate). Good keyboard skills. Familiarity with Word, Excel and film editing packages. Clean driving licence.

Interests

Drama, both acting and directing; singing (was a member of university choral society). Regular volunteer at a local centre for the homeless.

4. Write your own CV in English using qualifications you already have or ones that you think you might get in the future. Use the CV given above as a sample for your writing.

13

5. Read and translate the Covering Letter.

Covering Letter

19 Strangelands Road

London

NE23 6ZB

Tel: 0207 337 34589

20 January 2013

Mrs F Hunter

Human Resources Manager

Timson Office Supplies

Unit 5 Males Industrial Estate

Cambridge CB7 9HD

Dear Mrs Hunter,

Senior Accounts Clerk

(1)I am writing to apply for the post of senior accounts clerk advertised in the Cambridge Evening News of 17 January.

(2)As you will see from my enclosed CV I am currently an accounts clerk in a mediumsized printing firm. In addition to my normal bookkeeping duties, I am responsible for invoicing and chasing up late payments. I also deal with credit checks on potential customers.

(3)I am committed to pursuing a career in management accounting and am currently studying for further professional qualifications by distance learning. I am particularly interested in your post as it would enable me to gain experienced of working in a larger company with the opportunities for professional training and development that it brings. In addition to my skills and experience as an accounts clerk, I would bring to the post a proven ability to deal successfully and tactfully with customers and clients.

(4)I am available for interview for the next three weeks. I look forward to hearing from you.

Yours sincerely, Fillip Patel Enc. CV

6.Which paragraph (1, 2, 3 or 4)

–states your purpose for writing?

–outlines your current job?

–says why you want the job?

–gives when you are available for interview?

7.Write out the clichés used in the Covering Letter.

8.Match the sentences beginning with the best endings and join them an appropriate preposition from the list below.

for in of to with

9. Write your own Covering Letter in English using qualifications you already have, or ones that you think you might get in the future. Use the Covering Letter given above as a sample for you writing.

Some Tips for Writing a Covering Letter

Beginning a letter you should start with Dear Sir or Madam if you don’t know the name of the person you are writing to. Start with Dear Mr / Mrs / Ms (Smith), if you know the name. Paragraph 1 Say which position you are applying for and how / where you heard about it. Paragraph 2 Make your current responsibilities relevant to the post you are applying for. Paragraph 3 It is very important to say what you can do for this company.

Paragraph 4 Give other relevant information.

End Dear Sir or Madam letters Yours faithfully and Dear Mr / Mrs / Ms (Smith) letters Yours sincerely

Language bank

Since graduating from …, I have …

I have extensive experience in (the field of …)

I consider that my qualifications and work experience could/might be of interest to the company.

If called for (an) interview, I would be available at any time convenient for you.

10.Respond to the commonly asked interview questions:

1)What could you tell me about yourself?

2)Why did you apply for this job?

3)Why did you choose this career?

4)How does your education or experience relate to this job?

5)How would you describe yourself?

6)What do you think are your strengths and weaknesses?

7)We have a lot of applicants for this job, why should we hire (appoint) you?

8)Which is more important to you: status or money?

9)Why do you want to leave your present job?

10)What are you most proud of having done recently?

11)What is your worst fault and what is your best quality?

12)Don't you think you are little young / old for this job?

13)What are your long-range goals / ambitions?

14)What excites you about the job you are doing?

15)How could you rate your present?

16)What type of work do you enjoy?

18)What sort of work do you dislike to do?

19)What do you hope to be doing in 5 or 10 years?

20)What salary do you expect?

15

11. Read and act out the following example of an interview.

Interviewing a Job Applicant

Interviewer:....Well, your CV seems pretty well up to the scratch. Now, I wonder, can you tell me more about yourself?

James Fischer: Um... well, I'm serious-minded, calm, though. I don't panic in a crisis and I enjoy working with all kinds of people.

Interviewer: What is it specifically about our company that attracted you?

James Fischer:...well, first of all, I want to leave my present employers because they are a small company. Yours is larger and you are a good company, I know. I believe, I'll have more score and opportunity in your company, and the work will be more challenging. I mean, quite a lot of what I do at present is quite boring, it's routine secretarial work.

Interviewer: And you'd like to move on?

James Fischer: Yes, if I could, you know, hopefully to a job that gives me more opportunity. Excuse me, can I ask you a question? I'd like to I know if I get this job, would I be able to work I abroad in one of your overseas branches?

Interviewer: Oh, yes, certainly.

James Fischer: Oh, good. That's what I'm interested in.

Interviewer: Mhm... I'd like to know what you consider your strengths and your weaknesses. James Fischer: Um....strengths and weaknesses? Well, I mentioned before, I think my sense of humour and my ability to work with all types of people is a particular strength. As for my weakness, I'm quite often dissatisfied with what I've done. I always think I can do it better, you know, in a different way.

Interviewer: I wouldn't call that a weakness. I'd call that a strength.

James Fischer: Well, that's good, well... I mean, apart from that I suppose I'm easily bored with repetition and routine work. That's why I want to travel.

Interviewer: Now... is there anything you'd like to ask me?

James Fischer: Yes, would the salary be reviewed at the end of the year? Interviewer: Yes, the salary is reviewed every six months.

James Fischer: Oh, that's good, yes.

Interviewer: Right. Well, thank you very much for coming to see me and we'll be in touch with you before the end of the week.

James Fischer: Good. Well, thank you for seeing me.

Interviewer: Goodbye.

James Fischer: Bye.

12.Work with a partner and discuss questions 1-2.

1.What are the key characteristics of an effective leader?

2.What differences might there be between leadership styles in established economies like those in Western Europe, Japan, and America, and emerging economies in Asia?

13.Read the text and compare your answers in 12.

What Makes an Effective Leader?

Professor D Quinn Mills Harvard Business School

Whether you are leading a team at work, captaining your local sports team, or in charge of a major company, your style of leadership is a critical factor in the success of your team. So what makes an effective leader? According to Professor D Quinn Mills of the Harvard

16

Business School, research shows that there are certain preferred leadership qualities that are common to all cultures.

In general, people appreciate leaders who appear honest and trustworthy. However, integrity is a complex idea, often determined by national culture, and what is considered honest in one society is not necessarily so in another.

Conviction – a strong belief in what you are doing – is a characteristic of leaders in all cultures, but how it is displayed can vary widely. Demonstrating a whole-hearted commitment to the success of your team or project is possibly more overt in America than elsewhere. However, a passionate leader with energy and enthusiasm – someone who can energize and inspire their team to succeed – is an asset almost everywhere. Similarly, in most cultures it helps to be a good communicator, to be people-focused and have well-developed interpersonal skills.

The ability to make good decisions quickly is something most cultures see as important. However, being decisive means different things to different people. European and Japanese leaders are the most collaborative decision makers, taking time to consult with colleagues and consider the options. This is typical of a more participative style of leadership. In contrast, Chinese leaders, for whom the typical role model is often the head of the family, are more likely to make decisions personally. This more autocratic approach tends to be typical of task-oriented, topdown leaders, where what counts is results – it is also frequent in American leaders.

Being adaptable is also an important quality; team leaders often need to be flexible in their response to changing circumstances. Similarly, the ability to delegate and to know when to be hands-off is also necessary.

There’s evidence that being able to show empathy – to understand the feelings, needs, and motivation of others – is increasingly seen as a key trait of effective leadership in the United States and Europe, and will become more important in Asia as companies have to compete for managerial talent in a global market. Related to this, certain Asian cultures value leaders who are self-aware and humble – the ability to know yourself and accept your limitations is often a trait of the most effective leaders.

14.Which leadership qualities are these people talking about? Match the adjectives

(A) or nouns (N) in bold in the text to quotes 1-12:

1.“I appreciate the way she isn’t at all arrogant, even though she’s so successful.” (A)

2.“Someone who isn’t afraid to make difficult choices – who can weigh up a situation” and commit to a course of action.” (A)

3.“He really understands us – he knows how we operate and what makes us tick.” (N)

4.“He knows his own mind and what he’s capable of – I like that.” (A)

5.“My teams are focused on the success of this project – they always give 100%.” (N)

6.“I love this business – it’s my life and I want everyone to know how great it is!” (A)

7.“You have to believe totally in what you’re doing – if you don’t, you won’t succeed.” (N)

8.“She’s not afraid to change direction if the circumstances demand it, but she always thinks through the implications.” (A)

9.“People have to know that you are principled, that you mean what you say, and that they can trust you to do the right thing at the right time.” (N)

10.“I believe in involving everyone in the decision-making process.” (A)

11.“He never interferes unless we ask for his input – he just lets us get on with it.” (A)

12.“She’s an excellent communicator – she gets on well with everyone.” (A)

17

15. Read the advertisement. Do you think this is an interesting job? Say why?

‘Granada Film’, part of the ‘Granada Media Group’, produces and co-finances a broad range of films for the UK and international markets, films including My Left Foot, Jack &Sarah Girls Night and the soon to be released Rogue Trade.

Due to expansion we are looking for a Finance Manager with film finance experience, good communication skills and the ability to work under pressure. The successful applicant will report to the Controller of Finance and will form an integral part of a closely knit team. Please, send the applicant form with the enclosed complete CV, to:

Alison Johns, Personnel Department, LWT, The London TV Centre, Upper Ground, London SE1 9LT. Closing date is Aug.7.

Regrettably we cannot reply to all applicants; however shortlisted candidates will be contacted within 4 weeks of the closing date.

16. Complete the paragraph:

‘Granada Film’ wants to recruit a (1)______ _________. ‘Granada Film’ is a part of the

(2)_________. The company (3) _________ and (4)___________ films. They want someone with the following experience and skills:

(5)________________

(6)________________

(7)________________.

She / he will join the finance team and report to the (8) __________________. To apply, send a (9)_______ and (10)____________ to the Personnel Department.

17. Make up an advertisement to find a new employee for your company.

1.5. Telephoning

Answering the phone

The person who answers the phone always starts the conversation.

In formal or business situations you usually give your name or the name of the company: Hello, Mary Wells speaking.

Good morning. IKI Industries. How may I help you? Who is calling, please?

Who would you like to speak to?

Stating the reason for a call

Hello. My name's...

I'm ringing to...

I'm ringing about...

I'm phoning because...

I would like to speak to somebody about an order. Could I speak to…?

Put me through to the Plant Manager, please. Hold the line, please.

Leaving and taking messages

I'm sorry, but Mr. Kroll is not in his office. Can I give him a message? Can I leave him a message?

Could you ask her to get back to me?

18

Asking for repetition

Sorry, I didn't quite catch that. Could you repeat that, please? Could you speak up a little?

Could you speak more slowly, please? Could you spell that, please?

Ending a call

informal: Thanks for your call. Bye now.

formal: Thank you for your call. / Thank you very much. Goodbye. Thank you for your trouble.

I hope to have been of help to you. You're welcome.

Not at all.

Have a nice day.

Answering machine

This is the answering machine of Schmidt &Со. If you wish to leave a message, please, speak after the signal. – Это автоответчик фирмы «Шмидт и Компания». Если Вы хотите оставить сообщение, пожалуйста, говорите после сигнала.

You have reached the answering machine of Schmidt &Co. You have rung outside office hours. If you wish to leave a message or would like us to ring you back, please, speak after the signal. Please, state your name, telephone number and reason for your call clearly. We will call you back as soon as possible. – Вы на связи с автоответчиком фирмы «Шмидт и Компания». К сожалению, Вы звоните не в рабочее время. Если Вы хотите оставить сообщение или Вам нужен ответный звонок, пожалуйста, говорите после сигнала. Назовите, пожалуйста, внятно, свое имя, номер телефона и причину звонка. Мы свяжемся с Вами при первой же возможности.

1. Number this jumbled conversation in the correct order. The first one has been done for you.

___I'll sign them this afternoon and send them back to you.

___Hello. My name's Beata Szlachetka. I'd like to speak to Katie Chapman, please. _1_ Good morning. IKI Industries. How may I help you?

___Hold the line, please. I'll see if she's in.

___Great. Thanks a lot.

___(pause) Hello. Katie Chapman speaking.

___Beata Szlachetka and I'd like to speak to Katie Chapman.

___Hello, this is Beata.

___Sorry, I didn't quite catch that.

___Hi, Beata. How are you doing?

___OK. Busy as usual.

___Fine, thanks. And you?

___Yeah, they came this morning but I haven't signed them yet.

___ I’m just ringing to find out if you’ve received the copies of the contract.

___ OK, there’s no rush.

2. Look at these expressions which are often heard or used when telephoning. Decide which are from recorded messages, and mark them with X.

1.Sorry to keep you waiting.

2.Pearson Travel. Christine’s speaking. How may I help you?

3.I'll get him to call you back as soon as possible.

19

4.Hold on a moment and I'll put you through.

5.Could you put me through to the accounts department, please?

6.Could you speak up a little?

7.We are unable to take your call at the present time. Please leave your name and number after the tone.

8.This is the Australian Embassy visa information line. The consulate section is open every morning from 10 o'clock to 1 o'clock.

3.Work in pairs. Take it in turns to be A and B, and make the conversation.

1.6. Negotiations

Во время формальных встреч с клиентами (customer meetings) переговоры проводятся напрямую по предложениям (offers) и условиям контракта (conditions / terms of contract). При этом стороны пытаются убедить друг друга, стараясь при этом не проявить бестактности.

Making offers

We were thinking of... / suggest...

The best offer we can make you is...

We could offer you a discount of 2% We grant a price reduction of 2% We can deliver the goods in 6 weeks

Our deal includes maintenance (техническое обслуживание)

Rejecting the offer

I’m afraid we cannot accept that.

We cannot agree to what you propose.

We had much better offers from other companies. You'll have to do better than that.

Conditions

If you shorten delivery, we could …. We may be able to... but only if you...

Provided you... we might...

We accept, on the condition that...

Winning time

That sounds fine but I'll have to confer with my boss first.

I should like to think this over. – Мне хотелось бы еще раз обдумать это. I'm afraid I don't have the authority. – Я не уполномочен.

I would like to discuss this proposal with my partner. I'm afraid I need some more information.

Reaching agreements

I'm pleased to say we agree.

I think we've finally come to terms (договориться) This seems a very reasonable offer.

We're in complete agreement with each other. We can sign the contract.

20