- •Introduction
- •Unit 1 First impressions count!
- •Think quality
- •Paper quality
- •Paper size
- •Headed notepaper
- •Continuation sheets
- •Setting out your letter
- •Sender’s address / outside address
- •Inside address / receiver’s address / recipient’s address
- •Surname known
- •Job title known
- •Department known
- •Company known
- •Order of inside address
- •Attention line / ‘for the attention of’ line
- •Salutation / opening greeting
- •Body of thr letter
- •Complimentary close / complimentary ending
- •Signature
- •Sender’s name
- •Sender’s office or department
- •Type of company
- •Mary Raynor
- •Board of directors
- •Address
- •Registered number
- •Per pro
- •References / reference code
- •Job title
- •Enclosures
- •Despatch method
- •Private and confidential / classification line
- •Subject title / subject line
- •Copies / copies line
- •Postscripts
- •Common letter layouts
- •Fully blocked layout
- •John Smith
- •Semi-blocked layout
- •17Th May 2000
- •Quotation for extension at 42 Botlcy Close
- •John Smith
- •Fully indented layout
- •Quotation for extension at 42 Botley Close
- •John Smith
- •A few words about envelopes
- •Addressing envelopes
- •Kettering
- •Sender’s address addresses on the envelopes
- •Abbreviated forms on the envelope
- •Writing well length
- •Too long
- •Too short
- •The right length
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning
- •First paragraph (introductory paragraph)
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations and initials
- •Numbers
- •Prepositions
- •Words to avoid foreign words
- •Ambiguous words
- •Vogue words
- •Titles, names and addresses
- •Unit 2 types of organizations
- •Organisational structure and communication
- •The purpose of organisation charts
- •Relationships in a business organisation
- •Rayco ltd
- •Unit 3 enquiry letters
- •Figure 19
- •Figure 21 Quotation of terms
- •Unit 5 follow-up and sales letters
- •Figure 23
- •Figure 24
- •Figure 25
- •Unit 6 orders and execution of orders
- •Figure 27 Order
- •Figure 28
- •Marking
- •Specimens of marks
- •Kent, clarke & co. Ltd
- •Figure 33 Advice of shipment to importer
- •Unit 8 letters of complaints
- •Unit 9 replies to complaints
- •Unit 10 overseas payments
- •Invoice
- •Figure 45
- •Bank draft
- •Bank transfer
- •Bill of exchange
- •Introductory paragraph (sender’s) address
- •Into English:
- •Hierarchy
- •Organization chart Rossomon plc
- •John sutton
- •Linda Gabbiadini
- •Padryg Burne
- •Unit 3 enquiry letters language practice
- •Unit 4 replies to enquiries language practice
- •Paper Products plc
- •16 Rushthorne Way, Bolton, Lancashire bl63 6sg
- •Unit 5 follow-up letters language practice
- •In stock out of stock under separate cover
- •Into effect (come into effect)
- •Unit 6 orders and execution of orders language practice
- •Inconvenience reference terms
- •In touch with in (your/our) favour of assistance
- •Unit 7 packing and despatch language practice
- •Packing
- •Goods and transport
- •International trade finance documents
- •In our/your own interest in due course on the way
- •In transit on arrival to the letter
- •Unit 8 letters of complaint language practice
- •In good time with the exception of on schedule
- •Issue passed reply
- •Unit 9 replies to complaints language practice
- •In advance up-to-date
- •Unit 10 overseas payments language practice
- •Talking about letters of credit
- •Importer
- •Importer’s bank
- •Barklays
- •Dispatch V., n.(dispatch method)
- •Receiver’s address
- •Recipient’s address
- •Unit 2
- •Unit 3
- •Unit 4
- •Unit 5
- •Unit 6
- •Unit 7
- •Unit 8
- •Unit 9
- •Unit 10
- •Post Office Giro (International Post Office Giro)
- •Postal order
- •Promissory note (p-note)
Managing
Director Dietrich
Hoffmeister Finance
DirectorJohn sutton
5 11
Human
Resources Director Marketing
DirectorLinda Gabbiadini
Padryg Burne
6 12
I’m responsible for everything when the boss is away.
My job is to give information to the public that will create a good impression of the company.
I’m responsible for the company’s sales budget.
I can consult you about last year’s development costs.
I’m in charge of people who try to develop new products and ideas and improve existing ones.
My job is to choose suppliers and agree contracts with them to provide the equipment, materials or services that are used by the company.
I have general responsibility for running the company on a daily basis.
I’m in charge of the process of making goods or materials.
I type letters, file papers and organize the work of the office.
I’m responsible for presenting, advertising and selling a company’s products in the best possible way.
I’m involved in choosing, training and taking care of employees in the organization, especially in helping them develop their skills and abilities in a way that will help the company.
My job is to keep or check the financial records of the company give financial advice.
Exercise 28. Choose the proper English equivalent for.
1 |
Production Manager |
a |
Керівник відділу закупок |
2 |
Works Manager |
b |
Керівник відділу кадрів |
3 |
Chairman |
c |
Директор з маркетингу |
4 |
Financial Director |
d |
Управляючий, керівник підприємства, заводу |
5 |
Overseas Sales Manager |
e |
Управляючий, керівник продажу на внутрішньому ринку |
6 |
Advertising Manager |
f |
Керівник з зв’язків з громадськістю |
7 |
Chief Accountant |
g |
Керівник виробництва |
8 |
The Board |
h |
Директор |
9 |
Purchasing Manager |
i |
Голова |
10 |
Personnel Manager |
j |
Фінансовий директор |
11 |
Marketing Director |
k |
Завідуючий (керівник) експортними операціями |
12 |
Managing Director |
l |
Керівник відділу реклами |
13 |
Home Sales Manager |
m |
Головний бухгалтер |
14 |
Public Relations Manager |
n |
Рада директорів фірми |
Exercise 29. Below you will see a chart showing the way in which a company could be organized. In some cases, a word is missing from the chart. Find the correct word from the following list. Use each word once only.
Accountant Control Manager Processing Administration Head Managing Recruitment Advertising Innovation Market Salaries Board Mail Personnel Stock
Exercise 30. Complete the organisation chart from the information provided. Two examples have been done for you. (Note that there are various ways of constructing an organisation chart. This is one of the most usual.)
Chairman
Departments each headed by a Director
Example of personnel in sales department
The Managing Director (sometimes called the Chief Executive, or President in the USA) is the head of the company.
The company is run by a Board of Directors; each Director is in charge of a department. However, the Chairman of the Board is in overall control and may not be the head of any one department.
Most companies have Finance, Sales, Marketing (sometimes part of Sales), Production, Research and Development (R & D) and Personnel Departments. These are the most common departments, but some companies have others as well.
Most departments have a Manager, who is in charge of its day-to-day running, and who reports to the Director; the Director is responsible for strategic planning and for making decisions.
Various personnel in each department report to the Manager. One example, present in almost all companies, is the Sales Representative, who reports to the Sales Manager.
Exercise 31. Read the text about BIOPAINTS INTERNATIONAL and draw the organization chart.
Philip, do you think you could tell us something about how BIOPAINTS INTERNATIONAL is actually organized?
Yes, certainly. We employ about 2000 people in two different locations. Most people work here at our headquarters plant and this is where we have our administrative departments, of course.
Well, perhaps you could tell something about departmental structure?
Yes, certainly. First of all, as you know, we’ve got two factories: one here in Perth, Australia, and the other is in Singapore. Lee Boon Eng is the other General Manager over there in Singapore.
And you are completely independent of each other. Is that right?
Oh, yes. Our two plants are fairly independent. I’m responsible to George Harris, the Production Manager, and we have to cooperate closely with Rosemary Broom, the Marketing Manager, and Dorothy Monks, the Sales Manager, who is accountable to Mrs Broom. Otherwise, as far as day-to-day running is concerned we’re pretty much left alone to get on with the job. Oh, and I’ve forgot to mention Finance. The Finance Director is Weimin Tan. She’s a very important woman and her task is to make sure the money side of things is OK. The accountants and such people report to her directly. Mary Meier is the Accounts Manager. There’s Personnel, too. But that’s quite separate. Deidre Spencer is the Personnel Manager and the Training Manager, Frank Milton, is accountable to her, of course.
What about Research and Development? Isn’t that a separate department?
Well, in terms of laboratories there are two, one at each production plant. But it’s a separate department and it has a separate head and that’s Dr.Tarcisius Chin.
Are there any other features worth mentioning?
There’s the Planning Department. Jao Fuong is in charge of that. And the Purchasing Department headed by Brian Scanlon. They are buying materials for the production.
And what about the Board of Directors and the Chairman?
They’re at the top, of course. I mean, a couple of the Executives are the Directors themselves. Reece Hatchitt is the Chairman. The Managing Director, of course. That’s Robert Leaf.
Exercise 32. Describe the typical management structure of a British company using the organizational chart:
Chairman
The Board of Directors The Board of Directors
Managing Director
Personnel Financial Marketing Production
Officer Director Director Director
Chief Sales Public Advertising Works/ Purchasing
Accountant Manager Relations Manager Factory Manager
Manager Manager
Exercise 33. Describe the typical management structure of an American company using the organizational chart:
President
Executive Board Executive Board
Senior Vice-President & Chief Executive
Vice-President Vice-President Vice-President Vice-President
Shipping Production Marketing Finance &
Administration
Production Production Director Export Sales Financial Personnel
Director Director Research & Sales Director Controller Manager
Europe N.America Development Director N.America