business correspondence essentials

8/2/2019 Business Correspondence Essentials

http://slidepdf.com/reader/full/business-correspondence-essentials 1/37

Business Correspondence Essentials

3.1 Introduction to Business Correspondence

Tasks

Work with partner and try to think of as many different types of

writing you might need to do while at work as you can. List thembelow:

Work with your partner again and write why you would use eachkind of letter:

Type of Letter Reason for Writing

“Knowledge of the elements andformats of letters is vital in order toproduce professional lookingletters.”



Part of a Business Letter

Date The date of a letter is the date the letter is written. The date is below thereturn address. It is also better to spell out the month in the dates in the

body of the letter in correspondence between countries that use differentstyles, dates can be confusing when only numbers are used.

U.S. style month/day/year January 12, 200501/12/05

Non U.S. day/month/year12 January, 200512/01/05

Inside Address The inside address contains the following addressee information:

Title, first name: Mr. Bill Rubin

Job Title: Vice President of Operations

Company Name: Garnet Educational services

Street Address: 1525 Dexter Avenue, suite 200

City State ZIP code. Seattle, Washington 98109

Salutations The salutation is the phrase, including the addressee’s name, which is usedat the beginning of a letter. Use a colon at the end of the name (DearBhathia:). There are three types of salutations:

Formal: Use formal salutation if you don’t know the person’s name. Examplesinclude: Dear sir or Madam and to Whom it may concern

Standard: This is the most common type of salutation in businesscorrespondence; use the person title and last name. Examples include Dear Mr. Simar and Dear Dr.Patel.

Informal: If you know the person very well, use his or her name. Examplesinclude: Dear Alexandra and Dear Jim.



Body The body of the letter tells why you are writing. There are generally fourparts to the body of a letter.

Opening: Give you reason for writing.

Focus: Provide details about why you are writing.

Action: Tell what will happen next.

Closing: Thank the reader.

Complimentary Close The complimentary close is the phrase you use after you end the body of theletter and before you sign you name. Like the salutations, there are three

types of the complimentary closes: Formal Standard and informal. Thephrases sincerely, sincerely yours, yours sincerely can be used with any typeof complimentary close. In addition, you can use yours very truly , very truly,Very cordially yours and very sincerely yours for formal complementarycloses. Cordially and Yours Truly are appropriate for informal complementarycloses.

Signature/Type Name The writer’s name and job title (or department) are typed at the bottom of

the letter. He or she then signs the letter directly above the typed name.Sometimes you will see two sets of the initials at the bottom of a businessletter. The first set is the writer’s and is capitalized. The second set is thetypist’s and is lowercase. A slash separates the two sets of initials.

Writer/Typist JP/rs

CC’s The letters cc stand for carbon copy. Carbon copy. Carbon copy is a type of

paper that was used to make copies before photocopiers and computerprinters existed. Today, a “cc:” tell us who else receive a copy of a letter,Note: cc: is not capitalized, and it is always followed by a colon (:)



These are the basic parts of a business letter.

Shoreham, Howe, Brander, Tate & AllenA PROFESSIONAL LAW COORPORATION

1363 Brandywine Center/Seattle, Washington 80775

PHONE: (206) 556-2979 / FAX: (206) 556-2980

April 1, 19_

Ref.: 4X73-I

Mr. Edgar O’Malley1516 Sunnyside WaySpring Harbor, WA 80776

Dear Mr. O’Malley:Sub :

Sincerely yours,

Attorney Name

LETTER

DATELIN

REFERENCE

INSIDEADDRE

This is an example of a business letter designed to illustrate thevarious elements, or parts, of a letter. This particular letter is in themodified Block format, but other formats may also be used. Most letterformats will accommodate the elements shown here.

The main different between formats is the placement of (1) thedateline and (2) the complimentary close and signature block. In boththe Full Block and Modified Block Formats, the complimentary closeand signature block align under the dateline, which begins either flushleft (Full Block) or dead center, to the right of center, or flush right(Modified Block). In the Semiblock format the date is commonlycentered, and the complimentary close and signature block need notalign on the dateline. In the Semiblock format paragraphs areindented.

COMPLIMEN TARY

SIGNATU

SIGNATUREIDENTIFICATION

ENCLOSURE

COPY

1pk

Enclosures (2)

Cc: Ms. Alice Reagan



Now cover the previous page and label the parts of this letter andcorrect the fifteen errors.

Polycomp Worldwide459-34 Grand hotel Avenue

Taipei Taiwan

August 15 20

Mr. Gilbert m RamirezVice President, marketingSoup and Salads Restaurant5632 Western AvenueLos Angeles, California 90026

Dear Mr ramirez

Your letter of March 15 arrived this morning

Tell us your travel plans and we’ll meet you at the airport?

We appreciate your interest in our company. I look forwardto your visit next month.

Sincerely yours

Bill Chang

Bill Chang

President



Business Correspondence (Letter Writing)

Business Letters typically contain the following features (although they maynot appear in the same letter):

• Opening and closing greetings

• Stating the reference at the beginning of the letter• Requesting

• Explaining the reason for writing

• Thanking

• Enclosing documents

• Apologising

• Expressing urgency

• Confirming

• Ending the letter (confirming remark)

1. Opening and Closing GreetingsThe opening The closing(if you don’t have a contact name)- Dear Sir or Madam - Yours faithfully

(if you know the name of the person)- Dear Mr. Jones - Yours sincerely

Mrs.Miss.Ms.

(if you know the person as a friend or a close business colleague)- Dear James - Best WishesAngel - Regards

2. Stating the reference at the beginning of the letter You can start either with:Subject: ________________________ Reference: ______________________ Re: ___________________________ Or an expression like:With reference to your advertisement in the Daily Globe,….

your letter of 25th

April,…..your phone call today,….

I thank you for your letter of 1st July.Further to our telephone conversation….

3. RequestingI would be grateful if you could…. Could you possibly…?I would appreciate it if you could… Could you please…? (more



informal)



4. Explaining the reason for writingI am writing to inform you that……

apply for…….request……enquire about…….

apologize for…….confirm……

5. Thanking Thank you for informing………We were pleased to know……..

6. Enclosing documentsWhen other documents are included with the letter, you can say:Please find attached…….

Enclosed…….

I am enclosing………

7. ApologisingI regret that……….. I am afraid that………..I am sorry that……. I apologise for……….

8. Expressing urgency……….at your earliest convenience……… without delay……… as soon as possible

9. ConfirmingI am pleased to confirm that…….I confirm that…… This is to confirm that……..

10. Ending the letter (closing remark)I look forward to hearing………. I am sure that…….. See you soon

(informal)I hope….. thank you for your help

Please contact us again if we can help in anyway

there are any problemsyou have any questions



Exercise 1Select expressions from the note section according to the prompts given inbrackets to complete the letter.

Phone 081 883 2555Fax 081 884 9345

J. Fisher The Personnel manager DJ Security service54 Smithson Ave.London E17 6TY

20 September 200_

Re: International Security Systems Workshop 5 November

Dear Ms Fisher

________________________________________ (explaining the reason for writing ),unfortunately we have to cancel our November workshop. However, we can include your officers in the October 8th workshop instead if this is convenient.

_____________________________________(apologising ) were unable to inform you of thischange earlier, and I hope you will be able to attend at the earliest date.

____________________________________ (requesting ) let me know __________ (expressing urgency) the names of your officers who will be attending the workshop onOctober 8th.

_________________ (ending ) your officers will find the workshop both useful and informative.

Yours __________ (closing )

T. Reading

T. ReadingTraining Manager

Rainbow Training Institute53 Bradburn CloseMuswell HillLondon N10 IPJ



Exercise 2Complete this letter which was sent in reply to the letter in exercise 1.

on on

23 September 200_

Training managerRainbow Training Institute53 Bradburn closeMuswell HillLondon N10 IPJ

Re: ______________________________

Dear _____________________________

____________________________________ five members of our officers will beable to attend the October workshop.

____________________________________ the names and addresses of the fiveparticipants. These are not the same five officers as were to attend the

November workshop.

____________________________________ you could send me five copies of theworkshop programme and maps showing the location of the institute.

____________________________________ meeting you on 8th October.

J. Fisher

J. FisherPersonnel Manager

Do Justice

Security Service54 Smithson



Exercise 3

TECHNOLOGY IN ENGINEERING CONFERENCE45 Broughton Street, Brighton

J. HigginsPurchasing managerZacron EngineeringUnit 5Hempstead Industrial EstateHemel Hempstead HP2 & FX 25 may 200_

Dear Mr. Higgins

We have the pleasure in inviting you to our annual conference. This year itwill be taking place at the Metropole Hotel, Brighton from 24 to 28 July.

We enclose the details of the conference, accommodation arrangementsand a temporary programme.Last year you gave a very interesting presentation on the subject of ‘Purchasing High Technology’. We would be very grateful if you wouldconsider giving us an update on this.

We would appreciate it if you could confirm your participation at yourearliest convenience.

Yours sincerely,

P. Matthews

P. MatthewsConference Organiser



Exercise 4

Write a reply to the above letter. Your reply should include the following: Reference to the above letter. Confirmation of your participation.

Request for more information about the programme. Apology for not being able to give another presentation (pressure of work-no

time for preparation)

A polite phrase to end the letter.Some parts of the letter have already been done for you.



3.2 Formal and Informal Language

What is the difference between the first and second word in these pairs?

get/obtain Thanks/Thank you I'll/I will job/occupation

Zacron EngineeringUnit 5

Hempstead Industrial EstateHemel Hempstead

Mr. P. Matthews Technology in Engineering Conference45 Broughton StreetBrighton BN25 1XL

1 June 200_

Dear Mr. Matthews

With reference to your letter of 25 may, I am please to ___________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ I would be grateful ___________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Unfortunately,

______________________________________________________________ ________________________________________________________________________ ________________________. I amafraid________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

Yours sincerely

J. Higgins

J. HigginsPurchasing Manager



about/with reference to

Informal English is often used between two people who work closely togetheror know another very well. Formal English is used when writing to someoneyou don’t know or don’t know very well.

Here are some side-by-side examples of differences between the twolanguage styles.



Informal

A college degree is a must.

Thanks for sending out theacknowledgement e-mails.

I got a brochure.

See if they can…

Lunch is n o problem

They haven’t gotten back to me.

Could you follow up?

….a buffet lunch would be OK.

Any other problems? Let meknow.

Please call customers whoordered this item.

Ask if we can substitute the bluepens.

We have those items on hand.

Formal

A college degree is an essentialrequirement.

I would like to thank you forsending the e-mails to the jobapplicants acknowledge thereceipt of their applications.

I received a brochure.

Would you please call them andask if they could…

They would be pleased to cater alunch.

They haven’t returned my call.

Would you be able to contactthem and determine what theyneed?

A buffet lunch would be fine.

If you have any other problemsyou would like to discuss, pleaselet me know.

Would you please call thosecustomers who ordered this item?

Would you please ask if it wouldbe possible to substitute the bluepens for the black pens?

We currently have those items instock.



Could you check it out?

They returned 4 manuals-oldeditions

I’ll check into it.

Check receivables.

See if we have received paymentfrom them.

Have other reminders gone out?

What next?

Wait for now.

I’m way ahead of you.

Also, don’t forget.

No problem.

The addresses were pulled on January 3.

Sorry to hear about the loss.

When you get a chance,

BTW

Would you please research theinformation?

They returned four manualsbecause the manuals

were out of date. I’ll investigatethe problem.

Would you please look over the listof accounts receivable?

Would you please determine if wehave received payment fromthem?

Would you tell me if otherreminder letters have been sent?

Please tell me if there is anythingelse you would like me to do.

Please don’t pay the invoice untilfurther notice.

I have already thought about thatand have put a plan into action.

There is one more thing toremember.

I have taken care of the tasks

already.

The addresses were retrieved fromthe data base on January 3.

I’m sorry to hear news about theloss.

If you have the opportunity,

By the way,



Match each phrase on the left with a phrase on the right.

The phrases below are typical of informal spoken English. Rewrite them assentences for a business letter. Some words have been given to help you.1. It's about that ad we saw in Marketing Monthly, (writing reference to

Informal (spoken) language

Thanks for your letter.

I’ve just seen your ad in…Can you tell me about?

because

5. Sorry, I can’t make the

meeting.

6. Here are…

7. What exactly do you need?

8. Just send the stuff back.

We’ll pay.

9. I’ve got some bad news.

There’s no more until next

month.

10. Good news! I’ve just

heard that…

11. There isn’t much left.

You better move fast.

12. If you’d like any moredetails, just left me know.

Formal (written) language

a.I am writing with reference to the

advertisement in…Due to the fact that.

Thank you for your letter dated March

14

Please find enclosed…

I am afraid I will not be able to attend

the meeting.

f. I would be grateful if you could send

me some information about

g.Please return the goods at our

expense.

h.We are pleased to inform you that…

i. Please let me know your exact

requirements.

j. If you require any further

information, please do hesitate to

contact me.

k.We regret to advise that our stocks

are limited. We advise customers to

order as soon as possible to avoid

disappointment.

l. Please note that our stocks are

limited. We advise customers to

orders as soon as possible to avoid

disappointed



recent edition) ____________________________________________________________

2. Can you send us something about what your company sells? (gratefulinformation range)

____________________________________________________________

3. Thanks for your letter of 12 March asking about what we sell. (dated /enquiring products)

____________________________________________________________

4. I have some bad news. I'm afraid your order is going to be late. (regret inform delayed)

____________________________________________________________

5. See you in Frankfurt next month! (look forward) ____________________________________________________________ The language in

the text below is informal, spoken English. Rewrite it in a clear, simple, positivestyle appropriate for a business letter. Keep the basic meaning of the original,but change the words and phrases freely.

Hi SueI got the letter you sent on March 2nd. You want the artwork by the 20th? You must be joking! If you want a good job it's going to take at leastthree weeks. You'll be lucky to get anything from us until early April.

Anyway, you haven't even paid for the last artwork we sent you! Weneed that money right now. You're not getting anything else until youpay.

All the best

Repeat the previous activity. Rewrite the text below in a clear, simple,positive style appropriate for a business letter.

Thanks for your letter—sorry I didn't get in touch until now. Well, aboutyour problem with the machine—it's not our fault. You obviously didn'tfollow the instructions—that's why it's broken.

You want to claim for it under your guarantee? No way! Don't youremember-you didn't renew your maintenance contract last year.

Anyway, someone from our Service Department will contact you sometime to talk about when our engineers are coming.

I'll be here if you want to chat.



Repeat the previous activity. Rewrite the text below in a clear, simple,positive style appropriate for a business letter.

I got your letter about our Italia kitchen tiles. You want to buy some,right? Great! Just one problem, we haven't got any tiles to send you. The

thing is, we're just getting so many orders. Things are going crazy aroundhere, it's just tiles, tiles, tiles.

Look, don't worry. I'll get in touch as soon as we get some more. I'msure it won't be long. Meanwhile, I'm gonna send you our latest brochure—you'll love it. It's full of great photos and you can see everything wesell.

Give me a call l if you want to. Bye.



3.3 Emails and Emails Vocabulary

Business initials and abbreviations Jacqui has received similar e-mails from two different people. What do the

initials and abbreviations in the second memo mean?

1.FYI

for yourinformation

7.ASAP

2.CEO

8.VAT

3. VP 9. n/a

4.

HR

10. PA

Inbox

Subject:

Sent:

Information Kim TodayUpdate

Jacqui, You should know that the boss has told both the personneland development directors to get the figures for the yearlyshareholders' meeting urgently. Some of the tax details arenot out. Could you get your secretary or someone to dothem? No problem?

Inbox

Subject:

Sent:

Information Kim TodayUpdate

Jacqui, The CEO has told the VPs for HR and R&D to get the figures forthe AGM ASAP. Some of the VAT details are n/a at themoment. Could you get your PA to do them? OK?



Electronic Mail (E-mail)FormatMany companies send messages both internally and externally throughtheir computers. These messages are called electronic mail or e-mail. E-mail is a fast and inexpensive way to communicate and a less formal

method of correspondence.

In addition to sending messages, you can attach an existing file, such asa word-processed document or a spreadsheet, to an e-mail message.

Parts There are usually five parts to an e-mail message. The sender's nameand the date and time are provided automatically by the computer. Thesender types in the e-mail address of the person receiving the message,the subject, and the message.

To: [email protected]:[email protected]: Business OpportunityDate: Mon, July 30, 20 — 9:00 a.m.

Dear Mary,Business Solutions is holding an open house on Friday. I think yourgroup would benefit from the information and networkingopportunities. I have attached the details of the meeting to this e-mail.

Hope to see you there.

Regards,

Susan

Business Solutions Open House

E-mail Guidelines

1. Don't send messages in all capital letters. Typing in all capital lettersshows anger or impatience.

2. Try to respond to e-mails immediately. Let the sender know you'vereceived the message. If you don't have time to respond completely,send a message saying when you will be able to respond.

3. Re-read your e-mails before you send them. Once they are sent, youcan't get them back. Be careful of your tone. The recipient may notunderstand that you are saying something in a humorous way, for



example.4. Write a short and specific description of your message in the subjectline.5. If your e-mail program has a spell-check feature, use it.6. Your message is not private. Other people can read it, either by

mistake or on purpose. Your reader could send it to other people. Becareful of what you say.7. Be careful and safe about the information you share over e-mail.8. Check your e-mail in-box frequently.9. Remember that not everyone has the same background as you. They

may not understand that Dr. Pepper is a soft drink or that Kleenex is atissue.

10. Be polite and professional. Try not to send e-mails that are very long.

There can be a big difference between the styles used for writing e-mailsand for writing letters. Often - but not always - e-mails are less formal.

Below is a table of different expressions used for writing letters and e-mails. Write each phrase below in the correct place in the table.

wbw

Re:

Dear Sam

Hi Sam

Sorry about...

Please...

...attached

I'm happy to

tell you...

With best

wishes

I should be grateful if you would...

Please accept our apologies for...

We regret to inform you...

Please find enclosed...

With reference to...

I'm afraid...

We are very pleased to inform you...

If you need more information, please do not

hesitate to contact us.

Let me know if you need more information.

Letters E mails

Greeting TopicRequestApologyDocumentationBad newsGood newsConclusion

1 Dear Sam3579111315

246810121416



Closing 17 18



Exercise 1Fill in the missing words in the three letters below. Choose from the box.

Let concerning delighted enclose faithfully

grateful

Writing sorry ask hearing please wishes

could regret assist

Dear AngelaThanks for your e-mail (1) concerning the exhibition in Anytown in August.We are (2) _____________ to hear that your company will be taking part and thatyou will address the opening conference. (3) ______________ you please (4)

_________________ us details of all delegates so that we can prepare securitypasses? We would also (5) _________ you to let us have details of the equipmentyou need for your presentation.

If you need any help with finding accommodation, we would be happy to (6)

_____________.

Best (7) __________

J Mates

Dear Sir/Madam

Your company has been recommended to us by a business associate and I am (8)

___________ to enquire about your translation services. My company has recentlyentered the export market and we need advertising material translated into Chinese,Russian and Turkish. We would be (9) ______ if you could send us your prices andterms of payment.We look forward to (10) _____________ from you.

Yours (11) __________ J Forms

Dear Mr. Kadenza

I was very

(12)

_________ to hear about your problems with the new super vacuum.I have investigated the complaint and I (13) _____ to tell you that the problem is theresult of faulty operation.I (14) ________ a copy of the inspector's report with this letter.If you require us to repair the machine, (15) ________ contact me at the number above.

Yours sincerelyA Body



Exercise 2

The company is in crisis. Below is a memo from the Chief Executive Officer. Fill

in the missing words in the sentences.

cut deal decide fixforecast launch

make play raise reach solve

We have to:

1. fix a meeting

2. _____________________ with a very difficult situation.

3. _____________________ the problem of fall ing sales.

4. _____________________ agreement about exactly what to do.5. _____________________ on a strategy.

6 . ______________________ a profit next year.

7. _____________________ a new product very soon.

8. _____________________ next year's sales.

9. _____________________ the prices of our existing products.

10. _____________________ costs and staff.

11. ____________________ a different role in the market in order

to survive. You can also:Arrange a meeting, call a meeting or organize a meeting



3.4 An Introduction to Report Writing

A. Read the example report below. When you finish, read the report a secondtime and decide whether the author thinks statements 1-5 are True orFalse.1. When revising your report you should keep the same headings and

sections. T/F

2. It is better to try to write grammatically correct sentences right from

the start. T/F

3. Reports are usually full of long phrases and complex grammatical

structures. T/F

4. Your writing style will depend partly on who will read the report. T/F

5. The passive emphasizes the action rather than who does the action. T/F

Writing Business Report1. Introduction

This short report summarizes the topic of writing business reports; It

discusses the Importance of organizing the report into logical sections. It

recommends some techniques for writing clearly and also considers

some important grammatical areas. The report-emphasizes that

planning and then rewriting several times is the key to successful report

writing.

2. Structure of a report The report you are now reading is typical of a short report: first an

introduction that describes the purpose and structure of the report, then

the body of the report, and finally some recommendations or conclusions.

Longer reports may have other sections such as a summary, table of

contents or perhaps appendices with extra, non-essential information.

Many in company reports have a standard format and so the writer does

not have to worry about the structure.

3. Sections and paragraphs

Reports are often about complex issues, so the writer has to organize thematerial very dearly into logical sections and sub-sections withappropriate headings. Deciding how to do this is probably the mostimportant step in report writing. Of course as you write you may moveinformation around and change your headings.



Within each section the material is divided, into paragraphs. Shortparagraphs help the reader to see the structure of the argument andunderstand the information. A simple rule is; one main idea, oneparagraph.



4. The techniques of report writing•Focus initially on the ideas, not the language and grammar. Leave

the language until the editing and rewriting stage. (Each versionyou write is called a draft).

•Use short phrases. Keep sentences brief and use simple grammatical

structures.Use an impersonal style. Focus on facts and only name individualswhen it is relevant.

•Present your points in a balanced way that shows you haveconsidered the arguments carefully.

•Keep the reader in mind. For example, a report written for a seniormanager might be respectful and polite, with suggestions for themanager to consider: A report for junior staff is more likely to use adirect style and have short sentences and statements rather thansuggestions.

5. The language of report writing

5.1 Linking wordsSentences and paragraphs need linking words to help the readerunderstand the structure of the argument. For example:First, .... Second, ... Finally, … a sequenceMoreover, ... / in addition to this, … adding another, relatedideaHowever, ... / On the other hand, … a contrast… due to... / Therefore, ... cause result

Linking words can also be used to show a personal attitude. Forexample, if you begin a sentence with the word Clearly what comes nextwill be obvious. If you begin with the word Apparently , you are indicatingthat you are uncertain of your facts.

5.2 Formal languageMost business writing is neutral and direct rather than formal. Three areasof grammar are useful when a more formal, impersonal style is needed.

They are:• The passive A decision is expected-by the end of the year.

20,000 new jobs were created in the financial sector last

year The final payment will be made in September.

•‘it’ + passive It is recommended that we reduce the trainingbudget by 10%.It should be emphasized that this data is onlyprovisional.It was suggested/agreed that we use a different supplier



• Compound nouns a planning meeting; a production planning meetingthe sales conference; the summer sales conferenceinsurance documents; transport insurance documents

Formal language like this is only used when it makes the report easier tounderstand. For example, in the second example above we do not knowwho created the jobs, so the passive is better. Similarly, in the sixthexample it is not important who, made the suggestion, so the passive isbetter. Compound nouns avoid the use of long phrases full of prepositions;'a meeting about the planning of our production',



5.3 Informal languageContractions like it's, we'll, there's and words and phrases typical of informal speech like big, OK, nice, no way , fantastic should not appear inreports.

ConclusionReports can be about many things: an analysis of a problem, a summary of a completed job the progress of a project, the results of an investigation.

There are few general rules, but remember that organizing the materialinto logical sections is the key. Finally, remember that the reader will bevery busy, so be brief and clear as possible.

B. Choose one of the topics below and write a mini-report.• Summary/evaluation of a newspaper/magazine article.• Summary/evaluation of this course up to now.• Summary/evaluation of a recent meeting/negotiation (in real life or on

this course).• Report writing in my job (types of report, objectives, audience,

preparation, content etc.).• Opportunities for tourism in my country.



3.5 Linking Words and Paragraph Structure

A. Linking words join one idea to another and help the reader to see how yourargument is developing. Underline five linking words or phrases in thisreport extract about Kalia, an imaginary country.

Now complete the table with the words you underlined.

Finally, the Kalian government is giving more control of economic

policy to the regions. For instance, foreign companies do not need a

license from the Industry Ministry. Moreover, these companies pay part

of their taxes directly to the region where they are based rather than

pay the whole amount to central government. On the whole this has

made investing in Kalia much easier. However some problems, like the

reform of agriculture, can only be dealt with at a national level.

Showing a sequence First Secondly After that

Talking generally In general Typically

Making a contrast On the other hand Nevertheless

Adding anotherpoint

In addition to this

Giving an example For example e.g.



B. Match each word or phrase from the left box with one from the right box.

Now complete the table by adding the ten words.

In fact i.eAs a resultIn particular

obviously

Therefore Actually That is to sayOf course above all

Giving real/true/surprisinginformation

As a matter of fact

Saying something is obvious Clearly

Giving the most importantexample

Especially

Rephrasing in a different way In other words

Giving a result/consequence For this reason



C. Choose the correct words in this report extract. Look carefully at thewhole context.

How to Cut the Time You Spend On Reports

Does information technology mean the end of paper in our offices? (1) In

fact/Moreover, the amount of paper used in business is slowly going down,

but not in all areas. (2) For this reason/In particular, the number of reports

actually seems to keep growing. (3) Clearly/Nevertheless some reports are

essential and need to be studied carefully, but (4) above all/in general

reports are only read very quickly, and some are never read at all.

What can you do to reduce the amount you read and write? (5) First/As a

matter of fact, see if each report is really needed. (6) That is to

say/However, ask yourself 'If this report was destroyed in a fire tomorrow,what would be the result?’. The answer might surprise you. (7) For

example/Second, keep your reports short and easy to understand. Can you

use a graph instead of text? Is the writing clear and simple? (8)

Typically/Above all, think of your readers: are you telling them more than

they need to know? One suggestion is only to circulate the summary and

recommendations. Your readers may miss some of the details, but (9)

especially/on the other hand if they want the full report they can ask for it.(10) In conclusion/Nevertheless, it is possible to save time on reports, but it

may mean there is less information in circulation.

D. Look at paragraphs 1-4 from a report about Kalia. The first sentence ismissing each time.

Investment opportunities in Kalia1 ..... The Government is liberalizing the economy and many nationalized

industries are being privatized. Inflation is finally under control andindustrial output is growing.

2 ..... Roads and telecommunications are being modernized and a newport is being built at the mouth of the Delta river.

3 ..... One of Kalia's success stories has been the growth of softwareexports, and leading multinational suppliers like Hewlett-Packard andAcer have strong Kalian partners.



4 ..... The reform process has slowed down in recent months as politiciansfear that their policies are becoming unpopular, particularly amongworkers in the large state-owned industries. There are also doubts aboutKalia's ability to generate enough electricity for its industrial sector.



Choose the best opening sentence for each paragraph from those in the boxbelow (two are not used).

• Thesentencesin the box

are calledtopic sentences. What is a 'topic sentence'?• In general, when do you start a new paragraph?

a However, there are still many problems ahead.

b Opportunities for investing in Kalia have never been better.

c High interest rates are not the only cause of the economic

recession.

d Rapid progress is being made in the area of infrastructure.

e Reform of the financial sector will be crucial to Kalia's

continuing development.

f The government has recognized the importance of

information technology.

business correspondence essentials

Documents