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Common PhrasesCommon Phrases

ContentsContentsBUSINESS ENGLISH COMMON PHRASES

ContentsContentsBusiness Letters

- Better Writing- Better Writing

- 10 Deadliest Words and Phrases in Business Letters

Job ResponsibilitiesJob ResponsibilitiesWelcoming VisitorsRequestingq gSpeaking in PresentationsUseful Phrases in Business Meeting

- Participating in a Business Meeting

Technical Report WritingThe right way to do things is not to try to persuade people you're right but to challenge them to think it through for themselves. ‐‐ Noam Chomsky

BUSINESS ENGLISH COMMON PHRASES

Business LettersBusiness LettersBus ness LettersBus ness LettersRequest for information

I am writing to inquire about . . .

I am writing in reference to . . .

Could you please send me . . .

I look forward to hearing from you.

Response to request

Thank you for your interest/inquiry

Enclosed is the information you requested.

If I can be of more help, please feel free to contact me at . . .

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Business LettersBusiness LettersBus ness LettersBus ness LettersSample Sentences: Requests

Could you please send me your most recent brochure?

Could you fax me the results of the market survey?

I would be very grateful if you could send me this information.

Sample Sentences: Goodwill

Thank you for your hospitality.

Congratulations on your promotion to General Manager.

I want(ed) to congratulate you on your new position.

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Business LettersBusiness LettersSample Sentences: Introduction of Product/Service.

Bus ness LettersBus ness Letters

I am writing to tell you about . . .

(Our new product) is coming out next month.

This product/service is designed to (help you) . . .

Sample Sentences: Reference

I am writing in regard to . . .

Please refer to the enclosed invoice/brochure.

Sample Sentences: Confirmation

I am writing to confirm . . .

I would like to confirm what we discussed last Friday.

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Business LettersBusiness LettersSample Sentences: Notification

Bus ness LettersBus ness LettersPlease be aware/informed that . . .

I would like to inform you of a recent policy change. I am happy to inform th t you that . . .

Your request for funding has been approved.

S l S t : Off i g A i t Sample Sentences: Offering Assistance

We would be happy to . . .

If e can be of assistance please don't hesitate to ask If we can be of assistance, please don t hesitate to ask.

Sample Sentences: Collection

Our records show that Our records show that . . .

Your monthly installment is past due. 4 of 7


Business LettersBusiness LettersBus ness LettersBus ness Letters• Using Tense Appropriately in Business Descriptions

Use simple past tense to describe something that wholly occurred at a specific time in the past:

I finished the Hollins project last week. (Specific time)p j

I have finished the Hollins project last week.

( p )

(Incorrect!)

Use present perfect tense to describe something that has been in effect from a p p f gcertain point in the past until now.

I met Mr. Flinders last year at a Convention in Little Rock. (Specific time)

I have met him since last year.

I have known him since last year.

(Incorrect!)

(Correct!)

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Business LettersBusiness LettersBus ness LettersBus ness Letters• Using Tense Appropriately in Business Descriptions (Cont..)

Use simple present tense to describe facts.

I work for IBS Corporation.

He is a sanitation engineer.

I am responsible for orienting new employees.

Use present progressive tense to describe ongoing projects.

I am developing new software.

We are building a new mall in East Heights.

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Business LettersBusiness Letters• Apologizing

Bus ness LettersBus ness Letters

I'm sorry.

Please accept my apologies. That's okay. N bl

I'm sorry. I didn't mean to . . . No problem.

• Prefacing bad news

I'm sorry (I have) to tell you this, but . . .

I don't know how to tell you this, but . . .

• (Formal) written apologies

We regret to inform you that . . .

Unfortunately, . . .7 of 7 Better Writing Better Writing


Better WritingBetter WritingBetter Wr t ngBetter Wr t ngOpenings:

Dear Sir Dear Mr

Dear Madam Dear Mrs

The standard opening for formal correspondence is Dear

Dear Madam Dear Mrs

Dear Sir or Madam Dear Ms

Dear Sirs

Thank you for your letter of [date] concerning I wish to draw your attention to the Thank you for your letter of [date] concerning I wish to draw your attention to the …

Further to our telephone conversation of [date] I wish to inform you that

I t ti di I iti t i f th t I am contacting you regarding I am writing to inform you that …

I am writing to complain I am writing to express my dissatisfaction with …

1 of 1 10 Deadliest Words… 10 Deadliest Words…


The 10 Deadliest Words and Phrases in Business LettersBusiness Letters

Here are the 10 phrases that you should avoid in using in business letters. Either delete or find substitutes:substitutes:

1. "Yours very truly" (also "Sincerely yours" and "Very truly yours"). You are not theirs. These closings are antiquated. Use "Sincerely”.

2. "Respectfully" - This closing has a solemn, It adds a somber tone and won't make the reader any happier about having his or her claim denied.

3. "Please be advised ...”You are "telling' or "informing." Save this phrase for the act of 3. lease be adv sed ... ou a e tell g o o g. Save t s p ase o t e act o giving of advice.

4. "Kindly" - "Please" works better than this old fashioned word.

5 "I have forwarded " "I am forwarding" In e mail "forwarding" does have a specific 5. I have forwarded... I am forwarding - In e- mail, forwarding does have a specific meaning: just use "send.“

6. . "Above-captioned" (also: "above referenced") - Any of these phrases tells the reader to stop reading roll his eyes back to the "RE line ”

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to stop reading, roll his eyes back to the RE line,”


The 10 Deadliest Words and Phrases in Business Letters

7. "Please do not hesitate to contact me." - It does portray its writer as blandly impersonal. Use: "please call me," polite with out the cliché connection.

Business Letters

impersonal. Use: please call me, polite with out the cliché connection.

8. "Please note that… A rather schoolmarmish tone ( "Now, pay attention!") I'd omit the phrase.

9. "Enclosed please find." - There's nothing to "find." Use "enclosed is..." or "I've enclosed.“

10. "Under separate cover" - When you write, "I am sending you this "under separate cover," you are perpetuating a formalistic and old fashioned phrase.

2 of 2 Job Responsibilities Job Responsibilities


Job ResponsibilitiesJob ResponsibilitiesJob Respons b l t esJob Respons b l t esWhat do you do (in your job)? ( )

What is your main job?

What are you in charge of?

I am in charge of ---------.

I am responsible for --------.

I take care of ------.

I mainly ----------.

I repair ----------.

1 of 1 Welcoming Visitors Welcoming Visitors


Welcoming VisitorsWelcoming VisitorsWelcom ng V s torsWelcom ng V s torsWelcoming

Welcome to (Cando Enterprises). Welcome to (Cando Enterprises).

Welcome to (London). I'm (John Taylor).

Meeting someone you don't knowMeeting someone you don t know

1. (Patricia Murphy)?

Hi, I'm (Kevin Chen of Myotex Industries).Hi, I m (Kevin Chen of Myotex Industries).Welcome to ( ).

2. Are you (Mr. Blanks)? Yes, I am. Yes, I am.

I'm (Jane Placid. (We talked by telephone.))Welcome to (Sydney.)

It's nice to meet you in person.

1 of 1 Requesting Requesting


RequestingRequestingRequest ngRequest ngInformal

Please . . .

Would you please . . . .

Could you possibly . . .

Would you mind (Verb + ing) . . .

Formal

Could I ask you to . . .

Would you mind if I asked you to . . .

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RequestingRequestingRequest ngRequest ngMaking Appointments

I'd like to make an appointment with (Dr. Bill).

I'd like to schedule a meeting with (Ms. Terry).

Could I schedule a time to meet with (Mr. East)?

What time is best for you?

Would (9:00) on (Thursday) be okay?

His schedule is open (all day Monday)His schedule is open (all day Monday).

Dr. Itup will be away (until Friday).

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RequestingRequestingRequest ngRequest ngMaking Appointments (cont…)

Will (Mr. Rodgers) be in (tomorrow)?

Is he (available next Wednesday)?

Sorry, (her/his calendar is full on Monday.)

He doesn't have time on (Tuesday)He doesn t have time on (Tuesday).

How about (Friday at 4:00)?

Thursday (at 10:00 will be fine).

Okay. (Tuesday morning at 9).

(Monday at 8:00) is (not good for me).

3 of 3 Speaking in Presentation Speaking in Presentation

BUSINESS ENGLISH COMMON PHRASESSpeaking in Speaking in P t tiP t tiPresentationPresentation

Introduction

(Good morning, afternoon, evening)

I'm glad to have this opportunity to . . .

Today, I'd like to talk (to you) about . . .

My topic today is . . .

Main points

Let me start by . . .

First, let me tell you about . . .

I've divided my topic into (three) parts: (They are . . .)

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BUSINESS ENGLISH COMMON PHRASESSpeaking in Speaking in P t tiP t tiPresentationPresentation

Giving examples

For example,

For instance,

Let me illustrate,

To illustrate,

Conclusion

In conclusion,

To conclude,

To summarize,

To sum up,

2 of 2 Useful phrases in Business Meeting Useful phrases in Business Meeting


Useful Phrases for Running a Business MeetingMeeting

Interrupting

May I have a word?

Excuse me for interrupting.

May I come in here?

Giving Opinions

I (really) feel that...

In my opinion...

Asking for Opinions

(name of participant) can we get your input?

How do you feel about...?

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Commenting on Other Opinions

I never thought about it that way.

Good point!

I get your point.

I see what you mean.

Agreeing with Other Opinions

Exactly!

Disagreeing with Other Opinions

Up to a point I agree with you, but...

That's (exactly) the way I feel.

I have to agree with (name of participant).

(I'm afraid) I can't agree

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Advising and Suggesting Requesting Information

We should...

Why don't you....

I'd like you to...

Would you mind... I wonder if you

How/What about...

I suggest/recommend that...

Clarifying

Have I made that clear?

Let me put this another way...

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Keeping the Meeting on Time

Well, that seems to be all the time we have today.

Please be brief.

I'm afraid we've run out of time.

I'm afraid that's outside the scope of this meeting.

Let's get back on track, why don't we?

We'll have to leave that to another time.

Are we ready to make a decision?

4 of 4 Participating… Participating…


Participating in a business MeetingMeeting

The following phrases are used to participate in a meeting. These phrases are useful forexpressing your ideas and giving input to a meetingexpressing your ideas and giving input to a meeting.

Getting the Chairperson's Attention

(Mister/Madam) chairman(Mister/Madam) chairman.

May I have a word?

Giving OpinionsGiving Opinions

I'm positive that...

I (really) feel thatI (really) feel that...

In my opinion...

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Commenting

Good point!

I get your point.

Agreeing

I totally agree with you.

Exactly!

I have to agree with (name of participant).

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Disagreeing

Unfortunately, I see it differently.

(I'm afraid) I can't agree

Advising and Suggesting

We should...

Why don't you....

How/What about...

Clarifying

Let me spell out...

Have I made that clear?

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Requesting Information

Please, could you...

Would you mind...

Asking for Repetition

I didn't understand that. Could you repeat what you just said?

I didn't catch that. Could you repeat that, please?

I missed that. Could you say it again, please?

Asking for Clarification

I don't quite follow you. What exactly do you mean?

Could you explain to me how that is going to work?

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Asking for Verification

Do you mean that...?

Is it true that...?

Asking for Spelling

Could you spell that, please?

Asking for Contributions

What do you think about this proposal?

Would you like to add anything, (name of participant)?

Are there any more comments?

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Correcting Information

Sorry, I think you misunderstood what I said.

I'm afraid you don't understand what I'm saying.

That's not what I meant.

Keeping the Meeting On Target (time, relevance, decisions)

We're running short of time.We re running short of time.

Let's get back on track, why don't we?

Why don't we return to the main focus of today's meeting.

We're beginning to lose sight of the main point.

6 of 6 Writing Technical Report Writing Technical Report

BUSINESS ENGLISH COMMON PHRASESWriting Technical Writing Technical R tR tReportReport

Technical writing is an important skill for engineers. A report is written for a specific audience.

Thus, it is important to first identify the intended audience (e.g., a supervisor as compared to a

colleague) and to recognize the type and order of information the reader is seeking.

Brevity and clarity are important and the report should be easy to read. All reports should be

written in the third person (e.g., use "the pressure was measured..." instead of "we measured the

pressure...").

If possible, have a friend read the report for grammar, style, spelling, clarity, and typographical

errors. Make sure nouns and verbs agree.

(Please see the report format on the next slide).

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BUSINESS ENGLISH COMMON PHRASESWriting Technical Writing Technical R tR tReportReport

TECHNICAL REPORT FORMAT

1. TITLE PAGE

2. ABSTRACT

3. TABLE OF CONTENTS

4. INTRODUCTION

5. BRIEF STATEMENT OF OBJECTIVE OF THE PROJECT.

6. BRIEF OVERVIEW OF SYSTEM MODEL, APPROPRIATE BLOCK DIAGRAMS AND PARAMETERS.

7 DISCUSSION OF RESULTS ( ll l t d t bl i l d d i th t t b di d i th 7. DISCUSSION OF RESULTS (all plots and tables included in the report must be discussed in the text).

8. CONCLUSIONS AND LESSONS LEARNED.

9. REFERENCES

10. APPENDICES

2 of 2 End of PresentationEnd of Presentation


The test of a first‐rate intelligence is the ability to hold two opposed ideas in the mind at the same time, d till t i th bilit t f ti F S tt Fit ldand still retain the ability to function. ‐‐ F. Scott Fitzgerald

The most difficult thing in the world is to know how to do a thing and to watch someone else doing it wrong, without commenting. ‐‐ T.H. Whitewrong, without commenting. T.H. White

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