Giáo trình Written English for business - Cẩm nang xử lý văn bản Anh ngữ thương mại: Phần 1

C sacs |NG XU.LY VAN BAN aon ( -: |ÊU THƯƠNG MAI ĐẠI HỌC THUY SAN | | CB St105A ‘i an Ệ THUW WIEWOALHO TITHUY SAN an ị :Đinh 2000002255 aie Fests Kim Quốc Bảo G VIÊN ĐẠI HỌC ĐÀ LẠT KHOA NGOẠI NGỮ) NHA XUAT BAN THONG KE BUSINESS re - WRESTEN PENGLISH FOR gia : ALAN STANTON be : (SH no mt nO PE A uum! ` CAM NANG XU LY YĂN BẢN ANH NCỮ THUONG MAI (Danh cho sinh vién khoa QTKD tiếng Anh chuyên ngành Thương mại) Giới thiệu giải : ĐINH KIM QUỐC BẢO NHÀ XUẤT BẢN THỐNG KẼ Giáo trinh WRITTEN ENGLISH FOR BUSINESS cé thé xem cẩm nang thu nhỏ nhằm giúp bạn giải số khó khăn mà học viên sinh viên học tiếng Anh thường gặp xử lý loại văn khác ngôn ngữ kinh doanh Trong giáo trình bạn gặp hầu hết loại văn thường gặp thương mại - THƯ TÍN - MEMO - BẢNG BIẾU - BIEN BAN - BÁO CÁO v.v Giáo trình biên soạn cách đơn giản hiệu quả, bao gồm phần sau : - Tình - Từ vựng - Hướng dẫn cách xử lý viết - Bài mẫu phê bình mẫu - Tóm tắt lỗi sai thường gặp - Bài tập - Lời giải để nghị cho tập quan trọng Với phương pháp trình bày trên, giáo trình thích hợp cho việc học lớp hay tự học Đây giáo trình hữu ích bạn muốn luyện thi chứng tiếng Anh Thương Mại Quốc tế BEC, LCCI v.v Kính mong nhận ủng hộ góp ý kiến chân tình bạn doc ĐINH KIM QUỐC BẢO CONTENTS Introduction † How to use this book .-nu TH ng What the examiner is looking for . c se sec Question Memo LG TQ HT HT TT TT ng nga khen Question Reading comprehension -Q nQnn sec 27 Question Graph and chart reading - S.cc 47 Question Reading and filling forms -LS cv nen re 60 Further practice questiOns - KC uc h4 co 72 81 INTRODUCTION | HOW TO USE THIS BOOK This book English for question in for each of e may be used in class, or for individual study It shows you past Business First Level paper, and then takes the four types of the paper in turn This is how you can use the different sections the four questions: Read the Sample Question Read the’ Approach to the Sample Question Write your answer with the Sample Answers and Comments Read the Summary of Common Errors Answers the Further Practice questions, covering the answers until you have completed it For further practice, you might then answer the questions at the end of the book, and finally attempt the complete past paper at the end of this Introduction Other past papers can be obtained from the London Chamber of Commerce Examinations Board, to enable you to practice not only individual questions but also the effective use of time under examination conditions WHAT THE EXAMINER IS LOOKING FOR What is the examiner looking for when marking an English for Business First Level paper? Through out the paper, there is a greater emphasis on comprehension rather than production of English Apart from Question 1, candidates not have to write a great deal: what is needed is careful reading of instructions and accurate execution of the tasks set There follows an analysis of each question-type QUESTION | This is memo or letter within or between business organizations It is important to know the layout of memos and letters well, and not to confuse the two This question is only one which requires continuous prose The examiner grammar awards and marks punctuation for appropriate Most important, style in addition however, is to to accurate achieve the objective set: if the task was to inform people of a meeting, you will not get good marks for omitting vital information such as time, place, and date, even if you have made few errors in your use of language QUESTION The examiner is looking for brief, accurate answers to questions on the passage Comprehension is more important than production of accurate English here In particular, you should be able to connect information which in different parts of passage QUESTION The idea is to “look and think”; using the graphic, numerical or quantitative display and interpreting from it in order to give brief answers to the question In many cases, your answer will be a number or percentage; you will certainly not need full sentences QUESTION This is a “look and write” task The examiner is jooking for the ability to understand and complete a chart, form, or diagram or to re-order given information and data PHAN I QUESTION | uo All Từ vựng : - To hold a conference - Annual (adj) - Sales conference - Sales staff - Regional office - Sales Manager - Opening speech - Layout (n) - On behalf of - Business like (adj) - Operations Manager - Schedule (n) Purchasing Director Enthusiasm (n) Optimism (n) - Identity dadgel - Conference folder - Hotel foyer Tổ chức hội nghị Thường niên, hàng năm Hội nghị nhân viên bán hàng Nhân viên bán hàng/ vụ Văn phòng khu vực Giám đốc vụ diễn viên khai mạc Cách trình bày đại điện cho Mang phong cách thương mại Giám đốc phận giao dịch Lịch làm việc Giám đốc Mại vụ Sự nhiệt tình Sự lạc quan Thẻ nhận diện Bià đựng hồ sơ hội nghị Tiền sảnh khách sạn | SAMPLE QUESTION TINH HUONG MAU In about four months’ time your company will hold its annual one-day sales conference in the capital city of your country All sales staff from regional offices will attend You have attended several planning Situation : - meetings for this conference and you know ail the details that have been decided so far You also know that, after the Sales Manager's opening speech, information about new products will be given, followed by regional sales reports in the afternoon Tình huống: Vào khoảng tháng công ty bạn tổ chức hội nghị vụ thường niên vòng ngày thành phố thủ Tồn nhân viên vụ từ văn phòng khu vực dự Ban tham dự nhiều họp trù bị để chuẩn bị cho đại hội bạn nắm tiết định lúc Bạn biết rằng, sau diễn văn khai mạc Giám đốc Mãi vụ phần giới thiệu sản phẩm mới, sau buổi chiều thời gian dành cho báo cáo khu vực Task: Write a memo, on behalf of the Sales Manager, to all Sales Staff, giving preliminary information about the sales conference Make sure that you include information about: Nhiêm vu: Thay mặt cho Giám đốc Mãi vụ, viết thư ghi nhớ (thư thông báo nội bộ) gửi đến toàn nhân viên vụ, cung cấp thông tin xếp cho hội nghị Hãy đoan bạn cung cấp đầy đủ thông tin : (a) date (a) Ngày tủ Pansport arrangements (c) Nơi tổ chức (b)time (b) Giờ (e)arrangements for meals and | 9) Sắp xếp việc đưa đón accommodation (e) Sắp xếp việc ăn uống chỗ (f) reception details ( Các tiết việc đón tiếp (g)a brief timetable of the day's | (8) Lich lam việc vấn tắt ngày hội nghị events Note : You may make up any appropriate information Chú ý : Bạn sáng tạo thơng tin thích hợp Set the memo out appropriately Viết memo thích hợp APPROACH CACH xU LY Question may be either a memo or letter The layouts of these types of communication are quite different Tình mẫu số xử lý memo thư Cách trình bày hai loại văn khác nhiều MEMO LAYOUT CÁCH TRÌNH BÀY MEMO THƯ GHI NHỚ Người gửi : Người nhận: MEMO From: Ngày : _ Về việc : (or MEMORADIUM) Date: To: Subject MEMO From: (or MEMORADIUM) Coie: Subject: WRITING THE MEMO CACH VIET MEMO Check whether the question asks you to write as yourself (in which case you can use your own name), or on behalf of someone else, using their name The From section can be completed in various ways: From: AJK From: A J kenning From: Aj Kenning, Accounts Manager e© _ Kiểm tra xem tình yêu cầu bạn viết với tư cách cá nhân (trong trường hợp bạn dùng tên bạn), hay đại diện cho người khác Phần người gửi viết theo nhiều cách Người gửi : AJK Người gửi Người gửi : AJ Kenning : AJ Kenning, Trng phịng Kế tốn The memo may be to a person, identified by name or job title (or both) or to a group of people: : To: BWS To: Mrs B W Shephard To: Mrs B W Shephard, Office Manager To: Office Manager To: All office Staff e - MEMO gửi đến người, đuợc xác định tên riêng hay chức vụ, nhóm người Người nhận :BWS Người nhận : Bà B.W Shephard Người nhận : Bà B W Shephard, Giám đốc văn phòng Người nhận Người nhận : giám đốc văn phòng : Bộ phận nhân viên văn phòng The date will normally be the date of the examination something in the question indicating a different date unless there is © Ngày tháng tùy thuộc tình có, khơng ghi ngày tháng bạn viết memo Before you write your final answer, make a note on rough paper of the points to make in the memo The sample question invites you to ‘make up any appropriate information’ Do this first Then group the points logically into paragraphs, and arrange them in the best order Three to six paragraphs are usually appropriate: the memo should not be one long paragraph, nor should there be one paragraph for every little point In-some cases — especially if describing procedures or giving instructions — it can be helpful to number the o paragraphs ¢ _ Trước bạn viết chính, ghi lên giấy nháp tất điểm để cập đến memo Trong tình mẫu bạn phép sáng tạo thông tin hợp lý Hãy làm điều - Out of date : lac hau, 16i thời - Provisional (adj) : tạm thời - To indicate : ra, cho biết ~ To tend to - To analyse : có xu hướng : phân tích - In terms of : khiá cạnh - Work force - Retired people : lực lượng lao động : người nghỉ hưu - Primary school : trường tiểu học - Census (n) Situation: You population structure information Task: : điều tra đân số have been asked to provide a Sưmmary of the and distribution in East Yorkshire, using statistical Using the information in the table, fill in the spaces in the paragraph below Your answer may be a word or a number Note: A parish is a number of villages grouped purposes for administrative There are (1) females than males in the population of east Yorkshire (2) Of the population are under the age of fifteen and nearly the (3) number have retired Housewives make up approximately 16 (4) cent of the population The number of full-time workers is not known but if we include part-time workers then the working population numbers (5) tosses if we look at the latest figures, it appears that since 1971 the total population has (6) by (7) to 81,400 There are ‘four towns ‘in ‘East “Yorkshire, the smallest of which is (8) KH- ng ky yvy Approximately (9) people live in these towns The (10) of thepapulation Thlive in villages, which are grouped into parishes In the list the (11) parish is Stambord Bridge and Fangfoss has the (12) population Not (13) Đà the parishes are listed here ~ there are another (14) "— ) (18) MÍh (1Ư) inhabitants than the ones on the list The larger parishes include villages where there are schools and (17) MRÍCh attract peopie from the (18) we vilages T‘These figures may n not be@ totally reliable because some ‘are (19) ¬ and (20) are out of date 77 Current Population ` Provisional figures (1987) indicate that the popuiation of the Borough of Each Yorkshire is 81,400 Towns Lager Parishes Bridlington Driffield 30,960 9,600 _Bempton Flamborough 930 1,960 Pocklington 6,040 Beeford Hutton Cranswick Kiham Middleton-on-the-Wolds Nafferton North Frodingham Netwang Bamby Moor ~ Bishop Wilton Fangfoss Melbourne Stamford Bridge Sutton-upon-Derwent Wilberfoss 810 1840 890 820 1,820 730 650 950 470 360 550 2,780 410 1,540 Market Weighton Skipsea 4030 600 (The above list of parishes contains the larger villages which, because they contain a primary school and some shops, tend to act as minor centres for the remaining parishes within the Borough: of which there are 47) Population Structure (Because the latest figures have not been analysed in terms of age and sex structure, these figures are from the 1971 census) Children under 15, male and female The work force (including part-time workers) Retired people Housewives and others Total Males Females 78 " : 13,700 | 28,000 13,000 | 10,800 65,500 31,200 34,300 | | | | QUESTION TINH HUONG : tiêu để - Heading (n) - Commercial (adj) Site (n) Estate (n) By-pass (n) : thuộc thương mại : địa điểm ,khu vực, vị trí : khu qui hoạch tổng thể :đường vịng (để khỏi phải vào thành phố) - Built-up area - A wide range of - Essential services : khu vực xây dựng đần dẫn : đa dạng : dịch vụ thiết yếu - Market town : khu thị tứ - : : : : - To diversify : đa dạng hoá, mở rộng Growth (n) Thriving (adj) Housing market Former (adj) - Airfield (n) Situation: tăng trưởng thịnh vượng thị trường địa ốc trước : sân bay You have been asked to prepare a table which gives information about a number of sites in East Yorkshire Your company may move to one of these sites Task: Study the information in the following advertisements and summarize it under the appropriate headings in the table The table has been partly completed and you should complete the numbered spaces If the information is not in the advertisements, write ‘not stated’ : of site nearby stated [Full Sutton Ì lb0 fig” [is [17 [16 Commercial and Industrial sites in East Yorkshire Kellythorpe Industrial Estate by-pass which form part Driffield the to This new industrial estate ties close miles of of the A163 Although near to the by-pass the site is within two to be acres 32 for ion permiss g plannin is Driffield town centre There : developed for industrial use Skerne Road Industrial Estate , which Driffield This estate is conveniently sited within the built-up area of modem has good shopping facilities, and a wide range of both older and g plannin has acres 5% houses The site covers 20 acres of which are s service l Essentia now permission and is available for development available Hutton Cranswich Industrial Estate This estate is miles south of Driffield and very close to the expanding village of Hutton Cranswick from which it is separated by the Driffield to Beverley road (A164) The estate comprises 21 acres of which are available for immediate development Essentiai services are available Pocklington Industrial Estate The estate is close to the Hull-York road (A1079) and very near to Pocklington, an attractive market town which in recent years has diversified economically and has experienced considerable residential growth which} has led to a thriving housing market The extent of the estate is some 72 acres and there are acres of land immediately available for development All essential services are available Fuli Sutton Industria! Estate : nh - This estate covers part of a former airfield Three miles to the west is Stamford Bridge, a large pleasant village on the River Derwent with a fine range of housing, shops and a school Two miles further west lies York and| four miles to the south-east is Pocklington The site is approximately 40 acres in extent and largely developed and-occupied, but there are a number) of small sites available 80 SAMPLE PAPER — FIRST LEVEL THE LONDON CHAMBER OF COMMERCE AND INDUSTRY SERIES EXAMINATION ENGLISH FOR BUSINESS (Code No: 1041) INSTRUCTIONS TO CANDIDATES (a) Answer ail four questions (b) Credit will be given for correct spelling, punctuation and grammar, : as well as appropriate communication is required rather than a particular number of words (c) When you finish, check your work carefully QUESTION Situation: The monthly photocopying bill for your company has recently increased enormously As Office Manager, you must something about this, but at the moment it is impossible photocopies each employee is marking each month, to check how many You have decided to fit a “copygard’ to the photocopier This is a smail computer, which keeps a record of how many photocopies each employee makes Each employee will have a six-figure personal access number and this must be typed into the ‘copygard’ in order to switch the photocopier on The photocopier will not work if the access number will is not typed in to ‘copygard’ and so anyone without a number will not be able to use it Task: Write a memo toall employees Include thefollowing: information ini your memo (a) An explanation of the problem with the photocopier (b) Your views on the cause this problem:: (c) What you are doing to overcome this problem (d) A brief explanation of how the system will come into operation 81 (e) Details of when the new system will come into operation (f) A tear-off slip at the bottom of the memo for employees to return to you This must show the employee's name, job and the six-figure access number : they have chosen You should make up date today’s using tely, appropria out Set the memo totals) ying photocop (e.g on informati useful other (30 marks) QUESTION You have Office Manager of a smail British company Your Situation: Director has heard about the ‘Fax’ service which available and has sent you ‘ some questions about it Look at the Director's questions below Answer these Task: using the information from the Reprofax brochure below questions Your answer need not be written in full sentence-numbers or short Note: answers are acceptable where appropriate You answers should be as helpful as possible atoœmxØ@ ALWN= Example: Can find out more about the Reprofax service? Answer: Yes, Call in at the local office, or phone the local office, or dial 100 and ask for Freefone Repréfax What does ‘Fax’ mean? How does Fax transmit messages? „, ' ls Fax chạnged like a telegram (i.e so much ‘per word)? is Fax available only in the UK? How can we receive a Fax message if we don't have a Fax machine in the office? _ ; How tong does it take to transmit a document by Fax? Must all documents be printed or typed? ; ` Can we send documents such as maps and diagrams by Fax? Doall kinds of document cost the same amount to send by Fax How can we send a Fax message if (a) (b)- we don’t have a Fax machine, but : our client does have a fax machine? 11 How can ~ (a) (b) 12 How can (a) (b) 13 How can (a) (b) (30 marks) REPROFAX we send a Fax message if we don’t have a Fax machine, and our client does have a Fax machine? we send a Fax message if we have a Fax machine, and our client does have a Fax machine? we sent a document by Fax if it is larger than A4 and the print is small? — High Speed ‘Post’ By Telephone Reprofax Offices now provide a copying service (Fax), so that you can ‘post’ pages of text and graphics by telephone to almost anywhere in the UK and around the world in minute rather than days All you is call into your nearest Reprofax Office and ask for your document to be sent by fax They can be sent to another Reprofax Office or to anyone who owns a fax machine We can also deliver the ‘Fax’ to any address within 50 kilometers (35 miles) of a Reprofax Office (at an extra change) if the addressees can't call in and collect it themselves You can send as many A4 (30cm x 21cm/11 3⁄4 in x % in) pages as you like and it doesn’t matter how much information they contain because you pay only by the page and not by the word Nor does it matter what type information you send — Fax machines can transmit all kinds of information (handwritten, typed, printed or drawn) with equal speed, ease and cost So you can send quick handwritten messages, urgent letters or orders, important reports, plans, maps, diagrams — the list is almost endues You can also use our instant reduction and enlargement facilities to make larger documents fit onto A4 pages or to clarify small print or fine detail that ~_ is difficult to read And you've already got a facsimile machine in your office, you can use the Reprofax network as a quick and convenient means of ‘posting’ information to clients who don’t possess one For more information about our facsimile service, call into or telephone your nearest Reprofax Office, or dial 100 and ask for Freefone Reprofax 83 QUESTION You work for a large company based in Manchester in the Š Situation: north of England The company has just installed a new telephone system ' ậ The instructions for the new system are given on the next page Task: The new system comes into operation today Here are some of the - numbers you need to know and some of the people you have to call today Give the numbers you will nave to dial The police —_ wk hON — — AO od OONDASWN> The company switchboard Director Enquiries The international Operator ‘The company security office -_ œ Mr Richards, the accountant in room 43 on the 4th floor Mrs Oakes, the personnel Manager in room on floor Miss Rogers in reception (room on the ground floor) Homewood Ltd, a local company Their number is Manchester 3397600 You're own home in Manchester —-number 9984144 Alocal company The number on their letterhead is 061-761 6167 The Oxford branch of your company on Oxford 517693 A supplier in London whose number is 578 8245 A company representative who called to see you last week The number on his business card is 0703-81694 : Your Hungarian office in Budapest (are code 1), whose local number is 47391 _— NO Acustomer in the USA on Chicago (312) 180850 sonar in Colchester in southeast England His number is Colchester 18 yousgompany's (20 marks) 84, agent in Zambia, whose number is Kitwe (area code 2) - INTRODUCTION | INSTRUCTION FOR NEW TELEPHONE SYSTEM INTERNAL COMPHANY CALLS Dial floor number 0-8 * Followed by room number 01-99* rooms numbered 1-9 have phone number 01-09 (In case of difficulty, dial the Switchboard - 123) LOCAL NUMBERS WITHIN MANCHESTER Dial for Followed by an outside line *To call a customer's number* Manchester number beginning 061-: omit the code (061) and dial only the figures after the hyphen area ~ INLAND CALLS WITHIN THE UNITED KINGDOM lowed by the rea code Fo *Aberdeen 0224 Leeds 0532 Cambridge 0223 Cardiff 0222 Manchester 061 Newcastle 091 Birmingham 021 Bristol 0272 Edinburgh 031 Glasgow 041 Liverpool 051 London(central) 071 Nottingham 0602 Oxford 0865 lowed by the country code* Fo Plymouth 0782 Portsmouth 0705 Reading 0734 Sheffield 0742 Southampton 0703 Yon 0904 ị ị k (for other area codes, see your telephone directory or call directory Enquiries on 192) b INTERNATIONAL CALLS i al vị ‘ode [9 for an lowed b Country Code wed by the pial for an mẹ code" Po customer's ‘ number outside line Fo ide Tine Country Code | Country Code *Argentina 54 | Germany(west) 49 | Philippines 63 Australia 61 | Greece 30 | Poland 48L Romania Singapore South Africa Spain Sri Lanka Šwcden | Switzerland AI | Thailand | Turkey ! + 20 | Norway France Pakistan Germany (east) 37 : USA “ |Peru USSR Venezuela Yugoslavia For other countries call the international Operator on 108 EMERGENCIES Company security: 111 Fire/Police/Ambulance: 9-999 86 |° Situation: This situation continues from question The local Reprofax office has provided details of its ‘Fax’ service As Office Manager in the UK you are interested in this service ` Task: Use the information from the Reprofax brochure below to complete the the following times: Line 1-5 Line (a), (b) and (c) Line (i) and (ii) Note: Copy the table into your answer booklet Write your answers in your answer booklet Do not write on this question paper HOW MUCH DOES FAX COST? Transmission charges for the fax service vary according to the number of pages and the distance Prices below show the cost of sending the first A4 (30cm x 21cm/11® in x in) page For each additional page the cost is Reduced by half There are five area zones: Zone — Local (within 50 kilometres/35 miles) £ for the first A4 page Zone Zone Zone Zone — ~ 4— — Rest of UK ni Rest of Europe North America -.- « ¬ — mà — —) sa £ưof3a20œ®nøœoke@œnwa~ ANSWER FOR QUESTION more 13,700 same per 28,000 increased 15,500 (allow any number within 500 either side) Market Weighton 50,600 (allow any number between 50,000 and 60 ,000) rest, remainder largest, biggest lowest, smaliest all 47 them 89 16 17 18 19 20 fewer shops smaller provisional others AND ANSWERS FOR QUESTION WOBNAARWNH> Driffield A163 32 acres not stated © not stated Yes Stamford Bridge not stated smail sites available Not stated oo Ơn b G h a a —C© Driffield not stated ˆ 5% acres available Yes Pocklington A1097 acres eo oa G© (O œ ¬i Ơ available Yes London Chamber of Commerce and Industry Examinations How to make contact Address The London Chamber Examinations Board of Commerce : Marlowe House _ Station Road - Sidcup Kent DA15 7BJ Telephone 90 England (from within UK)081 3020261 (from outside UK) _ ++44 81 302 0261 and industry Telex Facsimile 888941 LCCIG ATTN EXAMS BOARD (from within UK)081 302 4169 (from outside UK) ++44 81 302 4169 If you need Contact Information or advice on the; DrG D Pickett English for Business or English for | Examinations Officer Commerce examinations of the | Languages and EFL Nh LCCI, or on examining centres Past papers of the examinations Publications Department Details of the Spoken English for | Dr G D Pickett Industry and Commerce (SEFIC) oral examination General information on the LCC! | Publications Department Commercial Education Scheme and Examination Boards, or on examinations other than English for Business or English for Commerce More detailed information on | The relevant specific, non-English examinations | Examination Officer 91