Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2

Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 2

l i I N - H O U S E

C O R R E S P O N D E N C E

Ị

OBJECTIVES

• Knowing well the form of Memo mỉnutes, reports

• Talking about amount, figure, report or notice the events Reading and writing the Memo, minutes, report

• Getting preciseness and carefulness in work

CONTENTS

- Topics: VVriting the Memo/minutes, reports

- Language: Form of Memo, minutes, reports Repx)rting statements, form

of graph & chan, expressions of quantity and amount

- Vocabulary : Abbreviations

- Skills work:

Talking about the facts, rewriting the things happened

Translating the Memo, minutes, reports into Vietnamese

Writing the memo, minutes, reports in the correct form

- FoIlow úp : Filling in the blank

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Talk about these questions

Ì What is a memorandum?

2 What should be bom in mind when writing a memorandum?

3 What are important points in a memorandum?

4 What are the parts of a memorandum?

The Memorandum or Mcmo is a written íbrm of communication distributed

to people within an organization

This can be inter-departmental, inter-office or inter-company as a whole

- A memo is usually fairly short ít should include enough so thát the correct iníormation is communicated, bút should nót include anything extra

to this

- A memo should include the following iníormation:

+ Who is the memo to ?

+ Who is the memo from?

+ What is the subject of the memo?

+ What is the date?

• Rules for writing Memo:

- Always keep your reader in mind and adapt your memo to his or ba

particular needs

- Ten your reader the purpose of your memo át the outset

- Let your reader know why he or she should be concernẹd with the issue

in question this time

- Express your personal or department point of view, bút avoid slanting your assumptions, argument and presentation of opinions

2 CONVERSATION

Realizing a Memo

ữ Listen and practice

A : Can you tell me the differences betvveen a letter and a memorandum?

B : Certainly A letter must be sém out of the company and must be mailed

or posted A memorandum is a communication within an organization

A : Should we use the layout we use for a letter when we write a memorandum?

B : No, nót necessary Usually we have a sét form vvhich is printed We just nu in the printed forms and send Ít to the person or the offices concerned in the company

A : ít seems quite easy to write a memorandum Could you show me a sample copy?

B : Of course, let me find one for you

Memoranda

a/

MEMORANDUM

From: A White Ref: AW / DES

To: Manager, Despatch Dept Dale: May 7, 2003

HARRISON BRQS - THEIR ORDER NO 472

Please examine these barrels, which have been returned to us with a complaint thát they are soiled át the edges because of tom outer urappings ì await your comments

b/

MEMORANDUM

From: Manager, Dispatch Dept Ref: DES / AW

To: A.White Date: May 9,2003

HARRISON BROS - COMPLAINT

ì have investigated this complaint, and found thát the wrappings were, in fact, nót úp to our usual standard We are replacing the order

Form of MEMO

MEMO Date :

To : (Persons/ Dép.) From : (Person/ Co.)

Subịect:

(messages)

(signed)

MEMORANDUM To: Ref:

From: Date:

Subject:

(messages)

Practice

AI Read the fol\owing memo and imagine both of you are divisional managers to whom the memo is addressed:

Ì, What do you think the managing director's aims were in writing the memo?

2, What (if anything) are you expected to do as a result of reading ihe memo?

MEMORANDUM

From : The Managing Director

To : Divisional Personnel Managers

Subịect: Coffee - Making Facilities

Date: 13 th July, 20

There have been a number of comments about the amount of coffee consumed in our company ì do nót want to sound as though ì am against coffee-drinking : indeed our personnel consultants have emphasized how important coffee can be if you vvant an efficient and motivated office staff Bút time-saving machines for making coffee do exist

We can expert a little opposition to the idea if we are nót careíul You can never be sure how the office staff will react They might well take Ít badly In any case, we're thinking of putting in coffee machines Please send

me a report

BI Translate into Vietnamese:

Memo from : Managing Director 27.11.20

To : Heãd of General Administration Department

ì see from my diary thát the next Board meeting, 8 January, is the one where we examine the whole question of the provision of secretarial services throughout the fírm, and pinpoint weaknesses or waste of resources ít is usual for you to collect and generally act as a clearing house for suggestions

My own observations which are relevant are as follow:

Ì, ì vvish we could replace the photocopier in use in the Buying Department - vvhen ì call for a copy of a document Ít is almost illegible The machine should be replaced by a modern type of plain paper copier

2 Morale seems to be very low in the typing pool ì wonder whether the purchase of a new word processing system with fewer employees doing the same amount of vvork in a more interesting way would nót be an improvement The labor turnover is high, which vvould nót be an relatively easy to implement a change-over

ì think ì should have your report in by 2 January to give me time to think over any points beíòre the meeting ì will thereíore mark Ít in my diary

as receivable ôn or before thát date

Cl Read this memo and complete Ít using the verbs in the box below

To: Ellen

From : Michael

Re : James's visit to the London office

We (1) Jams ôn Monday, Ì August

He (2) to London from Edinburgh ì don't know the exact time of his ílight ì (3) him to check the ílight details He hasn't received a copy of the report yet, so ì

(4) him one this aíternoon ì (5) to Frankfurt thát evening, so ì (6) James to the airport for his return ílight

3 MINUTES

(ỉ Listen and practice

A : Hi, Mary You have been a secretary for several years in this company Could you tell me what a secretary should do for a meeting or a coníerence?

B : Well, an important part of the duties of a secretary ì think is to do well the preparation work for the meeting

A : Then what should a secretary do to prepare for a meeting? Can you ten

me a bít more about Ít?

B : Fừst of an, the agenda should be prepared before the meeting Then you

should ensure thát those entitled to be present are properly iníormed

A : ì see, and how about the documents or the information?

B : AU the necessary documents and the iníormation relevant to the meeting should be available, preíerably printed and distributed before the meeting

A : And vvhat should a secretary do during the meeting?

B : Of course she should take minutes

A : And after the meeting?

B : After the meeting she should type the minutes úp, and keep proper records of the business transacted and the resolutions passed and also implement many of the decision reached át the meeting

A : Thank you very much You are very helpíul

B : Nót át all

Talk about these questions

By whom are the minutes ơften prepared?

What should a secretary do to prepare a meeting or a conference?

What are the minutes \vritten for?

4 READING

What are there in the minutes?

Within most organizations, meeting among members of departments or committees are a regular occurrence Some meetings are held át íĩxed intervals (such as weekly or monthly) and others are called for special reasons Minutes are vvritten record of everything thát transpires át a meeting They are prepared for the company files, for the reference of those in attendance, and for the iníormation of absentees

Minutes are prepared by a secretary who takes thorough notes during the proceedings In preparing the minutes, the secretary may include complete versions of statements and papers read át the meeting.(copies are provided by the member involved)

Writing minutes is a task thát calls for considerable ability in writing good, clear and concise English The minutes begins with a heading thát states clearly the name of the body thát mét anđ when and where the meeting was held This is followed by a list of those who attended the meeting and, where relevant, the offices they hold Those entitled to attend bút who were unable to

do so should also be listed separately The overall record of the meeting in question should be allocated a reĩerence number The minutes then record vvhat took place át the meeting, and thereíòre start with a record of the formal business át the beginning of the meeting, the approval and signing of the minutes of the previous meeting and discussion ôn any item in thèm thát calls for future comment A formal record is then kept of all the decisions reached

ôn each item listed in the agenda, and át the end of the meeting the secretary should record the time át which Ít closed

The minutes of any meeting should contain certain basic facts

- the name oi the organization

- the place, date, and tìme of the meeting

- \vhetherthe meeting is regular (monthly, special, etc.)

- the name of the person presiding

- a record of attendance (for small meetings - a list of those present or

absent, for large meetings - the number of members in attendance)

- a reference to the minutes of the previous meeting (a statement thát

they were read and either accepted or revised, or thát the reading was dispensed with)

- an account of cãi reports, motions, or resolutỉons made (including all

necessary details and the results of votes taken)

- the date, time and place of the next meeting

- the time of adịournment

Formal minutes vvould include, in addition to greater detail, the names of ai! those who make and second motions and resolutions, and the voting record

or each person present

Presiding : Patricia Stuart

Present: Jay Townes

Sheila Gluck Ellen Franklin Samuel Browne Lisa Woo Absent: Fred Hoffman

Ms.Woo presented information regarding three varieties of office

copying machines Ôn the basic of her cost analysis and relative períbrmance statistics, Ít vvas decided, by majority vote, to recommend the purchase of a CBM X - 12 copier

Mr Brovvne presented a request from the secretarial staff for new typewriters Several secretaries have complained of major and frequent breakdoxvns of their old machines Ms Franklin and Mr Brone are lo further investigate the need for nevv typewriters and prepare a cost comparison of new equipment versus repairs

The committee vvill discuss the advisablity of purchasing a small house computer The report will be presented by Sheila Gluck át the next meeting, to be held ôn Octorber 15 2003 át 11 a.m in the conference room

in-The meeting adjourned át 11:45 a.m

V-ing

to infinitive Reporting statements

thát plastic bottles are easy to use

using glass bottles

Reporting commands

She told him ị to get a quote from some suppliers

Practice

AI Match what people said to how tí is reported

ì Why don't vve use colored glass?

2 Could you find out the prices for blue and green glass?

3 ì don't think that's a very good idea You can't see what's in the bottles

4 Would Ít be more expensive?

5 We could have different colors for different lines

6 ì think we should use glass

a She asked him to find out the prices for different colors

b He recommended using glass

c He \vondered if Ít would be more expensive

d She suggested using colored glass

e She said we could have different colors for different lines

f He disagreed

Translate the following minute into Vietnamese

Minutes of meeting

Present: James, Laura, Max, Nic, Olivia

1 Apologies for absence - AU, Mary

2 The minutes of the last meeting were agreed OH

3 Packing of Bìack Musk bath oil

- James recommended using plastic bottles because they are light, easy to pack and easy to transport Furthermore, they do nót break

- Olivia suggested glass bottles would give the bath oil a more market image

up Max pointed out thát glass is easier to recycle than plastic, James

\vondered if customers would actually bring bottles back for reíìlling

- Laura pointed out thát if we use glass we will need to find a new supplier

as our present supplier only deals in plastics She agreed to get quotes from different suppliers in time for the next meeting

4 Any other business - none

The next meeting vvill be ôn 15 March át 10.00

6 WRITING

As secretary to the Highridge Tenants Association, prepare minutes from the following note taken át the emergency meeting ôn May 4,2003

1 Called to order 7:30 p.m lobby, by Ms Gingold

2 102 members present, 13 absent

3 Reading of minutes of last meeting dispensed with

4 Officers' reports

Vice-President read through the "red herring" sent by landlord to tenants Explained more difficult clauses Explained lengthy court procedure before actual cooperative offering can be made

Treasure reported balance of $ 98.15 Observed need for minimum of $

500 to retain and attorney to negotiate with landlord - Requested :

member's with unpaid dues to see him after meeting

5 Motions

The president called for a committee to search for a lawyer to represent tenants Motion made and caưied thát floor captains will constitute the committee headed by the President

Motion to meet again to vote ôn search committee's selection made and carried

1 A record report: merely states facts, describing the status of a company

or of a division of a company át a particular point in time

2 A progress report: also states facts, tracing developments thát have occuưed over a period of time

3 A statistical: presents numerical data, usually in the form of charts, tables and graphs

4 An investigative report: is based ôn a study or investigation of a particular situation or issue Such a report presents the newly accumulated data,

Ít may also analyze the data

5 A recommendation report: is an investigative report taken one step íurther, providing speciíic recommendations based ôn the iníormation provided

Contents

- First parơgraph: Present the main idea clearly and concisely

- Middle paragraphs: Develop the main point with supporting details

and iníormation

- Final paragraph: State your objective conclusion lí called for, your

own comments and recommendations may be included ai the end

Example:

TO: Mr Marvin Dawson

FROM: Jim Coates

DATE: February 7, 03

SUBJECT: Report ô n Secretarial Staff Overtime f o r January

As you requested, ì have computed the number of overtime hours vvorked by the secretaries of the verious departments and the cost of thát overtime to the company

Department Employee Hourly

wage

Number

of times

Total hours Total cost

The cost of hiring a clerical assistant for 35 hours a week át $4.25 an hour would be $148.75 or $595.00 and 140 hours a month This would save the company approximately $182.75 yet provide an additional clerical hours

8 READING

Alice Everett has prepared a draít of the end-of-year report tròm the Marketing department, and has asked Karen Williams to type Ít úp Read through the extract below, and as you read, put a tick (V) in the True column if the iníormation in the table is correct, or in the False column if the information

is incorrect

END-OF-YEAR REPORT FOR THE PERIOD Ì APRIL 2003 to 30 March 2004

1 Personnel in the Marketing department

We have seen many personnel changes in the marketing Department during the past year Most oi the changes have been caused by retirement, bút some of our key employees have moved to better-paid jobs

Also, in the typing pool many of our secretaries have been tempted to move to other companies and better salaries ì recommend thát we hold a review of general pay and conditions in the Marketing Department to try to prevent this problem re-occurring

2 Market research

The results of our questionaire have now been collected and a detailed analysis can be found in Appendix 1 In brief, none of the responses were negative and a lót of thèm gave very useful information The exercise was therefore well worth while A few of the replies even expressed a deíìnite interest in ordering large numbers of our products

3 Annual coníerence

This year's conference was held in Bath, and all the delegates thought Ít was a great success Much of the discussion íocused ôn trade with European countries and a little concerned trade with China

4 Sales performance

AU of the company's products have had a successíul year Perhaps more improtant

True False

a, The main cause of personnel changes is low pay

b, Many secretaries have left for better-paid jobs

c, Alice Everett does nót want to hold a pay review

d, There have been several negative responses to the

questionnaire

e, Much useful iníòrmation was gained from the questionnaire

g, None of the replies were interested in the product

h, The conference went very well

i, Most of the discussion was about China

k, Some of the company's products have been unsuccessful

- AU the delegates considered Ít a great success

- Most of the changes have been caused by retirement

- A lót gave very useíul iníormation

- Many of our secretaries have been tempted to move

- Much of the discussion íbcused ôn trade with European countries

- Some of our key employees have moved to better-paid jobs

- A few of the replies expressed deíinite interest

- A little of Ít concerned trade with China

- None of the responses were negative

Pair work

Look át the íollovving duties of Personal Assistant and secretaries

Discuss how ntuch of your time is devoted to these actìvities, and how much of other colleagues in your company

Answering the phone

Handling the mail

Instructing others

Other activities

Here are some examples

ì ansvver a lót of telephone calls

ì only answera few telephone calls, bút ì draft a lót o/letters

ì also draít a lót o/letters and also ansvver some of the telephone calls

FOLLOW ÚP

1 Translate the following report into Vietnamese:

Report ôn coffee - making and breaks

ít is very interesting thát the coffee making hãbits of our employees have been noticed by other people in the company ít appears as if the time taken úp by the making of coffee could be put to more productive use We have also known for several years thát there have been a number of problems connected with the motivation of our workforce bút the role played by coffee-drinking has so far nót been clarified

In one or ĩwo departments, staff seen to talk about nothing else bút coffee breaks: how long is Ít tin the break, whose tùm is Ít to make Ít? etc The uníòrtunate development has been discussed with the heads of department in my division ôn several occasions They believe the subject of automated coffee machines, one for each department for example, is nót very popular with a large number of staff The staff think thát the company vvould

be trying to make money out of thèm So ì think management could be misunderstood

None the less, ì feel thát we should try and limit the coffee-breaks We should try to prevent the staff from gathering round the coffee-making area and chatting for so long ì wonder if you have heard or the experience of our American sister company They have a central coffee-making facility for ai] the divisional offices This is then brought to the staff át their desks In this way of making vvorking time more effícient

2 Write a memo for your class meeting Abbreviations

biên bản, giác thư

chương trình nghị sự nghị quyết

công việc

chấp thuận

Verbs:

- accumulate: tích lũy, gom góp

- investigate : điều tra

- flow: chày, theo dòng

- impersonal: vô nhân xưng

- cumulative : tăng tiến

- relevant to liên quan tới

- cai! for: đòi hỏi

E N V E L O P E S A N D

L E T T E R P A R T S

OBJECTIVES

• Knowing vvell the letter form and letter parts, addressing envelopes

• Talking about the order of the letter parts, nay of opening and closing a letter

Layouting a letter in three styles, and addressing envelopes

CONTENTS

- Topics: Addressing envelopes, letter parts, letter laỵouts

- Language: Letter form, envelopes, letter layouts

- Vocabulary: Countries and Capitals, Salutation and ending

- Skills work:

Understanding information in envelopes

Talking about the styles of letter layout, order of letter parts

Addressing envelopes and laying out the letters correctly

- Follow úp: Correcting the mistakes

1 ADDRESSING AN ENVELOPE

ỉ ,

- Have you ever exchanged iníormation by writing letters?

- Is Ít important to address an envelope correctly? Why? Why nót?

- Tell me the way to address an envelope in your country?

- Where is the stamp often stuck ôn the envelope?

2 CONVERSATION

How to address an envelope

A : Just read this receiver's address, Mary

B : (Reads the address ôn the envelope)

That's right First you should write the receiver's name in full with Mĩ .Mrs Miss or Ms "David" is the given name and "Smith" is the surname or family name

A : Yes, bút we write our Chinese name in a different way Mv name is Li Minhua L i is my surname and Minhua is my given People can me Miss L i or Minhua

B : Then underneath the receiver's name, we write the name o i the oííice or an organization if Ít is a business letter

A : And we should write the name of the office or the departmeni íirst if there are both the names of the office and the company?

B : That's right Write thèm ôn two lines if you have both names

A : Then write the house number, name of the street or road the city, the statc postcode and finally the country?

B : Yes The principle is thát you start ííom the smallest unit to the largest unit

A : So, if the company is in Room Ì 405, ì should first write Ì 405, then the house number, the name of the street and so ôn?

B : That's right

A : It's funny When ì write the sender's address in Chinese ôn the envelope, ì always put Ít át the right-hand corner át the bottom Bút when ì write Ít in English ì should put Ít át the upper left-hand corner

B : Bút no matter whether Ít is vvritten in Chinese or in English, the stamp is always stuck át the upper right-hand corner

Attention Ms Terv Roberts Registered Mail

Ketchurn Collection Agency

1267 Hollywood Boulevard Los Angeles, CA 91401 TheưSA

3 READING

Here are a few simpìe rules about the best wa\ ofaclclressinq an envelope:

- Use separate lines for the name or company, posl box or house number, and Street, town and country or city, state, postcode and country

- The number precedes the street name Words like Street, Square, avenue are written separately, each word starting with a capital letter

- Commas may be placed át the end of each line (close punctuation), or only betxveen city and siate or county (open punctuation) Use the same form

as in the letter

- The British Postcode is written below the address The American Zìp

code is ôn the same line as city and state

- The post code should always be the last of the iníòrmation in the address, and often in block capitals

- Do nót use stops or any other punctuation marks between or át the end

of the characters of the postcode

- Always leave a clear space, át least equivalent to one character, bet\veen the two halves of the postcode

- Never underline the postcode

Talk about the questions:

Ì Where is the house number placed ôn an envelope?

2 How can you understand the words "postcode" and "Zip code" ?

3 How can you write the post code in the addtess?

4 FORM OF AN ENVELOPE

Receiver's name Company's name House No., Street

City, state postcode COƯNTRY

Notes : Postal indications are

Air mail Registered

Express Coníidential

Urgent Private

To be called for Pleased forward Fragile-with care

Messers Black & Sons

RO Box 135

Liverpool

AB3 DE 4

R e g i s t e r e d C.V.Tapatex

Jl Tiang Bendera 4 Jakarta

Indonesia

How can you understand alỉ above enveỉopes

Read the following envelope and then ansvver the questions

FLANAGAN"S DEPARTMENT STORE

12207 Sunset Strip

Los Angeles, CA 91417

Registed May

Stamp

Attention:Ms Tery Roberts

Ketchum Collection Agency

1267 Hollywood Boulevard

Los Angeles, CA 91401

TheUSA

1 Who is the sender of the letter?

2 Who is the recipient of the letter?

3 Where is the letter sém to ?

4 What is "CA 91401" shown ôn thát envelope?

A : ì was just (Ì) if you could do me a (2)

B : Certainly What can ì do for you?

A : Pin vvriting a (3)

B : What are you applying for a job or (4) ?

A : Well, ì read an (5) In an English nexvspaper A college in the United States offers (6) for secretaries, and I'd like

to go

B : Do you want (7) there this summer?

A : Yes Fd love to Could you help me to check the envelope Pirst and see if there are (8) ?

B : AU right Where is the envelope?

A : Here Ít is

6 VVRITING

Using the irựormatừm in the chan to address envelopes

Name of the fírm Country City Street House No Post code Johnson Co Ltd Great Britain London Leadenhal 17 CA 2475 Schech Shies Co Ltd Italy Turin A Dipleto 777 00 2425 Rolimpex Poland Warsawa Zurawia 32-34 LP3321 Hoover House Ltd Singapore Singapore East Road 368 2048

7 LETTER PARTS

How to vvrite and layout a letter

ữ Listen and practice:

A : Hi, Mary I'm reading a book ôn letter vvriting Look, this is the layout of a business letter Bút ì don't know what all these parts mean For example, here, the heading What does Ít mean?

B : Well, the heading is the sender's (or writer's) address If you usc letterhead stationery, Ít is already printed with the namc of the company, the telephone number, telex code and so ôn, bút if Ít is typed Ít must be typewritten át the upper right-hand corner of the first page

A : Then could you ten me how to write the date?

B : Sure The date consists of the day of the month, the month and the year You should write the word of the month or its abbreviation And don't forget to put a comma beíbre the year For example, "8 September (or Sept.), 1996"

A : Bút ì found the date in some letters was \vritten in this way, 'Man 15, 1996"

B : ì think it's the American way of writing the date You can do thát Bút you'd better avoid writing the date like this: 3-10-96 Because Ít is hard

to ten whether Ít is March 10, 1996, or 3 October, 1996

A : It's really ambiguous, isn't Ít? And how about the address?

B : The inside address is the same as the receiver's address ôn the envelope

A : Then ì know how to write the receiver's address And the salutation?

B : Here (pointing) The salutation is an essential part of an English letter It's

followed by a comma, in British English, or a colon, in American English

A : Can ì write "Dear Sừ" or "Dear Gentlemen" in the salutation?

B : You can write "Dear Sừ", "Dear Sirs" or "Dear Mĩ Jones", bút only

"Gentlemen" \vithout "Dear"

A : May ì write "Dear Miss Mary"?

B : No, You could write "Dear Mary" in a private letter For a business letter just write the íamily name or surname with the title Mr., Mrs, Miss, or Ms

in the front

A : ì séc Does the body mean the most important part of the letter?

B : Yes, Ít is That's the reason why you write the letter

A : And what should ì write for the complimentary close here?

B : In modern business coưespondence, the most common forms of complimentary close are "Yours faithfully", "Yours truly", or "Faithfully yours", etc, bút nowađays if you use the addressee's name in the salutation you can use "Yours sincerely" Only the first word of the complimentary close is written with a capital letter, and the close is usually followed by a comma

A : May ì use "Sincerely yours" ?

B : Of course In private letters you can simply use "Yours"

A : And how about the signature?

B : The signature is important in both business and personal letters In business letters, to avoid mistakes resulting from illegible signatures, the name is always typed below the handwritten one, usually with the position underneath

A : I've learnt a lót about the layout of the letter Thank you very much, Mary

B : You are vvelcome

(7) Re: order No T D 5644

(8) Thank you very much for your enquiry vvhich we received today

I'm enclosing our catalogue and price-list for the clothes you said you were interested in ì would like to draw your attention to pages 10-14 in the catalogue where you will iìnd full details of men's and boy's sweater

We would welcome any íurther enquiries you have, and look forward to hearing from you

Yours faithfully

For F Lynch Co.Ltd (signed)

L Crane Import Manager

(li) Enc: catalogue & price list

Talk ơbout these questions:

1 How do you write a business letter?

2 What are the main parts of a business letter?

3 Which parts can't be omitted? Which parts can be?

4 What does the letter head contain?

5 How do you write the date?

6 What do you write in the complimentary closing?

7 Talk about the layouts of the letter you know?

8 Match the following names with the right numbers in above letter?

(Enclosing part, Salutation, Dateline, Bocly, Signature, Complimenỉary Subject Huê, Letter-head, Inside address, Attention lim, ReỊerence, c.c notation.)

Example: (1) Letter-head

(2)

(9)

(10)

8 LANGUAGE STUDY

styles of letter layout

Fuỉl-blocked style Blocked style

c.c notation

LETTER-HEAD Dateline

Reference Inside address Attention line Salutation Sutýect line Body

Complimentary closing Signature Enclosing

c.c notation

Semi - blocked style

LETTER-HEAD Dateline

Reference Inside address Attention line Saỉutation

Subject line Body

Complimentary close Signature Enclosing

c.c notation Talk about the difference betvveen three styles of letter layout

Yours faithfullỵ

Dear Miss Smith,

Yours sincerely, Yours truly Personal (informal) Dear Jim, Best wishes,

Yours,

lo READING

Letter of application A/

34-286 BÁCH DANG STR - H A I PHONG CITY

ì am twenty-three years old ì shall complete my three years' course in

Hai Phong Evening College this summer My mạịor is English for

Secretaries, and ì have been working as a receptionist in the Song Hông Hotel for tvvo years ì can speak a little Japanese

ì can supply references if required, and am able to come for an intervievv any afternoon after 4 o'clock

Yours faithfully,

Phuong Lan

B/

Hoang long trade company

7638 ngó quyên - hanoi Tel 04 543211

12 July,2003

Miss Phuong Lan

Bách Dang Str

Hai Phong city

Dear Miss Lan,

ĩntervievv for the Post of Secretary

ì am pleased to iníorm you thát you have been selected for an interview for the above position

The intervievv will be held át the Personnel Office, Rm 205, in our company ôn 25 July át 4:15 p.m

Would you please confirm, by telephone, thát you will be available for this interview?

Yours sincerely

Minh Toan Personnel Mana°er

Translate the two above letters

What styles of letter layout are these letters?

li VVRITING

You are the Purchasing Supervisor át Green Supermarkets, 13 Station Road, Dublin, Ireland Your manager has just sent you this memo

Writer the letter to Corona Make sure thát you lay ừ out in the "full

blocked style" Put a heading ỉn your letter thát says what Ít ỉs about

FOLLOW ÚP

The re are ten mistakes in tlỉis ỉetter Can you find thèm?

Write om the ìetỉev correctly in "bỉocked style "

181 North St Island WorId

Holidays

LondonWlM2FW TeI0181-676 9096 Fax0181-676 9222

Thank you for your letter of the nineteenth of May nineteen hundred and ninety-five

ì have pleasure in sending you our brochure with details of ai! our holidays

ì look íbrvvard to hearing from you

New words

- Layout (n): sự sắp xếp, trình bày

• Heading (letter-head) (n).: phần tựa đẩu viết địa chi người viết

• Salutation ( n ) : lời chào

• Body (n): phần chính của lá thư

• Complimentary (a): khen ngợi

• Space (n): khoảng cách giữa hai hàng chữ

• Ambiguous (a): mơ hồ, không rõ ràng

• Essential (a): thiết yếu

• Colon (n): dấu hai chấm

• Private (a): riêng tư

• Purpose (n): mục đích

• Faithfully (adv): chân thành

• Truly (adv): thành thực, chân thành

• Personal (adj): cá nhân

local (ađj): địa phương

major (n): chuyên môn, môn chính ờ đại học receptionist (n): nhân viên tiếp tân

reference (n): tham chiếu/ tham khảo

interview (n): cuộc phỏng vấn

available (adj): sẩn có, sẵn sàng (để làm gì)

1 3 S O C I A L L E T T E R S

OBJECTIVES

• Understanding some social letter forms such as : Congratulations, Thanks, condolences, Invitations

• Expressing thanks, sympathy, congratulations

Reading and understanding those letters

\Vriting each letter in correct form

• Creating goodvvill in work

CONTENTS

- Topics: Letters of Congratulations, Thanks, Condolence, Invitations

- Language: Expressions of congratulations, thanks sympathy Form of Invitations

- Vocabulary: Verbs, adjectives shoxving emotion

- Skilỉs vvork:

Thanking sb for sth, congratulating ôn others, inviting sb to somevvhere, sympathizing with others

Reading and translating ai! those letters

Writing those letters in the correct form

Follow úp: Adding punctuation in letters

1 LETTERS OF CONGRATULATIONS

The occasions for congratulatory messages are numerous: Promotions, appointments, and elections, achievements, avvard ,and honors, marriage and birth, anniversaries and retirements

Whether vvritten to a close ííiend or a distant business associate, any letter

of congratulations must be SINCERE and ENTHUSIASTIC ít may be short, bút Ít should contain PERSONAL remarks or reíerences

A letter of congratulations should contain three essential ingredients ít should:

Ì begin with the expression of congratulation

2 mention the reason for the congratulation with a personal or informal tone

3, end with an expression of goodvvill (such as praise of confidence NEVER say "Good luck" which implies chance rather than achievement)

My colleagues join me in sending you our warmest congratulations

Example:

10 Bond Street London w Ì

5, h October 2002

With kindest regards, Yours,

Randal \Vetherby

Tơlk about these questions

Ì What does Mr Wetherby congratulate Mĩ Lyons ôn?

2 According to M ĩ VVetherby, what qualities does Mr Lyons possess vvhich make him particularly suited to this position?

3 Who also send their congratulations?

Translate the folỉowing letter

Dear Alan,

Congratulations ôn your promotion to senior accounts executive You have vvorked hard for Rembow Consultants and ì am delighted thát your efforts have been revvarded

As you move into your new office and assure the weight of

responsibilities thát go along with your position, please, please let me know

if ì can be of any assistancc

Sincerely,

Expressions

- ít was with great pleasure thát we heard of Please accept our

heartiest congratulations

- Please convey our best wishes and congratulations to

- We should Uke to send you our congratulation ôn the occasion

- I'm writing to convey my warm congratulations ôn

- We ịoin in sending you our best wishes for the ýuture

2 LETTERS OF THANKS

A letter of thanks should be sent in response to a letter of congratulations

A thank-you letter may be BRIEF, bút Ít must be PROMPT, for Ít must like all social business letters, sound SINCERE

Looking through our files yesterday, ì realized thát Ít is just ten years since

we startcd business together So I'm really glad to have the opportunity of saying "Thank you" for your regular custom

Your recommendations to other potential customers have also shown me thát you appreciate the service we offer

We are grateíul, and look forward to continuing our long association

Tutk about tliese questions

1 How long have Bonds For\varding Company and the Alexiou Shipping Company been doing business together?

2 What does Bonds Forwarding Company appreciate?

3 What do the Alexiou Shipping Company appreciate?

Yours sincerely,

John Bonds BONDS FORWARDING COMPANY