SECTION - 4

WRITING

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Business Writing Guidelines

Any written communication that is sent in a business context should have the following characteristics /
qualities.

1. Purposeful – It should serve a purpose. It should either be conveying some sort of information
or it should be a response to someone’s query – hence it should be solving someone’s problem.
2. Economical – Since people at work are pressurize for time, business writing should always be
concise and ‘to the point’.
3. Reader Oriented – Business writing should always be reader / receiver oriented. Every time we
write we should put ourselves in the receiver’s shoes to understand how he/she would receive the
message.

Business writing : General Tips

o Prewriting – Analyze, Anticipate, Adapt

o Writing – Research, Organize, compose
o Revising – Revise, Proofread, Evaluate

ABC of writing communication:

A – Accuracy

o Precision of facts, thoughts and expression

o Fluency
o Reader should easily understand no matter how complex the matter

B – Brevity

o Brief & To the point

o Busy people have no time for round – about message
o Use active voice

C – Clarity

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249
4.1. E-MAIL WRITING
o Background _plain white is most preferred in official setting
o Fonts – Widely accepted official fonts Arial, Verdana, Times, Tahoma, Bookman, & Garamond
o Font Size – best between 10 & 12.
o Font color – black is the only official color. Blue in the “reply” mail is acceptable as it indicates
that the mail is a response.

The subject line – this should be concise, to the point and should convey clearly what the mail contains.
It should be like a trailer to a movie.

‘TO’, ‘CC’, ‘BBC’ Field:

o To = for whose direct action or information the mail is written

o CC = Carbon Copy – used to keep people in the loop
o BBC = Blind Carbon Copy – used when the recipient has to be kept secret. Generally never used
in a business e-mail as all communication should be absolutely transparent.

Salutations:

o ‘Dear’ – the most formal and accepted world – wide. However, at TechM some people are
uncomfortable using this salutation. Best way out is – when you are replying to a mail, respond
with the salutation that the sender has used.
o Other acceptable salutations – ‘hello’, ‘Hi’, writing the person’s name directly.
o Name – If you know that a person is ok with you using his/her first name, follow the salutation
with the first name. Example:

Dear Amit / Hi Amit / Hello Amit /

If you know that a person is ok with you using his/her first name, follow the salutation with sir / madam
or Mr. / Ms. Last Name. Example:

Dear Sir/ Hello Sir

Dear Madam/Hello Madam

Dear Mr. Sharma/ Hello Mr. Sharma

Body of the e-mail:

▪ Shorter Paragraphs
▪ Line Length – should be between 12-15 words.
▪ Return Address – should have your name, departure name, company name, phone number, and
mailing address, email address and company website.
▪ Signatures – participates should asked to follow the company corporate signature format.
▪ Thank & Regards,
▪ Name / Departure / Company

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E-mail Etiquette:

• Respond promptly
• Do not overuse Reply to all
• Use templates for frequently used responses
• Use proper structure and layout
• Answer all questions and pre-empt further questions
• Be concise and to the point
• Use proper spelling, grammar, and punctuation
• Do not write in capitals
• Avoid long sentence
• Use active instead of passive voice
• Do not attach unnecessary files
• Do not overuse high priority option
• Read the e-mail before you send it
• Take care with abbreviations and jargons
• Be careful with formatting
• Do not reply to spam
• Subject line should be short and meaningful

Collecting Your Thoughts with the Five Ws

Who is your reader?

• How much does the reader know about your subject?

• Have you dealt with the reader before?
• How does the reader feel about you?

What is the primary purpose of your email?

Are you trying to persuade, inform or elicit a response to a question?

• Is there more than are purpose

When does the action take place?

• Does the reader need to be worried about the deadline?
• Do you need to prov
• ide the meeting time?

Where does the action take place?

• Do you need to provide the address?

Why should the reader care about your email message?

• Will the reader benefit by acting on your document?
• Will there be negative fallout if the reader does not act?

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Email Writing Exercises:
Opening and closing
Match the email beginnings (1-8) with the endings (a-h)

Beginnings… …Endings

1 I am writing with regard to your recent email.

a) Anyway, thanks again for inviting me, and
We regret to inform you that there are no
I’m really looking forward to it. Do you want
double rooms available for the nights you
me to bring anything?
require. C

2 Thanks so much for the wonderful present.

b) You know you can count on me if you need
It’s exactly the book that I wanted – how did
any support. I’ll call you at the weekend to see
you know? I’m really looking forward to
how things are.
reading it. __________

3 Patricia, I’ve just read your email. I’m so c) Should you need any further information
sorry to hear about what happened. about room availability, we will be happy to
______________ assist you.

4 Sorry, I can’t make it to your birthday party d) I look forward to receiving this information
at Fishers restaurant, as I’m away on that day. as soon as possible.

5 I am mailing this via the ‘Contact Us’ link on

e) It really is great news, and I’m sure that it’s
your website. I’d like to know a few more
only the beginning of our work in the French
details about the anti-virus software that’s
market.
listed on the site._________________

6 I am writing with reference to our order

f) Please deal with this matter urgently. I expect
number GH67. The goods arrived this morning,
a reply from you by tomorrow morning at the
but you only sent 200 pieces instead of the 300
latest.
that we ordered.__________

g) Thanks again for the gift, and give my

7 Yes! Great! I’d love to come to the party.
regards to your family.

8 I’ve just heard from Antonio about the Paris h) Anyway, sorry again that I can’t come, but
contract. It’s fantastic news – you worked have a great time. I hope we can meet up
really hard on this and you deserve the soon. What about going to see that new
success.____________________ Speilberg film?

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Email writing
Formal email: Rearrange the following strips into correct order.
--------------------------------------------------------------------------------------------------------------------

I would be grateful for any information you can give me and I look forward to hearing from you soon.

---------------------------------------------------------------------------------------------------------------------

Dear Mr. Jones,

---------------------------------------------------------------------------------------------------------------------

With regards to accommodation, do you only provide homestay-style lodgings or are there any other
possible alternatives? I feel I would prefer to stay in shared accommodation with self –catering facilities.

---------------------------------------------------------------------------------------------------------------------

Finally, I was wondering if any extra-curricular activities such as lectures or excursious are offered at your
school. If so, are these included in the price, or at an additional cost?

---------------------------------------------------------------------------------------------------------------------

I would like to know whether your school offers courses specifically for university level students as I would
like to study techniques for essay writing in English. Could you also tell me how many hours of lessons
there are per week?

---------------------------------------------------------------------------------------------------------------------

I am writing to enquire about your language courses in the summer. I am a university student studying to
become a translator.

---------------------------------------------------------------------------------------------------------------------

Yours sincerely,
John Nelson

253
Informal email: Rearrange the following strips into correct order.

---------------------------------------------------------------------------------------------------------------------

Remember me, Dan from last summer? How could u forget, we had such a good laugh every weekend,
didn’t we? How’s it going?

---------------------------------------------------------------------------------------------------------------------
Subject: Dan is back in New York

---------------------------------------------------------------------------------------------------------------------
Hi Jack,

---------------------------------------------------------------------------------------------------------------------

Cheers, mate!

---------------------------------------------------------------------------------------------------------------------

Would be great to catch up sometime, so gimme a bell*I’ve still got the same SIM, so my number’s the
same: 0786 8757652.

---------------------------------------------------------------------------------------------------------------------

Actually, there was something else* Do u reckon it would be possible to have my old homestay family? We
got on so well, and the mum was a fantastic cook! Dunno if it’s possible, but just thought I’d ask.

---------------------------------------------------------------------------------------------------------------------

Dan

---------------------------------------------------------------------------------------------------------------------

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Common mistakes

You are going to look at the text from three emails that contain words which can often be confused.
Underline the correct or most appropriate word.
EMAIL 1
I am writing with (1) connection/reference/regarding to our telephone conversation this morning about your
order 7895LG. I must (2) regret/apologies/sorry for the delay in processing this order. I can now confirm that
the goods have been shipped and should (3) arrive/reach/deliver you within 10 working days. We have taken
special (4) care/attention/caution to make sure that the items are exactly as you requested. Once again, please
(5) take/have/accept our apologies. If you have any further questions, do not (6) stop/fail/hesitate to contact
me again.

EMAIL 2
I was (1) sorry /unhappy/afraid to hear about the damage to the products that you received this morning.
However, I am (2) afraid/apologies/regret that we cannot (3)accept/except/have responsibility in this (4)
topic/material/matter. All our products are (5) controlled/checked/looked very carefully before leaving the
factory, and the damage in this case must have been caused in transit. I (6) propose/suggest/tell that you
contact the shipping company directly about possible
compensation. In the meantime, we can ship the same order to you again, if it would help. If you give us a
firm instruction to do so (7) until/by/within the next few days, it should reach you (8) until/by/within the end
of the month.

EMAIL 3

I am writing to you (1) affecting/connecting/concerning the meeting that we (2)

combined/appointed/arranged for this Friday. I am afraid something urgent has come up and I will not be
able to attend. Can we (3) cancel/postpone/schedule the meeting until next week? I can make any time
Wednesday or Thursday.
I apologies for any (4) disadvantage/inconvenience/unfortunate this may cause, and I (5) look
forward/wait/anticipate to (6) hear/hearing/know from you.

Common Mistakes

Correct the mistake in each sentence.

1. I am write with regard to your email.

2. Please send me your comments until Friday at the latest.
3. I will be grateful if you could send me more information.
4. Please find attach my report, as promised in Friday’s meeting.
5. I hope we can to meet up soon.
6. I look forward to receiving this information so soon as possible.
7. I’m sorry I haven’t written for ages, but I been really busy.
8. It will be more better for me if we meet on Tuesday rather than Monday.
9. Can we meet at 8 Feb at 14.30 instead?
10. Sorry, I don’t can help you on this matter.

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 11. If you require any further informations, please do not hesitated to contact me.
12. I look forward to meet your kindness during my stay in London.
13. At the meeting we will discuss the follow points.
14. I’m afraid but we haven’t received your payment yet.

Each phrase below has one word missing. Add the missing word.

1. With reference your mail sent 6 June,….

2. Thank you sending me the catalogue I requested.
3. We are writing to inform that…
4. We are able confirm that…
5. I apologise the delay.
6. I would appreciate if you could…
7. Please get back me if there’s anything else.
8. What time would convenient for you?
9. If you like any more details, just let me know.
10. Anyway, that’s enough, I think I stop writing now.
11. It was good to meet you the conference in Paris.
12. I look forward to hearing you soon.
13. I’ve attached a copy the latest sales figures.
14. Thank you for the invitations visit your company.
15. With reference your enquiry, I’ve attached all the information you need.

Exercise:
Formal or Informal?

You are going to write two emails on a similar topic, the first formal/ neutral and the second informal.
EMAIL 1
Write to a customer to tell them that the product/service they want is not available at the moment.
Prepare the situation using the questions below. The information can be real or imaginary.
. What is your company’s business? What products/services do you offer?
. What is the particular product/service that you normally offer, but is not available at the moment?
. Why?
. When is it going to be available again?
. Who is the customer that you are writing to? Why do they need your product/service?
. Are you going to promise any action, give additional information, offer help, or simply say that you will
tell them when the product/service is available again?
Now write the email in a formal/neutral style.
When you finish, work with a partner. Check each other’s grammar, spelling, punctuation and style. Is
everything clear, well-structured and easy to understand?

EMAIL 1
Write to a friend to tell them that you haven’t got something they want from you.
Prepare the situation using the questions below. The information can be real or imaginary.
. Who is your friend?
. What item do they want from you?
Ideas: they want to borrow a book that you have; they want you to make a copy of a CD that you have.

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. Why are you not able to give them this item at the moment?
Ideas: you have lent the book to someone else; your computer isn’t working to copy the CD
. When can you give them the item?
. Are you going to promise any action, give additional information, offer help, or simply say that you will
tell them when you can give them the item?
Now write the email in an informal style.
When you finish, work with a partner. Check each other’s grammar, spelling, punctuation and style. Is
everything clear, well-structured and easy to understand?

FOLLOW-UP
Exchange emails with a different partner.
Replay to the emails you receive, inventing any information necessary

Use Phrases and Vocabulary for E-mails

Salutations
When you don’t know the name Opening sentence
Replying to an email
Dear Sir or Madam Thanks (very much) for your email.
To whom it may concern This is to say thanks for your email.
Hello
When you know the name
Giving a reason
Dear Mr, Mrs, Ms… I’m (just) writing to… clarify…
Dear John Just a (quick) note to… confirm…
Hello Pat Just a short email to…inform you…
Hi Mary follow up on…
Hey John let you know…
Mira reply to…
When writing to a group request…
Dear all tell you…
Hi everyone thank you…
Update you…
Attaching files
I’m sending you/attaching… I’ve attached…
Please find attached…
I’m sending you the price list/document as an attachment.
When things go wrong
I’m afraid you forgot to attach the file/…
I’m afraid I can’t open the file/document. Can/Could you sent it again in …. format, please?

Making enquiries
I am interested in receiving/finding out… I would like to receive…
We would be grateful if … Could/Can you please send me …? Please send me
Would you be able to (help) … ? Can you help?
I’d appreciate a reply asap. Please answer asap.

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Replying to an enquiry
Thank you for your interest. I’m pleased to send you…
I’m sending you… (in an attachment)
Please find the requested information attached. We hope you find this satisfactory. We hope you are
happy/satisfied with this. Thanks for choosing…

When there will be a delay

Your request is being processed.
We are working on your request

Informing
I’d like to inform you of …
Just a few comments about your last mail: I’m writing to tell you about/let you
Know … Just a note to say …
Here’s the low-down on … Just to update you on …
FYI: This is to let you know … Hope this helps.
Let me/us know if you need anything else.

Requesting action
Have you … yet?
Can you send … to me by Friday, please? I need … by Thursday.
Please get/keep in touch. Keep me posted.

Replying
Thanks for your email…
In reply to your email, here are … Re your email, I…
You’ll find the info(rmation) attached. I’ll get back to you asap…
I’ll follow up the points mentioned in your email …

Making arrangements
Just a quick note to arrange a time to meet. I’m writing to set up/arrange …
How/What about Tuesday? Is … OK?
Where should we meet?
Should I pick you up at/from … ? Could you collect me at …?

confirming arrangements
I’d like to confirm … Just writing to confirm … Tuesday is
good for me.
Please send me an email by 5pm today to confirm this. Looking forward to seeing/meeting…

Changing arrangements
I’m sorry but I can’t do/make Thursday.
This is to let you now that I’ve had to put off/postpone … I’m writing to call
off/cancel

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Giving good news
I am/We are pleased to inform you … I’m happy to tell you …
You’ll be happy/delighted to hear that …

Giving bad new

We regret to tell/inform you…
I’m sorry, but …
I am afraid that …
Unfortunately, …

Offering more help

Do not hesitate to contact us if you need any assistance.
Feel free to get in touch …
…if you have any other questions
…if you need more help.
… with any questions.
Let me know if you need anything else/
if I can help you further

Friendly ending

When you want a reply

I look forward/Looking forward to hearing from you/to your reply.
Hope to hear from you soon.
I’d appreciate a reply asap.

Complaining
I’m writing to complain (about…).
We’re not happy with …
I was disappointed to find/hear …
I’m afraid that …
Unfortunately , …

Close
Your sincerely Kind/Best regards
Regards
Best wishes
All the best
Best
See you (soon)
Take care
Bye (for now)
[just the name or initials ] [no close]

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 Formal Informal

• Dear Mr/ Mrs+ surname • Hello / Hi + name

• Dear Sir or Madam • Dear + Name
• Hi there!
• Thank you for your letter / email about… • Thanks for your letter / email.
• Many thanks for your letter/ email. • Thanks for writing to me.
• I am writing to request information about • It was great to hear from you
/ inform you about / complain about… again.
• I am writing with reference to your letter. • I am writing to tell you about…
• I would like to offer congratulations on
• Guess what?
…
• How are things with you? What's
up/ How are you? / How was your
• Let me congratulate you on… holiday?
• I'm sorry I haven't written for a
while…
•
• I look forward to hear from you without
• Hope to hear from you soon.
delay.
• Looking forward to seeing
• I look forward to meeting you.
you/hearing for you.
• I hope to hear from you at your earliest • I can't wait to meet up soon.
• Convenience. • Write back soon.
• If you start with “Dear Sir or Madam".
• Best wishes.
Finish with "Yours faithfully".
• If you start with "Dear Mr/Mrs…, finish
• Love
with "Yours sincerely".
• Regards/Best regards/Kind regards. • All the best
• Xoxo
• Keep in touch.

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 4.2. COVER LETTER
A cover letter is a formal letter that is attached with the application for the job. Cover letters are way of
introducing the applicant to the employers. There is a specific format of writing a cover letter. A cover letter
starts with header that includes the name of the applicant with detailed postal address, e mail address and
contact number. E mail id is also mentioned in the header. After this there comes reference. This is further
followed by greeting or salutation.

Then comes the introduction. Introduction in cover letter should be very well worded and drafted carefully.
The introduction speaks about the position desired by the applicant. In the main body of a cover letter the
reason for applying for this job, educational qualifications, skills and past experience should be mentioned.
This section of a cover letter should be very impressive. A recruiter may reject or select the applicant on the
basis of information provided here.

While closing a cover letter an applicant is supposed to sum up the entire thing in brief. Also the expectation
of the applicant from the recruiter should be mentioned. For example 'I shall wait for your call' etc. Mention
the enclosed documents under the title of ENCL.

A sample cover letter is given here to give you clear idea of the language used in cover letters. We hope this
sample helps you in writing your cover letter.

How long should my cover letter be?

Your cover letter should be no longer than a single A4 page. This can be tricky, especially since you want to
impress the employer with all your skills and experience. But trust us; they simply won’t be interested in
reading a 3,000-word essay. Even if they were, they probably just wouldn’t have the time! Keep it short,
sweet, and simple.

Tips to write a cover letter :

Follow these cover letter tips for success to make sure you avoid making some fatal cover letter mistakes.

1. Keep it short

It may seem difficult with so much information to include, but you need to keep your cover letter short and
sweet. Recruiters will give each letter about 20 to 30 seconds of their time, so it should be no more than an
A4 page – they won’t trawl through ten pages, no matter how experienced and skilled you are.

2. Don’t just re-write your CV

The point of a cover letter is to expand upon your CV, not just re-write it—your CV should be attached to
accompany your letter. Make sure you pick the most relevant examples and give details of your
achievements.

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3. Sign by hand

If you’re sending the letter in the post (old school, we know) then you should sign the letter by hand before
you send it off—it adds a personal and more professional touch.

4. Sending online

Macs and PCs haven’t quite learnt to work in total harmony yet, and the last thing you want is the recruiter
being unable to open your document. Instead, save your final CV as a pdf file; that way you know they’ll be
able to open it on any device.

5. Proofread

Once you’ve written your letter, check it over for mistakes and perhaps even have someone else read it over
too. Recruiters aren’t going to take you seriously if you’ve made silly spelling or grammar mistakes.

6. Avoid clichés

Each letter should be personal, so avoid clichéd phrases that recruiters have read a thousand times! Don’t
just say “I’m a team player”, these buzzwords and phrases won’t make you stand out. Instead, choose an
example of when you worked well in a team and explain what happened and what you achieved.

7. Use numbers

If you can, use numbers or stats to illustrate your points as it’s a nice way to quantify your results and adds
to the format of the letter.

8. Be creative

Writing cover letters doesn’t have to be boring; you can be a bit creative in your approach – especially if
you’re going into a creative industry or job role. Play around with layouts and formats; as long as all the
important information is in there and the layout isn’t distracting, have fun with it!

9. Use bullet points

This is not always necessary, but depending on the format you’ve chosen or the job role you’re applying for,
bullet points could be an effective way of demonstrating your points and adding to the layout.

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WRITING A COVERING LETTER

Fill in the gaps in each section in your own words.

A
Introduction

Explains to your potential future employer who you are and why you are writing.

I am a recently qualified ______________ and would like to _____________ _

for a position at your ______________ . As you can see from my ________ _
I have recently graduated with a ____________________________________

B
Main body

Tells them something about the sort of person you are, so that they will be impressed and ask you to attend
an interview.

I am an and focused who uses

------------ ------------
___________ own initiative and sets high ____________________________ _
Keen to pass on and to others,
------------ -------------
I have excellent __________________ skills and I am used to dealing with a wide
___________ of people. I am a __________________________________Ieamer
who is looking for an ____________________ to use

Strong _-----------------------, -------------------------- and

-------------------------------------- Skills.

C Conclusion _____________
Finishes the letter by stating that you are available to Meet them to discuss things further.

I would like to ------------------- you to further discuss the ----------------------

Of our working -------------------, I am available to -------------------------

An ------------------------ at your convenience.

D Now complete your own covering letter on your next pages.

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Sample Cover letter for Engineer
Your name:
Address:
Contact Information:
Email Address:

Date: MM/ DD/ YYYY

Employers Name:
Designation:
Company's Name:
Address:

Sub: Application for the post of Engineer

Ref: Your ad in the New York Times dated June8, 20XX

Respected Sir/Madam,
This is with reference to your classified in The New York Times dated June 8, 2011. I hereby wish to
apply for the post of engineer in your reputed company. I am a sincere candidate having completed the
educational qualification required for this post and I do wish to offer my services to your company.
Enclosed herewith is my resume highlighting my key strengths and competencies.

I have done my masters in Engineering in ABC branch. I have presented research papers in national and
international conferences and have won the 'best research youth' award in 1999. I am very good in
communication skills and can manage a team efficiently. I am well acquainted with the current
developments in engineering field.

I have worked for 4 years as assistant engineer in ABC Company. My responsibilities in that company
include managing short term projects. Project ABCD was handled by me under the guidance of my seniors.
The project has been quiet successful increasing the profit of the company by 16%. I have trained junior
engineers on various aspects like ethics of engineering.

Enclosed with this letter is my resume and copies of my certificates. I hope you find the document enclosed
herewith worthwhile. I am eagerly awaiting your phone call for a personal interview. Given an opportunity,
I hereby assure you that, I will leave no stone unturned to give you utmost satisfaction.

Sincerely yours,
XYZ

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Letter of Reference

A.N.Y. Company Ltd

69 Any Street, Anyville, Anystate
Tel: 0123456789

Date

To Whom It May Concern:

Reference for Mr James Blond

James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and
effective member of the sales team.

James is professional and efficient in his approach to work and very well-liked by his colleagues and
executive clients. He is well-presented and able to work both independently and as part of a team.

His contribution to all areas of company activity in which he has been involved have been much
appreciated.

I believe that James will make a valuable addition to any organization that he may join. We deeply regret his
decision to move on and I recommend him without hesitation.

I would gladly answer any request for further information.

Sincerely,

Penny Farthing

Penny Farthing
Managing Director

[Link]@[Link]

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 4.3. RESUME WRITING
a. Write your personal details below and then add them to the resume / CV Framework on the next page.
Do not write the words "name" "address"
when completing this task.

Name: ___________________________________________________________________
_________________________________________________

Address:
_______________________________________________________________________________________
__________________________

____________________________________________

Telephone Number: __________________________________________________________

Email: _______________________________________________________

b. Write down the job target you are aiming for on the next page in the space provided.

c. List your education on the next page with/rom and to dates starting with the most recent.

d. List your work experience on the next page with from and to dates starting with the most recent.

e. Write four of your capabilities (J can do statements) using the words

Provided on the next page under the heading SKILLS

f. Write four of your achievements (J have done statements) using the words provided on the next page
under the heading ACHIEVEMENTS.

g. Use the information from A-F to complete your resume / CV

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JOB TARGET
EDUCATION
------
--- ---
--- ---
------

WORK HISTORY
--- --
--- ---
--- ---
--- ---

SKILLS \
• Proficient in
• Accomplished at
• Experienced in
• Familiar with

ACHIEVEMENTS
• Successfully
• Consistently
• Effectively
• Constantly

Write your Resume :

267
268
Job target: ______________________________________________________ _

Capabilities
Example: I can coordinate new work practices.

I can --------------

I can ---------

I can
-----------------------------------------------
I can ----------

I can
--------------------------------------------------------------------
I can ---------

Achievements
Example: I have coordinated new work practices.
I have
----------------------------------------------------------------
I have
---------------------------------------------------------------
I have
----------------------------------------------------~---------
J have -------------

I have
--------------------------------------------
I have
------------------------------------------------------------------

269
UNDERSTANDING JOB ADVERTISEMENTS

A The search for employment.

Rather than applying for any job that is available, it is more productive to target your
approach by having a "job target" which is a specific job in a field of employment.
In which particular field are you interested and what job would you like to do,
for example, mechanical technology - welder. Write some examples below.

Particular field Job target

B Am I the person for the job

Look at the two job advertisements.

Training Coordinator
Male/female aged 20-30 years. Sales Manager
Bachelor's degree in any field.
Computer literacy and English skills. Analyze sales performance Generate daily /
Able to work under pressure. weekly sales reports.
2-5 years' experience in training. Set pricing of new products.
Apply to: Japanese national.
Human Resource Department Good command of written and spoken
Hi-Glo International Co., Ltd. English.
5911 Omega Building Bachelor's degree in Business Studies
Rama 5 Road or Marketing.
Bangkok 10220 Send inquiries to
Thailand Yokohama Industries
Yokohama Building
1-23-7 Taito

Taito-ku
Tokyo
Japan

In pairs, discuss the following questions with your partner:

1 Do the jobs fit your job target?
2 Do you have the required qualifications?
3 Do you possess the skills they are asking for?

C Looking for work.

•Find a recent newspaper and look for the section that has job advertisements.
•Find an advertisement that links to your job target.
•Cut out the advertisement and use glue to stick it onto the next page.
•In the tables provided, make a list of the qualifications and skills needed to be
able to do this job. Only write the ones that appear in the advertisement.

270
Qualifications:

Skills:

D What skills can I do and what skills have I done?

Employers are very interested in what you "can do" and what you "have done." It is
impossible for everyone to have done everything. Sometimes there are skills we know
we can do, but we have not had the opportunity to do them yet.
Look at the skills you have listed from the job advertisement you chose and put a C
next to the skills you can do and an H next to the ones you have done.
In pairs, discuss the following with your partner:
•Do you share the same skills or do you have different ones?
•What other skills do you possess?

271
 4.4. SOMETHING MORE . . .
A Mouse Trap

A mouse looked through the crack in the wall to see the farmer and wife open a package.
What food might this contain?’’ The mouse wondered - - - he was devastated to discover
If was a [Link] to the farmyard, the mouse proclaimed the
Warning:
There is a mousetrap in the house!
There is a mousetrap in the house!”

The chicken clucked and scratched, raised her head and said, “Mr. Mouse, I can tell this
Is a grave concern to you, but it is of no consequence to me.I cannot be bothered by it.”

The mouse turned to the pig and told him, “There is a mousetrap in the house! There is a mousetrap
In the house!” The pig sympathized, but said I am so very sorry for you, but it’s no skin off my nose.” So,
the mouse returned to the house, head down and dejected, to face the farmer’s
Mousetrap....alone.

That very night a sound was heard throughout the house –like the sound of a mousetrap
Catching its prey. The farmer‘s wife rushed to see what caught. In the darkness, she
Did not see it was a venomous snake whose tail the trap had caught. The snake bit the
Farmer’s wife. The farmer rushed her to the hospital, and she returned home with a fever.
Everyone knows you treat a fever with fresh chicken soup, so the farmer took his hatchet to
The farmyard for the soup’s main ingredient. But his wife’s sickness continued, so friends and
Neighbours came to sit with her around the clock. To feed them, farmer butchered the pig. The framer ;s
wife did not get well; she died .So many people came for her funeral , the farmer had the cow slaughtered to
provide enough meat for all of them. The mouse looked upon it all form his crack
In the wall with great sadness. So, the next time you hear someone is facing a problem and think it doesn’t
concern you, remember--------
When one of us is threatened,
We are all at risk.

272
Article GD

Brazil’s former president Luiz inacio Lula da Silva is in jail after surrendering to authorities on Saturday
night. He was sentenced to spend 12 years behind bars after being found guilty of money laundering and
corruption. It is a huge fall from grace for the still-popular ex-leader. Mr da Silva still has massive support
and just hours before turning himself in to the police, his supporters were trying to stop him from going into
custody. Hundreds of supporters from a metal workers union blocked a gate where a car carrying da Silva
was trying to leave to meet police officers. It was only with the help of his bodyguards that he could get
through the crowds. This meant possible clashes with armed police were avoided

Mr. Da Silva is affectionately known as Lula by his supporters. He was born poverty and rose through the
ranks of workers unions to become leader of South America’s largest country. He ran for the presidency
several times belong being elected to office in 2002. He governed from 2003 to 2010. During his two
administrations he initiated several social welfare programs and resurrected the economy. This helped tens
of millions out of extreme poverty. Which made him very popular former U S president Barack Obama once
call da Silva the most popular politician on Earth”. When he left office, his approval rating was an
impressive 83per cent. He hopes to overturn his conviction and run for president again

Whats Best ? Whats your Leader Like ?

Experience

Qualifications

Personality

Age

Looks

Diplomatic Skills

273
Directions: Edit the letter provided below using a blue, black or red ink pen. Look for grammar,
spelling, punctuation, and format mistakes. Use appropriate editing marks.

Johnny's Parts and Repair

304 Main Street
Anywhere, GA 33333

(275) 13S~7924

14 May

976 Community Blvd.

Anywhere GA 33333

Dear Community Planning Committee,

I am a local business owner in Anywhere Georgia, and I am hily interested in participated in the
Local Community Fair. My business, Johnny's Parts and Repair, provides services and parts for
household appliances such as dishwashers, washing machines microwaves and refrigerators we
currently employee 5 full time workers, but I'm in need of a few additional part-time workers to
cover the week end shifts. A Local Community Fair would be the perfect avenue for me to
advertise my business and the available part-time positions.

As part of my display, I will need two tables that measure at least 2 x 4 feet as well as a
minimum of 12 x 12 foots of space. I plan on bringing an example of one of our newest
microwaves, so I would need electricity. One of my employees has prepared a
slideshow presentation of our store, so a projector and screen will b required. I will also need an
internet connection to access my companies website.

Thanks you for all the hard work, time, and dedication y'all are giving to our community. The
Local Community Fair is sure to be a big hit with job seekers current employees and citizens
alike. If you need any further assistance with the fair, please don't hesitate to ask.

Sincerely

Johnny Washer

274
Edit this letter so that it makes sense.

Poole Leisure & Health Club

The Parks, Poole, DR89 E43
Tel: (01234) 987789
E-mail: sales@[Link]

Managing Director
Perks & Shelley Engineering PLC,
Hollows Farm Industrial! Estate
Poole
DK23 L56.

Dear

Further to your telephone Conversation this morning with Mr. Ramsay I

have pleasure in confirming your appointment on Friday 22nd november 2002 at
11.00 am.

Mr. Ramsay will be pleased to show you the you wide range of facility’s that Poole
Leisure & health has to offer the club was extensively refurrbished last year
and in addition to the gymnasium and swimming Pool are members now enjoy the
sauna suii te a hairdressing sSalon and aromertherapy.

We offer very favourable terms for company. Membership and I enclose a

leaflet giving full details

Mr. Ramsay hopes that you will be able to join him for lunch in the restaurant
you will then be able to experience the the high quality fair prepared by our
award winning chef geoff deans in the meantime if you have any queries please
feel free to contact us.

Yours

Paula Smith (Mrs.)

Enc

275
Punctuation Chart

Used at the end of a sentence or to show a work

· Full Stop
is abbreviated

Used to separate two or more nouns, to separate

, Comma
phrases or clauses or

Used at the end of a sentence that asks a

? QUESTION MARK
question.
Used at the end of a sentence which expresses
! Exclamation mark
strong feeling.

“ “ SPEECH MARKS Show what is said.

Used to form contractions or to indicate

APOSTROPHE
possession

Separate off parts of a sentence or put in an

( ) BRACKETS
example

Used to introduced a list, before someone

: COLON
speaks or instead of a full stop.

Used to separate parts of a sentence. It is

; SEMI - COLON stronger than a comma but not as strong
As strong as a full stop.

DASH Separates independent clauses.

_ HYPHEN Creates compound adjectives.

An ellipsis shows that words have been missed

… ELLIPSIS
out.

. BULLET POINT Highlights points in a list.

276
Power words for Business Writing :

Easy Facilitate Ignite Accelerate

Effective Fascinating lmagine Accomplish

Efficient Fear Impact Achieve

Electrifying Fired Implement Acquire

Eliminate Floodgates Important Active

Emerging Flourish Improve Affect

Empower Focus Incisive Affordable

Endorsed Foothold Increase Aggressive

Endurance Forecast Incredible Alert

Energize Formatted Informative Allure

Enhanced Formula Initiate Alternative

Enjoy Fortune Innovative Amazing

Enormous Freedom Insatiable Analyze

Enterprising Fueling Inspirational Approved

Enthusiastic Fundamentals Inspire Attitude

Envision Generate Instructive Attractive

Escalated Genuine Integrated Authentic

Establish Interesting Awesome

Evaluate Introducing Breakthrough

Excel Investigative Boost

Excellence High Tech Consult

High Yield

277
COMMA RULES
RULE 1:- Use Commas to separate three or more words, phrases, or clauses written in a series. The
candidate promised to lower taxes, protect the environment, and reduce crime.

RULE 2 :- Use commas to separate independent clauses when they are joined by any of these seven
coordinating conjunctions, and, but, for, or, nor, so, yet. I have painted the entire house, but he is still
working on sanding the doors.

RULE 3:- Use commas after introductory clauses, phrases, or words that come before the main clause.
While I was eating, the cat scratched at the door.

RULE 4:- Use a pair of commas in the middle of a sentence to set off clauses, phrases, and words that are
not essential to the meaning of the sentence. If these words are dropped, the sentence will still make sense
and retain its basic meaning. I am, as you have probably noticed, very nervous about this.

RULE 5:- Use commas to separate tow or more adjectives that describe the same noun when the word
“and “can be inserted between them. He is a strong, healthy man. (He is a strong and healthy man.)

RULE 6:- Use commas to set off all geographical names, items in dates, addresses, and titles in names. I
lived in San Francisco, California, for 20 years. (If you use the two-letter capitalized form of a state, you
do not need a comma after the state.) I lived in San Francisco, CA for 20 years. Kathleen met her husband
on December 5, 2003, in Mill Valley, California. (If any part of the date is omitted, leave out the comma.)
They met in December 2003 in Mill Valley. Al Baker, M.D., is our family doctor.

RULE 7:- Use commas to separate a direct quotation from the rest of the sentence. Mother asked, “Who
wants to get ice cream?’’ “I do. “He said.

RULE 8:- Use commas wherever necessary to prevent possible confusion or misreading. To Steve,
Lincoln was the greatest president.

RULE 9:- Use commas before or surrounding the name or title of a person directly addressed. Will you,
Sam, have the surgery? Yes, Doctor, I will. (Capitalize a title when directly addressing someone.)

Rule 10:- Use a comma to separate a statement form a question. I can go, can’t?

Rule 11:- Use a comma to separate contrasting parts of a sentence. That is my money, not yours.

RULE 12:- Use a comma when beginning sentences with introductory words such as well, now or yes
Yes, I do need that report.

RULE 13:- Use commas surrounding words such as therefore and however when they are used an
interrupters. I would, therefore, like a response. I will be happy, however, to volunteer my time.

278
❖ Spoken versus written style

Read the transcript of part of a telephone call in which a woman is complaining about a holiday.
Write her letter of complaint, using more formal English. The email should contain the same
Information The beginning has been done for you.

“Good morning. My husband and … Yes, that’s right, your agency organized it, and I feel I must
complain about it….. Well, when we arrived at the airport the tour guide…yes, she was supposed to take
us to the hotel, but she wasn’t there we had to take a taxi… Yes, that’s right. And it cost a lot of money,
now, in the brochure- you sent us brochure two months ago- it said our hotel was ‘a stone’s throw from a
golden beach fringed by coconut palms’. This wasn’t true… Can I finish, please? In fact it was three
miles from the coast. And the ‘beach’-we went there on our first day- the beach wasn’t sandy at all, but
rocky and muddy… Yes. And as if that wasn’t bad enough, to get to the beach you had to cross a
motorway! … Yes a motorway! And it was full of speeding traffic! And then the hotel. It was dirty and
old, and you said it had ‘all modern conveniences ‘When we came to see you, you told us about the
wonderful food... Yes, you promised it would be of an internationally high standard. Well, dinner was the
same every night and they didn’t serve it until 10, and everyone was wanting to go to bed then. I think
your company owed us an apology and a refund… Well, its motto is ‘We aim to please’… How much?
Five hundred pounds would be an acceptable amount. That’s half the cost of the holiday.”

279
KEY WORDS for WRITING
Stating Your Opinion According to
In my opinion, To me,
In my view, I think
From my point of-view, I believe
It seems to me that To my way of thinking
From my perspective I suppose
It appears that I understand
I realize I feel
I imagine
For Instance,
Giving Examples In other words,
For example, like
such as namely
as To paraphrase
that is
To illustrate As ••• as
also
Comparing In the same way,
Similar to At the same time
in common resemble
Either • ..,or
Neither, •... nor But
Just as On the other hand
Neverthe1ess
Contrasting Though
However, Instead
On the contrary Even though
Differ from
Although Generally speaking,
Otherwise On the whole,
Alternatively By and large
I believe
Generalizing Basically,
Generally, As a rule
Overall, For the most part
In general,
It seems to me that Undoubtedly,
All in all No doubt,
Essentially Of Course,
All things considered

Expressing Certainty To some extent,

Certainly, almost
Doubtless, So to speak,
Definitely,

280
WRITING WITH CLARITY

Phrase Replacement
Along the lines of Like
As of this date Today
As to About (or omit entirely)
At the present time Now
By means of With by
For the purpose of For
For the reason that Since, because
From the point of view of For
Inasmuch as For; as
In order to To
In a position to Has, have
In the possession of Has, have
In a satisfactory manner Satisfactorily
In the case of If
In view of Because, since
In the nature of Uke
In the event of If
In connection with Of, in, on
In relation to Toward, to
In the amount of For
In a number of cases Some
On the basis of By
On the grounds that Since, because
Owing to the fact that Since, because
On the part of By, among, for
On behalf of For
On a few occasions Occasionally
Prior to Before
Subsequent to After
With reference to About ( or omit entirely )
With regard to About ( or omit entirely )
With the result that So that

281
Expressions for formal writing :

282
283
284
285
286
JOBS FOR LIFE?

‘The person who works These two people can stay with their firm
for one employer all their if they want to. But not everyone has the
life is a thing of the past. luxury to choose. In other companies,
Most people today must redundancy is a real danger. John
expect to have many Chapman was a manager of a bookshop
different employers, some in a large chain. The company was taken
at the same time.' over by another chain. After the merger,
Business guru, Bart Clomby, half of the managers lost their jobs.
made this statement at a recent 'I wanted to leave last year, but my boss
conference in Venice. persuaded me to stay by offering me a
But is this really true for bonus and a salary rise. Unfortunately,
everyone? he
Sandra Arlotti is a 43-year-old human left at the time of the takeover so I didn't
resources manager. She has worked for get the rise or the bonus, and I have now
the same company for eighteen years. lost my job.'
She has a demanding job, and a hectic
home life - she has to take care of a Bart Clomby feels that employers now
sick parent as well as her three children. think very. short-term. They prefer to
'I'm considering leaving my company offer
to become a freelance consultant, but I fixed-term contracts to get the most out
am worried about not having a regular of
income,' she told me. 'I also want to employees in the first few years. Then the
benefit from my pension.' Sandra is employer can either keep them on a
typical of a number of people who can similar salary, or replace them with
no longer be sure of working for one younger, keener, cheaper staff. Clomby
employer all their life. says the only way to get a large salary
Kaori Kanayama works for a bank in rise is to move from company to
Osaka. 'I have worked there for over company.
twenty years, in many different
departments. 1 now feel that 1 am in a
rut. I have a lot of experience, yet I So, remember. Even if you love your
earn a low salary compared with other present job, don't expect to stay there for
graduates, and I work exceptionally Ever.
long hours. My company likes to retain
experienced -staff, but I simply cannot
earn enough money.'

287
Comprehension

1. The article says there is less job security nowdays. True or false?
2. Sandra and Kaori aren't sure if they should leave their companies.
Complete this table with the reasons they give

Reasons for leaving Reasons for not leaving

Sandra
Kaori

3. John made the wrong decision. Explain why.

4. Why do employers offer fixed-term contracts, in Bart Clomby’s opinion?
5. What does Clomby recommend doing if you want to get a large salary rise?

Vocabulary
Ten words or expressions are highlighted in the text. Write them next to the correct definition.

1. ........................... The loss of a job , ------------------------

2. ........................... an increase in pay ----------------------------- .
3. .................................................... a supplement to a salary ------------------
4. .................................................... for a set period of time --------------------
5. .................................................... more interested and ambitious --------------------
-
6. ................................................. in a boring situation with no real
future prospects ------------
7. .................................................................. people who have completed
university -------------------
8. .................................................................. when two firms become one ----------
------------
9. ............................................................................................ selling your
services/skills to several companies ---------------
10. ......................................................................... the money you earn after you
retire --------------------------
Speaking
1. Think of five reasons for staying in your present job and five reasons for not staying.
2. What are the advantages and disadvantages of working freelance?
3. If you had the money, what changes would you make to your present company?

288