2 E N G L I S H AT AT W O R K I I
Impressum © English at Work 2 Medieninhaber und Herausgebe Herausgeberr
Bundesministerium für Wirtschaft und Arbeit Stubenring 1, 1011 Wien www.bmwa.gv.at
Im Rahmen der go international Initiative
Wirtschaftskammer Österreich Wiedner Hauptstraße 63, 1043 Wien http://wko.at
Redaktion
Institut für Bildungsf Bildungsforschung orschung der Wirtschaft AutorInnen: Mag. Sabine Archan, Ingrid Garschall MEd, Paul Kingsburgy MEd, Martina Kralicek MEd Rainergasse 38, 1050 Wien, www.ibw.at www.ibw.at Grafik
design:ag, Alice Gutlederer, Capistrangasse 4/6, 1060 Wien, www.designag.at Höraufnahmen
Alle Audiotracks wurden aufgenommen und gemischt von Bernd Mazagg und Markus Jäger Living Room Studios, Kreuzgasse 91/1204, 1170 Wien,
[email protected] Sprecher: Howard and Kathryn Nightingall, Argentinierstrasse 20/5, 1040 Wien, www.busi w ww.businessofactin nessofacting.at g.at CD-ROM Produktion
CSM Production, Vorgartenstr. 129-143, 1020 Wien, www.csmproduction.at Druck
Ing. H. Gradwohl GmbH, 3390 Melk Wien, Okt. 2006, 1. Auflage Die Herausgeber danken der Battenfeld Kunststoffmaschinen GmbH für die Zurverfügungstellung von Text- und Bildmaterialien. Die Rechtschreibung Rechtschreibung orientiert sich am American English.
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ENGLISH AT WORK II
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TABLE OF CONTENTS CON TENTS PART 1: ENGLISH FOR THE GLOBAL GLOBAL MARKET Unit 1:
Looking for a job
4 – 13
Unit 2:
Applying for a job
14 – 23
Unit 3:
At the airport
24 – 33
Unit 4:
The Interview
34 – 46
PART 2: IN THE OFFICE: ENGLISH FOR FOR OFFICE PROFESSIONS Unit 1:
Who’s calling?
4 – 13
Unit 2:
Yours sincerely
14 – 23
Unit 3:
We look forward to doing business with you
22 – 31
Unit 4:
Would you like to leave a message?
32 – 41
PART 3: AT THE HOTEL: ENGLISH FOR TOURISM TOURISM AND SERVICE PROFESSIONS Unit 1:
At the reception
Unit 2:
In the restaurant
14 – 19
Unit 3:
Austrian wine
20 – 25
Unit 4:
Health and beauty at the hotel
26 – 31
4 – 13
CD – TABLE TABLE OF CONTENTS CONTENT S PART 1: ENGLISH FOR THE GLOBAL GLOBAL MARKET 1.
Unit 2: The Follow Up
21
2.
Unit 3: At the Airport
24
3.
Unit 3: Customs and Immigration
28
4.
Unit 3: The Taxi
29
5.
Unit 4: The Interview
40
PART 2: IN THE OFFICE: ENGLISH FOR FOR OFFICE PROFESSIONS 6.
Unit 1: Mohammed Musni Zaki calling
7.
Unit 1: Spelling
11
8.
Unit 4: Order no. 123456789
32
9.
Unit 4: We need a visa
36
5
PART 3: AT THE HOTEL: ENGLISH FOR TOURISM TOURISM AND SERVICE PROFESSIONS 10.
Unit 1: Answering the phone
6
11.
Unit 1: Meeting the guests
8
12.
Unit 2: Are you ready to order?
16
13.
Unit 3: What wine would you recommend?
23
14.
Unit 4: A personal treatment
29
PART 2: IN THE OFFICE
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UNIT 1
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1 WHO’S CALLING? Headline:
Our company has always been a trend setter in developing innovative process technology. We We respond to the market’s needs for high-quality,, reliable and user-friendly injection molding machines, high-quality paying special attention to application-oriented collaboration and quick, comprehensive customer support. We help our customers to implement their product ideas! This includes collaboration in the areas of product and mold design as well as choosing and optimizing the process to suit the application; in short we take care of all details relevan relevantt to economic success in manufacturing injection molded plastics components. comp onents. Being a good partner for our customer customerss is always our first priority.
Headline:
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1. Auto industry parts Read the two texts text s on the previous page. You have the choice between two headlines. Decide which headline goes with which text. Write it in the empty space above the text. (a) Sa Saudi to to de devel eloop au auto pa parts in indust strry
(b) Pr Process tech chnnology is is th the ke key fa fact ctoor
2. What is made of plastic in a car? Tick those accessories in a car which are made of plastic/plastic components. components. The correct solution will give you a key word and will show you what you can produce with an injection molding machine.
P E L A K S T A I C
bumpers windows headlights door ha handles motor steeering wheel st mirrors seats gear stick hanndb ha dbrrak akee ha hanndl dlee
Solution: ___________________________________
3. Mohammed Musni Zaki calling Listen to the CD and answer the following questions. (a) Where is the caller calling from?
(b) Who does the caller want to speak to?
(c) Where have they met before?
(d) What will happen after the telephone call?
Compare your results with wi th a partner.
PART 2: IN THE OFFICE | UNIT 1: WHO’S CALLING?
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UNIT 1
4. This is Melinda speaking (a) Listen to the CD again and tick the phrases you hear in the left box. Who says what?
✔
(This is) … speaking. Can I help you? Who is speaking, please? The line is very bad, can you speak up, please? I would like to speak to … Could you connect me, please? Hold on, I’ll put you through. Nice to hear from you. Thanks for calling and have a nice day! (b) Listen again and find out who says what. Fill in M for Mohammed Musni Zaki, R for receptionist and K for Gerda Kartinger in the right box.
5. On the phone Read the following text te xt and think about abou t how you act on the phone. Make a tick in the squares for those things you already do. What did you not tick? Do you think it is important for making a phone call? The telephone is one of the most widely used and yet one of the most feared instrumen instruments ts of our daily lives. It is the front of every organization, and the person who answers the phone is the very first contact the caller has with that organization. So it is very important indeed to answer the telephone correctly! Remember to have pad and pencil at hand. say ‘Good morning/evening/afternoon’. identify your place of work. add: ‘Can I help you?’ repeat the most important parts of the call. c all. use the caller’s name when you learn it. finish the call politely.
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ENGLISH AT WORK II
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6. Can you spell that? (a) Here are a number of phrases and idioms idiom s that are only used when w hen telephoning. There are some important differences to everyday English. Look at the phrases below and sort them into the grid on the next page. ■
Bank of England. Good morning/aftern morning/afternoon/even oon/evening. ing. What can I do for you?
■
Can you hold the line?
■
This is Melinda Müller speaking from Battenfeld, Austria.
■
Can you hold on a moment please?
■
May I speak s peak to Mr. Sephton, Sephton, please?
■
Just a moment, I’ll put you through to the Marketi Marketing ng Department.
■
Oh, isn’t this MacMillan’s MacM illan’s Publishers? Publ ishers? I’m sorry sorr y I must have got the wrong number.
■
I’m afraid I didn’t quite catch what you just said.
■
May I ask who’s calling, please?
■
Could you give me your name again, please?
■
Could you possibly speak more slowly?
■
Could you spell that?
■
Can you give me the reference/order number? numbe r?
■
I’d like to speak to somebody about …
■
Could you put me through to Mrs. Cooper, please?
■
I’m afraid this isn’t the number you wanted.
■
He is in a meeting right now. He will be back at around 4 o’clock. o’clock .
■
What time could I reach him/her?
■
Could we call you back within the hour?
■
I will send you a fax.
■
Could you please repeat what you just said?
■
Can I have extension 321?
■
The line is busy at the moment.
PART 2: IN THE OFFICE | UNIT 1: WHO’S CALLING?
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UNIT 1
8
Introducing yourself
Asking who is on the telephone
Asking for someone
Connecting someone
How to reply when someon onee is not avail ilaable
Wrong nu number
To avoid misunderstandings
When you are in trouble
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(b) SELFTEST How good are you already? Below you find a random choice of typical situations you may encounter when receiving/making a tele phone call in English. How many of the ten sentences can you answer correctly? Check your results and see how good your English is. A) Darf ich fragen wer spricht?
B) Hier spricht Lisa Fitzgerald.
C) Ich möchte mit jemandem sprechen bezüglich …
D) Er ist gerade in einer Besprechung. Er wird um vier Uhr wieder im Büro sein. s ein.
E) Könnten Sie bitte etwas et was langsamer sprechen?
F) Können Sie mir eine Bestellnummer nennen?
G) Einen Moment, ich verbinde Sie in die Marketingabteilung.
H) Könnten Sie das nochmals wiederholen? wiederholen?
I) Könnten Sie das buchstabieren?
J) Können Sie einen Moment am Telefon bleiben?
How many of the ten did you get right?
10 – 9 8 7 6
5
Congrats! Impressive! Impressive! You You seem to be an expert on the telephone. telephone. You did very well! It shows you have ample experie experience. nce. Not bad bad,, real really! ly! But yo youu could could do ev even en bett better er if you you pra practic cticed ed a lit little tle.. Good, Goo d, you you passed passed!! But do you you reall reallyy have have enoug enoughh phrases phrases to deal deal with with a phon phonee call? call? You You migh mightt feel uncomfortable when you have to speak to someone on the phone in English, but with some more practice you will be a pro! You coul couldd use mor moree traini training ng in tele telepho phone ne langu languag age. e. Go Go back back and look look at at the phr phrases ases on on the previous pages and try the test again!
PART 2: IN THE OFFICE | UNIT 1: WHO’S CALLING?
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UNIT 1
7. Can I help you? Connect the parts of the sentences to make twelve typical typi cal phrases you might hear/need to say in a business busi ness call. 1. Can I help 2. What can I do 3. Could I ask 4. Can you hold 5. Can I get 6. Can you read that 7. Can you call me 8. I’ll get on 9. I’ll see what 10. I don’t normally deal deal 11. I’ll need to check 12. Right, I’ll wait
a. b. c. d. e. f. g. h. i. j. k. l.
who’s calling please? back within within the hour? that against against the computer computer.. back to to you on that? with this, actuall actually. y. I can do. to hear from you, you, then. you? back to me? on for a moment, please? to it right away. for you?
8. Call me With a partner (one is the caller and the other receives the call) work out a short telephone conversation using at least six of the above phrases. The situation is as follows: You want to speak to Ms. Braun about the offer you y ou sent two weeks ago, say who you are, a re, who you want to speak to and what you want. Role play
A: B: A: B: A: B: A: B:
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9. Spelling (a) Do you know all the letters lette rs of the alphabet in English? Englis h? Work with a partner. Say them and let your partner check and help you. (b) Can you say the following in English? E nglish? Work with a partner. To verify whether whether this has been said correctly listen to the CD.
VAT
JRH
GAP
TWA
IAEA
HAIE
(c) Say these numbers ■ ■
13 74
■ ■
30 250
■ ■
17 2,500
■ ■
71 1,060
■ ■
18 55,555
■ ■
80 25,002
■ ■
47 0
(d) Say these fractions, decimals, decimal s, percentages, PO numbers ... ■
1/2
■
1/3
■
1/4
■
15 %
■
1.2 m
■
12-454
■
33/044
(d) Work with a partner. Each of you shoud think up four difficult di fficult names name s and write them down here below. Now spell them to your partner who writes them down. Then compare and see if you got them right. Write your names here:
1. ........................................................................................... 2. ........................................................................................... 3. ........................................................................................... 4. ...........................................................................................
Write the names dictated to you by your partner here:
1. ........................................................................................... 2. ........................................................................................... 3. ........................................................................................... 4. ...........................................................................................
PART 2: IN THE OFFICE OFFICE | UNIT 1: WHO’S CALLING?
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UNIT 1
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Aims and objectives In this unit the learners ■ read a technical text and a web text about the plastic industry and identify headlines headlines for both ■ listen to a telephone conversation conversation and find relevant pieces of information conversation ■ use typical phrases in a telephone conversation ■ practice spelling of numbers and names
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Answers 1. Auto industry parts – Text 1 + b, Text 2 + a 2. What is made of plastic in a car? – PLASTIC 3. Mohammed Musni Zaki calling
(a) Saudi Arabia; (b) Mrs. Kartinger, Kartinger, the sales manager; (c) at the International Trad Tradee Fair AAME in Riyadh; (d) Mrs. Kartinger will send an offer by e-mail and additional material by DHL
4. This is Melinda speaking ✔
✔ ✔ ✔ ✔ ✔ ✔ ✔
(This is) ..... speaking. Can I help you? Who is speaking, please? The lin linee is very very bad bad,, can you you speak speak up, ple please ase?? I would like to speak to … Could you connect me, please? Hold on, I’ll put you through. Nice to hear from you. Thanks for calling and have a nice day!
M R R M M R K K
6. Can you spell that? (a) Introducing yourself:
- Bank of England. Good morning/afternoon/evening. morning/afternoon/evening. What can I do for you? - This is Melinda Müller speaking from Battenfeld, Austria.
How to reply when someone is not available:
- He is in a meeting right rig ht now. He He will be back at around 4 o’clock. - What time could I reach him/her? - The line is busy at the moment. moment . Wrong number:
- May I ask who’s calling please? - Could you give me your name again please?
- Oh, isn’t this t his MacMillan’s Publishers? I’m sorry I must have got the wrong number. - I’m afraid this isn’t the number you wanted.
Asking for someone:
To avoid misunderstandings:
- May I speak to Mr. Sephton, please? please? - I’d like to speak to somebody about … - Could you put me through to Mrs. Cooper, please? - What time can we reach him/her? - Can I have extension 321?
- I’m afraid I didn’t quite catch what you just said. - Could you spell that? - Can you give me the referen reference/order ce/order number? - Could you please repeat what you just said?
Connecting someone:
- Could you possibly speak more slowly? - Could we call you back within the hour? - I will send you a fax.
Asking who is on the phone:
- Can you hold the line? - Can you hold on a moment, please? - Just a moment, I’ll put you through to the Marketing Department.
When you are in trouble:
(b) A) May I ask who’s calling? B) This is Lisa Fitzgerald speaking. speaking. C) I would like to speak to someone regarding regarding .... D) He is in a meeting right now. now. He will be back b ack at around 4 o’clock. E) Could you possibly speak more slowly? F) Could you give me the order number? G) Just a moment, I will connect you to the marketing department. H) Could you please repeat what you just said? I) Could you spell that? J) Could you hold the line, please? 7. Polite language on the phone
1 h, 2 l, 3 a, 4 j, 5 d, 6 i, 7 b, 8 k, 9 f, 10 e, 11 c, 12 g
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Wordlist a stand accessories ample bumpers components comprehensive congrats (short for congratulations) customer support economic success fair favorable gearstick handbrake headlights I would be obliged if I’m afraid injection molding offer (noun, verb) process technology product samples product/mold design
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Messestand Zubehör vielfältig, umfassend Stoßstange Teile, Komponenten umfassend Gratulation, Glückwünsche Kundenbetreuung wirtschaftlicher Erfolg Messe günstig, vorteilhaft Schaltknüppel Handbremse Frontlicht Ich wäre Ihnen verbunden wenn … Ich fürchte, … Spritzgießtechnik Angebot, anbieten Verfahrenstechnik Produktmuster Produktdesign/ Formgestaltung
production unit reliable sales manager steering wheel supplementary the line is very bad to do business with
Produktionslinie verlässlich Verkaufsleiter Lenkrad zusätzlich die Verbindung ist sehr schlecht mit jemandem Geschäfte machen überschreiten to exceed grünes Licht geben to give green light Apparat to hold on bleiben Sie dran/ to hold the line bleiben Sie am Apparat anwenden to implement eine Nachricht hinterlassen to leave a message die Nachfrage befriedigen to meet a demand verbessern to optimize to put someone through jem. durchstellen sich auf jemanden verlassen to rely on enthüllen to reveal lauter sprechen to speak up anwenderfreundlich user-friendly Autoteile vehicle components noch in dieser Stunde within the hour
CD Script – Mohammed Musni Zaki calling Receptionist: Musni Zaki:
Battenfeld, Sie sprechen mit Melinda Müller Müller.. Was kann ich für Sie tun? (bad line) Hello, this is Saudi Car Corporation, Mohammed Musni Zaki speaking. I would like to speak … R: Hell llo? o?.. .... Sir Sir?? I am so sorr rryy th thee li linne is ver eryy ba badd, ca cann you spe peak ak up up,, pl pleas asee? Wh Who’ o’s sp spea eakkin ing, g, pleas ase? e? M: Hello? Yes, … name’s Mohammed Musni Zaki from Saudi Car Corporation. I would like to speak to your sales manager, Mrs. Kartinger. Kartinger. Could you connect me, please? R: Well, yes, certainly. Hold on, I will put you through. M: Thank you. Gerdaa Kartinger: Gerd Kartinger: Gerd Gerdaa Kartinger Kartinger,, Hallo? Hallo? M: Mrs. Kartinger Kartinger,, this is Mohammed Musni Zaki speaking from Saudi Car Corporation. We met at the International Internation al Trade Fair AAME in Riyadh earlier last year and discussed your injection molding technology systems at your stand. K: Oh hello, … yes, of course, Mr. Musni Zaki, nice to hear from you ou.. How are you? Have you thought about our offer? M:: M Wel ell, l, th that at’’s ex exac actl tlyy wh whyy I’m I’m ca callli linng. Th Thee com compa panny man manag agem emen entt has has giv iven en gree eenn li ligh ghtt for for th thee new new production unit as we discussed at the fair and I would be much obliged if you could now send me an offer for the HM 400 Injection Molding Machine and additional material if you have any, you mentioned a video then … K: Wit ithh pl pleas asur uree. I wi will ll mak akee sur suree ou our off offeer wil willl re reach you be beffor oree th the en end of of thi thiss we week by e-m e-mai ail, l, and supplementary supplem entary material by DHL. I will also make sure you get the video and our catalogues as well as product samples. … We hope for a favorable decision deci sion then … M: Thank you. I’ll wait for your e-mail and we’ll be in touch. K: Right. Thanks for calling and have a nice day! Bye.
PART 2: IN THE OFFICE OFFICE | UNIT 1: WHO’S CALLING?
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UNIT 2
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14
2 YOURS YOUR S SINCEREL SINC ERELY Y
ENGLISH AT WORK II
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1. Dear Mr M r. Musni Zaki Z aki (a) Read the following statements which whic h refer to the letter on the previous page. Decide whether they are true (T) or false (F). (b) Can you put the false statements right? T
F
1) The letter is addressed to Gregor Giebel. 2) There has been no previous contact between the two companies before this letter. 3) An offer for an injection molding machine is enclosed. 4) Before an order can be placed there is need to discuss further details. 5) Additional material, i.e. catalogues and product samples, has been sent by DHL.
2. Parts of a business letter There are several main sections that are consistent with wit h every business letter format. format . When writing a business letter, lette r, be sure to include all these components. Draw lines and match the corresponding description with the respective letter section.
letter heading
It is common with every business letter format.
It contains your address and the date of writing. inside address
It appears two lines below the inside address. Use it to explain the situation situatio n and to make your request request or response.
salutation
Make sure it is done in a straightforward and concise concis e manner. It includes the name of the addressee, that person’s title or office,
body of the letter
the name of the company or institution, and the full address. In all business letters, there are usually four lines between the
complimentary close
complimentary close and the typed name as you intend to sign it It is inserted three lines below the last line of the body body..
your typed name
your signature
The most common formulas are: Sincerely, Sincerely yours, Yours truly, Yours sincerely. t he page, always flush left. It includes com It is the last element on the mon notations to indicate: carbon copies, enclosed documents, etc...
special notes
Always use blue or black ink.
Match your signature and your typed name.
PART 2: IN THE OFFICE | UNIT 2: YOURS SINCERELY
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UNIT 2
3. Name it! Go back to the letter on page 14 and name the respective parts of the letter by writing the correct description next to the letter part.
4. Make sure you get it right! r ight! Letter -writing is an essential Letter-writing essenti al part of business. In spite of the ever growing importance of telephone and electronic mails, letters are still as important as ever as evidence of an arrangem arrangement ent or a contract, and must therefore be written with care. This is even more important when you write writ e a letter in a foreign language. You will find a few guidelines guideli nes below. Read through them and then complete the following followi ng exercises.
Addresses (how to write the address)
Mr./Ms. first name last name (or company name) Mr./Ms. Street number street name City Postal Code Dates
Dates can be written in different d ifferent ways 11 September 2006 (probably the simplest s implest and clearest of all the forms used) th 11 September 2006 September 11, 2006 (Americans put the name of the month first) Note: Never use just numbers – 11.9.02, for example. In Europe this always means 11 September, September, but in America it can mean 9 November. November. Salutation and complimentary close
You start a letter with a salutation and finish it with a complimentary close: To a firm (contact person unknown) Dear Sir or Madam Yours fa faithfully To a person Dear Mr. Fox Yours sincerely You use Mr. Mr. to address a man and a nd Ms. for a woman. Special notes
Encl. shows shows that you have put somethi something ng else else in the the envel envelope ope Cc show sh owss th that at you you hav havee sent sent a copy copy of th thee let lette terr to to some someon onee else else
Work with a partner and see how much you know about the formal part of letter writing. Work If you are not sure consult the t he text above. Compare your answers in pairs. pai rs. (a) Dates – write them out in a correct form for a business letter. 4.5.06
16
2/7/2005
2006-08-03
ENGLISH AT WORK II
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(b) Which of these salutations should be used to address a man, a woman, a company where the contact person is not known? (a) Dear Mr Mr.. ______ ____________ ___________ ___________ ___________ _______ __
(c) Dear Ms. _____ ___________ ___________ ___________ ____________ ________ __
(b) Dear Sir or Madam, _____________________
(c) Find the matching complimentary compliment ary close for these salutations salutati ons and connect them by drawing lines. (A) Dear Ms. Jordan (B) Dear William (C) Dear Sir or Madam
Yours faithfully Yours sincerely With best regards
(d) How do you show that you have (A) included something in an envelope? (B) sent a copy c opy of the letter to someone else (in the company)? (e) Find the mistakes in the followin followingg addresses and correct them by writing it out correctly. Ms. Hunter Fiona 123 Cromwell Road London SW7 4ET Mr.. Mr Charles Chapman 109 Bay Walk Carson City NV 89710 Peters Inc. Ogden UT 84401 324 25th Street Los Torros Motel 110 Mission Bay Drive CA 192108 San Diego Mountain Bikes Ltd 12 Avonmouth Road BR7 8KL Bristol
PART 2: IN THE OFFICE | UNIT 2: YOURS SINCERELY
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UNIT 2
5. How to say it in a business letter (a) Below, you will find typical typica l phrases for an offer, though sentences have been cut into int o two parts. Find the matching parts to make it a meaningful sentence sentence and connect them by drawing lines. lines. We are pleased to quote you
are as follows:
As requested we enclose
interest in our products.
Our terms of delivery and terms of payment
the following price pr ice (excluding (excludi ng VAT) VAT) for our injection molding machine:
Thank you for
herewith our catalogue and latest price list.
Should you need any further information
for (orders over 400 units).
We are pleased about your
your enquiry of 7 June.
We can offer a 30% trade discount
please do not hesitate to contact c ontact us.
(b) The above phrases make quite a good outline o utline for a simple offer off er letter. However, they got mixed up. Sort them out and rewrite rewrit e them in the correct sequence. seque nce.
18
ENGLISH AT WORK II
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6. Business letter BINGO Have you ever played BINGO? No? Try it – you will have fun! This is how it works: From the following words and phrases choose ni ne and write them on your BINGO BIN GO Card. Then cut up the BINGO cards below and take turns in drawing a card. Say loud what’s written on it. If you have that phrase/wo phrase/word rd on your card cross it out. The one who has three crosses in a row on his/her card says BINGO BIN GO and is the winner.
letter head
salutation
our terms of delivery are
complimentary close
enclosure
Thank you for your enquiry of …
inside address
postal code
as follows
our catalogue and price list
Dear Sir or Madam,
Dear Mr. Fox,
Yours sincerely,
Yours faithfully,
With best regards,
as requested
We are pleased to quote as follows:
We enclose …
our terms of payment are
offer
YOUR BINGO CARDS
PART 2: IN THE OFFICE | UNIT 2: YOURS SINCERELY
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UNIT 2
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Aims and objectives In this chapter the learners ■ work on basics of letter writing (formatting, address, date etc.) in English. ■ deal with offers and typical phrases in offers. ■ draft an offer letter with given phrases.
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Answers 1. Our offer:
a) 1 = F, 2 = F, 3 = T, 4 = T, 5 = T b) 1 = addressed to Mohammed Mohammed Musni Zaki 2 = Company representatives have spoken on the telephone before.
2. Parts of a business letter
letter heading
It is common with every business letter format. It contains your address and the date of writing.
inside address
It appears two lines below b elow the inside address.
Use it to explain the situation and to make your request or response. Make sure it is done in a straightforward and concise manner.
It includes the name of the addressee, that person’s title or office, the name of the company or institution, and the full address.
In all business letters, letters, there are usually four lines between the complimentary close and the typed name as you intend to sign it
It is inserted three lines below the last line of the body. The most common formulas are: Sincerely, Sincerely yours, Yours truly, Yours sincerely.
salutation
body of the letter
complimentary close
your typed name
your signature
It is the last element on the page, always flush left. It includes common notations to indicate: carbon copies, enclosed documents, documents, etc...
special notes
Always use blue or black ink. Match your signature and your typed name.
4. Make sure you get it right
(a) Dates 4.5.06 4 May 2006 4th May 2006
2/7/20 05 2 July 2005 2nd July 2005
2 006-08-03 3 August 2006 3rd August 2006
(b) Mr. = man, Ms. = woman, Dear Sir and Madam = a company where the contact person is not known (c) Dear Ms. Jordan + Yours sincerely, sincerely, Dear Sir or Madam + Yours faithfully, faithfully, Dear William + With best regards (d) (A) enclosure (B) cc
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(e) Correct addr addresses esses Los Torros Motel 110 Mission Bay Drive
Ms. Fiona Hunter
123 Cromwell Road London SW7 4ET
San Diego CA 192108
Mr.. Charles Chapman Mr
109 Bay Walk Carson City NV 89710Bristol BR7 8KL
Mountain Bikes Ltd 12 Avonmouth Road
Peter Inc. 324 25th Street Ogden UT 84401
5. How to say it in a business letter (a) and (b)
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We are pleased to quote you
are as follows:
As requested we enclose
interest in our products products..
Our terms of delivery and terms of payment
the following price pri ce (excluding VAT) VAT) for our injection molding machine:
Thank you for
herewith our catalogue and latest price list.
Should you need any further information
for (orders over 400 units).
We are pleased about your
your enquiry of 7 June.
We can offer a 30% trade discount
please do not hesitate to contact us.
Wordlist as requested available options carbon copy common with complimentary close concise enclosed enclosure enquiry flush left further information I take pleasure in sending … inside address letter heading offer (noun, verb) postal code request
wie verlangt verfügbare Möglichkeiten Durchschlag, Kopie üblich bei Grußformel umfassend in der Beilage Beilage Anfrage linksbündig weitere Information Ich freue mich … zu übersenden Empfängeranschrift Briefkopf Angebot, anbieten Postleitzahl eine Anfrage, Bitte
response salutation samples special notes straight-forward terms of delivery terms of payment to hesitate to intend to quote under separate cover unit we are pleased to offer you … your enquiry of 7 June yours faithfully yours sincerely
Antwort Anrede Produktmuster Vermerke direkt Lieferbedingungen Zahlungsbedingungen zögern beabsichtigen anbieten in getrennter Post Einheit, Stück wir freuen uns Ihnen … anbieten zu können. Ihre Anfrage vom 7. Juni Hochachtungsvoll Mit freundlichen Grüßen
PART 2: IN THE OFFICE | UNIT 2: YOURS SINCERE LY
21
UNIT 3
▲
3 WE LOOK FORWARD TO DOING BUSINESS WITH YOU 1. Our experience will be at your service ser vice
(a) Before a contract can be finalized various types ty pes of correspondence will be exchanged. Some will be necessary only if contract agreements are not fulfilled, others may be substituted by telephon telephonee discussions/personal discussio ns/personal meetings. You will find a complete list of typical typica l business letters below. Put them in a meaningful sequence by numbering numbering them 1 – 9 and then decide what type of letter the above is.
22
order
enquiry
order confirmation
offer
complaint
invoice
delivery note
first reminder
final demand
ENGLISH AT WORK II
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(b) Read through the letter on the previous page. Decide whether the following stateme nts are true or false. (write here true or false) T
F
1) The customer has visited his business partner for detailed technical discussions to finalize the contracting. 2) The total price also includes cost of training. 3) The vendor offers a maximum of one year guarantee after start-up of the machine. 4) Payment is to be made in three installments
2. Terms of delivery (a) Below, you will find various terms term s of delivery and terms of payment. Sort them out and connect what belongs together. tog ether.
Terms of delivery
Terms of payment
FAS by lighter to SS Orient, Port of London CIF Trieste Paymentt by bank draft Paymen Ex works Kottingbrunn Bank transfer Letter of credit valid until 15 September September.. DDU (delivery duty unpaid) Riyadh
(b) INCO Terms – from the list below find what the following abbreviated abbreviat ed INCOTERMS stand sta nd for. for. Write them in full (both in German and English) underneath the abbreviated terms. A) EXW
B) CIF
C) CFR
D) DDU
E) DDP
PART 2: IN THE OFFICE | UNI T 3: WE LOOK FORWARD TO …
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UNIT 3
3. How to say it (a) In the following table you can find phrases for orders and order confirmation letters. The sentences are cut in half. Find the matching parts. Thank you for your
offer of 1 July.
We would like to place an order
to your price list dated da ted 10 January.
Prices are according
for a dozen cartons of item 1245 in Ice Blue and Irish Iris h Moss.
As agreed in our telephone conversation, prices will be US$ 6.20 per
order for 5,000 units CIF Trieste.
We are placing an
be made by bank transfer.
We would like to confirm that payment
item less the usual 3% trade discount.
We suggest payment by
letter of credit.
As agreed, payment will
is to be made with ten days of receipt of order order..
The goods have to
reach us in the course of next week.
Delivery must be made before
delivered within two weeks.
The goods have to be
the end of the month.
Your early attention at tention to this order
will be appreciated.
(b) Below, you will find a simple model mode l order. Fill in the words from the box where they belong. 1) Business
2 ) c o on s i i g gn
me nt
3) new
is t l is ) l 4 )
5) samples
issco u n t 6 ) d i
7) future
r a l o rde r i a 8 ) t r
Thank you for your letter of 20 August and the ............. ........... .. catalogue. Your Mr. Mr. J. Needham called on us a few days ago and left a range of ............ .... ........ We think articles of this quality will find a ready market here and we are prepared to order the the following as a ................. ............... .. 10 Angela evening bags 20 Veronica beauty boxes 50 Gloria handbags
catalogue no 5 catalogue no 17 catalogue no 34a
Prices are as per your price ........... .... ....... dated June 2006, minus an introductory .................... .............. ...... of 10% agreed on with Mr. Needham. We hope to receive receive our ........................ .......... ................. ... very soon and look forward to doing further ........................ with you in ....................... ................. ...... . 24
ENGLISH AT WORK II
2
4. Can you place an order? Draft an order using the phrases from the previous exercises. The situation situatio n is as follows: Sie schreiben am 7. Mai eine Bestellung für das Restaurant The Magic Soper, Chestnut Lane, Lane, Saffron Walden, Wal den, Essex CB 11 3DP 3DP,, UK. Die Bestellung geht an Kühne & Söhne, Berggasse 27, 3350 Langenlois. Inhalt sinngemäß: Danke für das Angebot vom 3. März dJ. Da die Kostproben sehr zufrieden stellend waren und man von den guten Absatzchancen von österreichischen Weinen in England überzeugt ist, erfolgt folgender Probeauftrag: 50 Flaschen Veltliner € 5,20/Flasche 100 Flaschen Muskat Ottonel € 6,50/Flasche 100 Flaschen St. Laurent € 7,30/Flasche Lieferung bis spätestens 1. Oktober Oktober.. Bezahlung mittels Banküberweisung. Schlusssatz Unterschreiben Sie mit Ihrem Namen.
PART 2: IN THE OFFICE | UNI T 3: WE LOOK FORWARD TO …
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UNIT 3
5. Green light to go ahead
........................................ (inside address) ........................................ ........................................ ........................................ 5 July 2006 DOWN PAYMENT PAYMENT INVOICE – ORDER NO. ................. ............. (ORDER NUMBER)
Dear Sirs, .......% down payment for
(item purchased)
Total package package price: EUR 104,000.00
DOWN PAYMENT PAYMENT AMOUNT AMO UNT
€
...............................
Payable after receipt of this down payment invoice to Volksbank Wiener Neustadt, Payable account no 234-566-7890. Yours faithfully, BATTENFELD Kunststoffmaschinen Kunststo ffmaschinen Ges.m.b.H
Martin Scheck
(a) What type of correspondence correspondence is this? ___________________________________ (b) As you can see there are parts missing – complete the letter by consulting previous correspondence correspondence for the missing pieces of information.
26
ENGLISH AT WORK II
2
6. Order confirmation – word search 17 words are hidden in this th is word search – can you find them?
T
C
B
E
F
I
N
V
O
I
W
E
D
C
E
N
I
O
A
X
R
V
G
X
R
A
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A
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L
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D
N
N
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A
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S
K
O
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F
R
A
P
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F
W
D
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H
R
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G
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D
R
B
E
L
C
G
R
K
H
N
U
U
M
R
D
O
L
O
S
N
F
N
A
S
T
S
Y
O
M
E
O
L
A
I
R
T
O
M
F
Y
N
T
P
P
L
E
N
Q
U
I
R
Y
R
E
T
I
U
R
R
I
D
O
W
N
P
A
Y
M
E
N
T
D
E
Z
V
L
T
N
U
O
C
S
I
D
T
T
B
F
S
E
P
U
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R
A
T
S
Z
H
F
T
I
F
X
R
L
S
A
M
P
L
E
S
G
A
V
E
L
Z
Y
B
U
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N
T
D
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M
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T
E
bank draft discount enquiry insurance order trial
consignment down payment ex works letter of credit samples warranty
delivery duty unpaid freight offer start up
PART 2: IN THE OFFICE | UNI T 3: WE LOOK FORWARD TO …
27
UNIT 3
▲ ▲
Aims and objectives In this unit the learners ■ work with typical phrases in an order and order confirmation. ■ extract relevant information from a business letter. correspondence. ■ finalize a down payment invoice by inserting missing information from previous correspondence.
Answers 1. Our experience will be at your service
(a) 1. enquiry, 2. offer, offer, 3. order order,, 4. order confirmation, 5. delivery note, 6. invoice, 7. complaint, 8. first reminder, reminder, 9. final demand (b) 1 = true, 2 = false, 3 = true, 4 = false 2. Terms of delivery
Terms of delivery
Terms of payment
FAS by lighter to SS Orient, Port of London
CIF Trieste
Payment by bank draft
Ex works Kottingbrunn
Bank transfer
Letter of credit valid until 15 September.
DDU (delivery duty unpaid) Riyadh
(b) A) EXW – Ex works, ab Werk; B) CIF – Cost, Insurance and Freight (named port of destination), Kosten, Versicherung Ver sicherung und Fracht; C) CFR – Cost and Freight (named port of destination), Kosten und Fracht; D) DDU – Delivered Duty Unpaid (named place of destination), Geliefert unverzollt; E) DDP – Delivered Duty Paid (named place of destination), Geliefert, Verzollt Verzollt 3. How to say it
(a) Thank you for your offer of 1 July. We We would like to place an order for a dozen cartons of item 1245 in Ice Blue and Irish Moss. Prices are according to your price list dated 10 January. As agreed in our telephone conversation conversation prices will be US$ 6.20 per item less the usual 3% trade discount. We are placing an order for 5,000 units CIF Trieste. We would like to confirm that th at payment is to be made m ade within ten days of receipt rec eipt of order. We suggest payment by letter of credit. As agreed, payment will be made by bank transfer. The goods have to reach us in the course of next week. Delivery must be made before the end of the month. The goods have to be delivered within two weeks. Yourr early attention to this order will be appreciated. You (b) Model order letter Thank you for your letter of 20 August and the new catalog catalogue. ue. Your Your Mr. J. Needham called ca lled on us a few days ago and left a range of samples. We think articles of this quality will find a ready market here and we are prepared to order the following as a trial order. 10 Angela evening bags catalogue no 5 20 Veronica beauty boxes catalogue no 17 50 Gloria handbags catalogue no 34a Prices are as per your price list dated June 2006, minus an introductory discount of 10% agreed on with Mr. Needham. We hope to receive our consignment very soon and look forward to doing further business with you in future.
28
ENGLISH AT WORK II
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4. Can you place an order?
PART 2: IN THE OFFICE | UNIT 3: WE LOOK FORWARD TO TO …
29
UNIT 3
5. Green light to go ahead
(a) Invoice (in this case down payment invoice)
(b)
SAUDI CAR INDUSTRIES CORPORAT CORPORATION ION P.O. Box 15 15 Jubail Industrial City 31961 SAUDI ARABIA 5 July 2006 DOWN PAYMENT INVOICE – ORDER NO. 123456789
Dear Sirs, 20% down payment for HM 400/130 UNILOG B4 injection molding machine
Total package package price: EUR 104,000.00
DOWN PAYMENT PAYMENT AMOUNT AMO UNT
€
20,800.00
Payable after receipt of this down payment invoice to Volksbank Wiener Neustadt, Payable account no 234-566-7890.
Yours faithfully, BATTENFELD Kunststoffmaschinen Kunststo ffmaschinen Ges.m.b.H
Martin Scheck
30
ENGLISH AT WORK II
▲
2
Wordlist a dozen bank draft bank transfer complaint consignment delivery note down payment invoice duty unpaid enquiry final demand first reminder general conditions of supply and delivery guarantee installment insurance paid introductory introduct ory discount letter of credit offer (verb,noun) order order confirmation payable after receipt of payable to range of samples ready market receipt of order start-up of the machine to call on someone to countersign to finalize to suggest trial order vendor
ein Dutzend Wechsel Überweisung Beschwerde, Reklamation Lieferung Versandbenachrichtigung Teilzahlungsrechnung Zoll nicht bezahlt Anfrage Letzte Mahnung Erste Mahnung Allgemeine Geschäftsbedingungen Garantie Raten Versicherung Versich erung bezahlt Einführungsrabatt Akkreditiv Angebot, anbieten Bestellung, Auftragserteilun Auftragserteilungg Auftragsbestätigung zahlbar nach Eingang von … zahlbar an eine Reihe von Kostproben, Mustern ein Markt mit guten Absatzmöglichkeiten Auftragseingang, uftragseingang, Bestellungsein Bestellungseingang gang Inbetriebnahme der Maschine jemanden besuchen gegenzeichnen abschließen, fertig stellen vorschlagen Probeauftrag, Probebestellung Verkäufer
PART 2: IN THE OFFICE | UNIT 3: WE LOOK FORWARD TO TO …
31
UNIT 4
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4 WOULD YOU LIKE TO LEAVE A MESSAGE? 1. Order No 123456789 – The machine is ready for shipment (a) Look at the headline, headli ne, the photo and the phrases in (b) below. What do you think the telephone conversation conversat ion will be about? Write two sentences with wit h your guess below.
Now listen to the telephone conversation conversati on and see whether you guessed right!
(b) Listen again to the recorded telephone telep hone conversation, decide decid e whether the following statements are true or false and mark them T or F in the box next to the sentence. sente nce. T
(1) Mrs. Kartinger from Battenfeld cannot be connected to Mr. Musni Zaki. (2) Mustafa Jamail can take a message for Mr. Musni Zaki. (3) The injection molding machine will be shipped ship ped tomorrow. tomorrow. (4) Battenfeld will send technicians to assemble the machine in Saudi Arabia. (5) A written delivery note will be e-mailed.
(c) Listen again and tick those phrases you hear in the dialogue. Who says what?
✔
He is not in the office right now. now. Can I ask him to ring you back? Could you take a message for …? Could you tell him please that … Can … call me back? Can I call back in the afternoon? Would you like to leave a message? I have jotted it all down. I will ask him to get back to you as soon as possible.
32
F
ENGLISH AT WORK II
(d) Listen again to the telephone conversation and indicate the speaker using R for receptionist, K for Gerda Kartinger and J for Mustafa Jamail.
2
important
message For From
(e) Listen one more time: Imagine you are Mustafa Musta fa Jamail. You have to take the message. What would it read? Write it on the message pad on the right.
Time
Date
Phone ❑ URGENT!
Message
(f) Work with a partner – he is Mohammed Musni Zaki. Zak i. Tell him about the telephone call from Battenfeld. Explain in more detail (but based on your notes) what Gerda Kartinger has informed you about.
2. Would you like to leave a message? From the given phrases decide which would be appropriate in what situation and write them in the space underneath. I am afraid he/she is not in at the moment. // Could you ask her to ring me back? // When will he be back/available? // Can I call back later/in the afternoon? // I’ll get Mr. M. to call you back. // Would you like to leave a message? // Can I take a message for him? // I can ask him to get back to you as soon as possible. // I will ask him to ring you back.
(a) Sie werden ihn bitten, so bald als möglich zurückzurufen.
(b) Sie wollen wissen, wann er erreichbar sein wird.
(c) Sie fragen, ob sie später nochmals anrufen können.
PART 2: IN THE OFFICE | UNI T 4: WOULD YOU LIKE TO LE AVE A MESSAGE?
33
UNIT 4
(d) Sie werden dafür sorgen, dass Herr M. den Anrufer zurückruft.
(e) Sie fragen dem Anrufer, ob sie eine Nachricht entgegennehmen entgegennehmen können.
(f) Ihr(e) Vorgesetzte(r) ist zurzeit nicht im Büro.
(g) Sie bieten dem Anrufer an, eine Nachricht zu hinterlassen.
(h) Sie wollen, dass ihre Gesprächspartnerin zurückruft.
(i) Sie werden ihn bitten zurückzurufen.
3. Who has got my message? Work with a partner/with partners part ners and imagine: The secretaries were absent from work today, so everybody everybod y had to take turns tur ns taking down messages messag es for everyone else. However, the messages got mixed mi xed up. Find your message. Players take turns trying to guess who has the message cards that match the sender cards that they hold. Each player will choose someone someone that he/she thinks has the target message card. If the answer is affirmative, the message is delivered and the player collects his/her target message card. Sender cards FROM: lawyer
FROM: secretary
FROM: insurance
FROM: bank
MESSAGE:
MESSAGE:
MESSAGE:
MESSAGE:
Documents are ready. Come and sign tomorrow.
In bed with the flu. Won’t come the rest of the week.
Documents authorizing the repairs are ready. Can take car to any garage.
Account is overdrawn. Make a deposit urgently.
from your secretary
from the insurance
from the bank
Message cards
from the lawyer
You may want to think up more sender/message cards. 34
ENGLISH AT WORK II
2
4. Delivery Note (a) This delivery note has got all mixed up. Can you help put it in order by numbering the parts 1 – 6?
Delivery Note
Order no 123456789 Seal No 4200 Container No TRLU 23 079-0
01
02 F02 03 X17 X17 06 B21 04 A31 04 A34 A34 04 E01 05 F0 F033
1 Battenfeld Injection molding machine HM 400/130 UNILOG B4 Screw di diaameter 45 mm Lettering English Documentation English Screen English Voltage 230/400 V, 50 Hz Painting Standard 1 additional injection unit equipped for rigid PVC without internal internal cooling of screw screw and with external cooling of cylinder....... cylinder....... 1 Euro Euro pack packag agee UNILOG UNILOG B4 B4 consist consisting ing of Interface for robot 1 Swive Swivell pillar pillar crane crane with without out hois hoistt (800 kg) kg) 1 Elect Electrica ricall chang changee hoist hoist (800 (800 kg) 2 addi additio tional nal man manual ualss in in Engl English ish 1 big big spa spare re pa part rtss pac packa kage ge
5th November 2006 Saudi Car Industries Corporation Purchasing Department PO Box 150 Riyadh 11693 SAUDI ARABIA Weight: 4,600 kgs
(b) From the delivery note can you find out whether the following statements are true (T) or false (F)? T
F
(1) The type of injection molding machine packed is HM 1000/700. (2) The diameter of the screw is 45 mm. (3) All documentation is in Arabic. (4) The voltage is 220V. 2 20V. (5) The total weight of the consignment is less than 5,000 kgs.
PART 2: IN THE OFFICE | UNI T 4: WOULD YOU LIKE TO LE AVE A MESSAGE?
35
UNIT 4
5. We need a visa! (a) Listen to telephone conversation conversation between Mohammed Musni Zaki and Gerda Kartinger. Kartinger. What is the problem?
(b) To be able to assist you will need to note down important pieces of information. Listen again and find out:
A) the address of the Embassy in Riyadh
… to have the address of the Embassy at hand? That’s ___________________________________ _________________________________________
B) the names of the two trainees Glad to invite invite ____________________________ ________________________________________ ________________________________________
C) the duration and starting date of the training. … for a two-week two-weeks-training s-training at Battenfeld ________________________________________ ________________________________________
D) Who will pay for accommodation and travel of the trainees? Don’t forget to mention that ________________________________________ ________________________________________
36
ENGLISH AT WORK II
2
(c) Write an invitation letter to the Embassy with the required details based on the telephone conversation to assist in issuance of an entry visa for Austria.
PART 2: IN THE OFFICE | UNI T 4: WOULD YOU LIKE TO LE AVE A MESSAGE?
37
UNIT 4
▲
Aims and objectives
▲
Answers
In this unit the students students learn to ■ take messages on the telephone and pass on information ■ verify a delivery note for accuracy and completeness comprehensivee and detailed information available from a telephone call. ■ write a short letter based on comprehensiv
1. Order No 123456789 – The machine is ready for shipment
(b) A = true, B = true, C = false, D = true, E = true (c) and (d) ✔ He is not in the office right now. ✔ Can I ask him to ring you back? ✔ Could you take a message for …? ✔ Could you please tell him that … ✔ Can … call me back? Can I call back in the afternoon? Would you like to leave a message? ✔ I have jotted it all down. will ask him to to get back back to you you as soon soon as as possib possible le.. ✔ I will
R R K K K
J J
(e) Battenfeld, Gerda Kartinger called. Injection molding machine test run and being packed and shipped this week. Need to make sure foundations finished on site and crane available to unload. 2. Would you like to leave a messa ge?
(a) I can ask him to get back to you as soon as possible. (b) When will he be back/availabl back/available? e? (c) Can I call back later/in the afternoon? (d) I’ll get Mr. M. to call c all you back.
(e) Can I take a message for him? (f) I’m afraid he/she is not in at the moment. (g) Would you like to leave a message? (h) Could you ask her to ring me back? (i) I will ask him to ring you back.
4. Delivery Note
(a) Saudi Car Industries Corporation Purchasing Department PO Box 150 Riyadh 11693 SAUDI ARABIA 5th November 2006 Delivery Note
Order no 123456789 Seal No 4200 Container No TRLU 23 079-0 01
02 F02 03 X1 X177 06 B21 04 A31 A31 04 A3 A344 04 E0 E011 05 F0 F03
1 Battenfeld Injection molding machine HM 400/130 UNILOG B4 Screw diameter 45 mm Lettering English Documentation English Screen English Voltage 230/400 V, 50 Hz Painting Standard 1 additional injection unit equipped for rigid PVC without internal cooling of screw and with external cooling of cylinder....... 1 Eur Euroo pa pack ckag agee UNI UNILO LOGG B4 B4 con consi sist stin ingg of of Interface for robot 1 Swiv Swivel el pil pilla larr cran cranee with withou outt hoi hoist st (80 (8000 kg) kg) 1 Ele Elect ctri rica call cha chang ngee hoi hoist st (8 (800 00 kg kg)) 2 ad addi diti tion onal al man anua ualls in in En Engl glis ishh 1 bi big sp spare p ar arts pa pack ag age
Weight: 4,600 kgs
38
ENGLISH AT WORK II
2
5. We need a visa!
(a) The trainees are having problems to get a visa for Austria. (b) A) Diplomatic Quarter, PO Box 94373, Riyadh 11 693 B) Abdullah Fahd and Saif Yusuf C) two weeks starting 5 October E) Battenfeld will cover for travel costs and accommodation.
(c)
Embassy of the Republic of Austria Diplomatic Quarter P.O.. Box 94373 P.O 94 373 Riyadh 11693 SAUDI ARABIA 5 July 2006
Letter of Invitation
Dear Sirs, We are glad to invite Mr. Abdullah Fahd and Mr. Saif Yusuf for a two-week training at our factory starting 5 October 2006 . Travel and accommodation will be covered by the company. Thank you for your assistance in issuing the visas. Yours faithfully, BATTENFELD Kunststoffmaschinen GesmbH
Gerda Kartinger Sales Manager
PART 2: IN THE OFFICE | UNIT 4: WOULD YOU LIKE TO LEAVE A MESSAGE?
39
UNIT 4
▲
CD Script: Order no 123456789 Order No 123456789 – Listen to the following telephone conversation! conversation! Karti Ka rtinge nger: r:
This is Ger This Gerda da Kart Kartin inger ger spe speaki aking, ng, fr from om Batt Battenf enfeld eld Au Austr stria. ia. I would like to speak to Mr. Mohammed Musni Zaki please. Receptionist: Hold the line line please, please, I will put you through … (phone (phone rings, nobody nobody answers answers it) R: I am am afr afrai aidd he he isn isn’t ’t an answ swer erin ingg his his ph phon onee at at the the mom omen ent. t. It see seems ms he is not in th thee off offic icee rig righht now now.. Can I ask him to ring you back or would you like to be connected to his assistant? K: Well, then put me through to his assistant please… (being connected … ) Jamail: Mustafa Jamail speaking. Can I help you? K: Hope so. I actually wanted to speak to Mohammed Musni Zaki, but I was given to understand that he isn’t available at the moment. I’m Gerda Kartinger from Battenfeld Austria. It’s about your order no 123456789. Could you take a message for him? J: Certainly, Certain ly, with pleasure. K: Well, could you tell him please that the injection molding machine has been trial run and is ready for shipment. It is currently being dismantled and will be packed and shipped this week. Saudi Car Corporation will have to make sure that tha t the concrete foundations are finished on site and that the crane will be available to unload the machine. Our technicians are booked to arrive in Riyadh on 15 December to assemble it and I just want to confirm that we are well within schedule, at least as far as we are concerned. Can Mohammed call me back in due course to confirm all arrangements have been made to receive the equipment and erect it? He has my number and extension. J: I have jotted it all down for him and will ask him to get back to you as soon as possible. K: Thank you for your assistance. I will also make sure he receives our delivery note by e-mail today. Good bye. J: Thanks for calling and have a nice day. Good bye.
▲
CD script: We need a visa (tuning in on conversation, tone increasing slowly) Listen to the telephone conversation between Mohammed Musni Zaki and Gerda Kartinger. Ready? Musni Mus ni Zaki: Zaki:
Kartinger: MZ:: MZ
K:: K
40
… have have just come come out out from this this meeting meeting and and thought thought I had had to call call you right right back. back. My assista assistant nt has just filled me in on the news. Be assured the necessary preparations have already been completed to receive the machine machi ne and the crane will also be b e available. However, there is one favor I have to ask from you. We are facing certain difficulties with the visa formalities for our two technicians to be trained in Kottingbrunn, Abdullah Fahd and Saif Yusuf. Yusuf. If you could assist by sending a letter of invitation to the Embassy in Riyadh that would certainly help to speed up formalities. Do you happen to have the address of the Embassy at hand? That Th at’s ’s Dip Diplo loma mati ticc Qua Quart rter er,, PO PO Box Box 94 94373 373,, 11 11 693 693 Ri Riya yadh dh.. I ha have ve al alre read adyy spo spoke kenn to to the the di dipl plom omat atic ic st staf aff f there and they advised that a letter saying something like … Glad to invite Mr. Fahd, Fahd, spelled A-b-d-ul-l-a-h F-a-h-d and Mr. Saif Yusuf, spelled S-a-i-f Y-u-s-u-f, for a two-week training at Battenfeld from 5 October would help. Don’t forget to mention that travel and accommodation will be covered by you. I wil willl se seee to to itit tha thatt suc suchh a le lett tter er ge gets ts se sennt tod today ay.. By By the the wa way, y, we ha have ve ar arra rang nged ed ho hote tell roo rooms ms an andd transfer from the airport and I will make sure you will get this confirmed in writing as well. … (fading out off conversation)
ENGLISH AT WORK II
▲
2
Wordlist a favor accommodation at hand available be/rest assured that... concrete foundations consignment crane delivery note diplomatic staff do you happen to have embassy hoist in writing interface lettering manual screw diameter seal shipment spare parts to assemble to be ready for shipment to be well within schedule to dismantle to erect to fill someone in on ... to leave a message to ring back, to call back to speed something up to take a message to unload trial run (noun), (verb) voltage
ein Gefallen Unterbringung zur Hand verfügbar seien Sie versichert, dass ... Betonfundamente Warensendung Kran Versandanzeige diplomatisches Person Personal al haben Sie zufällig Botschaft Aufzug, Winde schriftlich Schnittstelle Beschriftung Gebrauchsanweisung Schraubendurchmesser Siegel, Plombe Versand, Verschiffung Ersatzteile zusammenbauen bereit zum Versand gut im Terminplan sein abbauen, zerlegen aufstellen, aufrichten jemanden darüber informieren, dass … eine Nachricht hinterlassen zurückrufen etwas beschleunigen, vorantr vorantreiben eiben eine Nachricht entgegennehmen abladen, ausladen Problelauf (n), probelaufen (v) Spannung
PART 2: IN THE OFFICE | UNIT 4: WOULD YOU LIKE TO LEAVE A MESSAGE?
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NOTES
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ENGLISH AT WORK II
2
PART 2: IN THE OFFICE OFFICE | UNIT 1: WHO’S CALLING?
43
