Exercise 2 - Meeting Process

How to attract attention before the meeting
-Hello everybody. Please have a seat. (President Obama said at news conference)
-All right. Is everybody here? Great, I think we can get started.
-Okay. Let's get down to business.
-All right then. Can we get started?
-Okay folks. Let's get started, shall we?
-All right. Can I get everybody's attention? I think it's about the time we got started.
-Right, I think everybody is here. Let's get started.
-Is everybody ready to start?
-Okay, everybody. Let’s all take your seat, get thing started.
-Okay, let’s kick the meeting off.

How to greet in a meeting
-Great! Thank you all for coming.
-Well, good morning everyone. I'm sorry I had to call this meeting at such short notice.
-Well, good afternoon everybody. It's good to see you all here.
-Hello everyone! I'm glad to see you all here. I know it's a long way for some of you to come here.
-I really appreciate your being on time and already to work.


How to introduce attendee
-Let’s start by taking a roll call
-Attending to today’s conference are our colleagues in Roma office
-Andrew John is also joining us today, he is our chief engineer.
-Stone Shi will be with us shortly.
-First of all, I’d like to introduce George from the Hong Kong office. Would you like to say a few words about yourself, George?
-Everybody say hello to Kurume. She’s visiting us from the Japan office.
-I’d like to introduce a colleague of mine.
-I’d like you to meet a friend of mine.

How to introduce yourself
-I am Simon, senior manager from consumer department.
-I am Simon. I am in charge of sales marketing.
-I am Simon. I am responsible for the sales marketing.

How to introduce your objective
-As you know, the main objective of this meeting is to agree on ways to make up the budget shortfall of $100,000 shortfall we’re facing.
-The reason we’re meeting today is to work out ways to deal with the marketing challenges that we’re facing.
-The primary purpose of this meeting will be to start a discussion on ways to cope with the huge increase in demand that we’re seeing.
-Here’s the reason why small businesses won’t adopt enterprise 2.0
-I would like to begin by re-emphasizing something that we all know
-I would like to comment on the problem of
-I like to make a few marks concerning
-I would like to mention briefly that
-There are three points I’d like to make
-The most important problem seems to be

How to ask someone to start
-George, could you start by explaining the background on the first item?
-Cathy, why don’t you tell us what you’ve been thinking on the advertising issue.
-Well, Susanne, would you be so kind as to begin?

Signposting
-I've divided these sections of the presentation into three parts.
First, we'll go to review history sales data.
Next, we'll discuss developing sales trends.
And finally, we'll compare our performance with other competitors.
So, let's talk about the history sales data.
Okay, that covers the history sales data. Now let's move on to some of the trends… First, we'll talk about...then, … and we will finish this section with...
-I've divided these sections of the presentation into three parts.
-There are three types of prices we had to think about: Economic price, market price and sociological price.
Let’s look into each of them for more details. First, economic prices, this is based on product cost.

Summary and Close
To signal the end of a topic or section of a presentation:
- Okay, that’s all I have to say on this topic for the moment.
- Right, that ends the last section of my talk.
- That's all I want to say for now on the third part of my presentation.
To introduce the summary:
- So, to sum up
- To conclude,...
- In conclusion,...
- Now, to sum up...
- So let me summarize what I've said.
- Finally, may I remind you of some of the main points we've considered.
- During my talk today, I’ve described the results of our investigation.
To make a concluding recommendation:
- In conclusion, my recommendations are...
- I therefore propose the following strategy.
- I'd like to finish with...some observations based on what I've said.
- There are two conclusions to be made from this, namely,...
- I think we have to...
- I think we have seen that we should...
- What we need to do is...
- So, let me get straight to the point. We need action and we need it now.
To finish off a presentation and invite questions:
- Many thanks for your attention. Now I’m very interested in hearing your comments.
- Thank you for your attention. And now if you have any questions, I’d be glad to answer them.
- Thank you for listening. Now, I’d be glad to try and answer any questions.
- I thank you all for being such an attentive audience and now I’m sure you must have some questions, so I’ll be happy to answer them…. Yes, Simon ..
- So, let’s throw it open to questions.
- Any questions?

How to ask for clarifying
-Could you speak a little more specific?
-Could you explain this problem in more details?
-I am not sure I understand, could you explain it to me again?
-I am not sure I follow, could you explain it?
-Let me see if I understand.
-OK John, I just want to make sure that I understand your problem.
-Is that correct?

How to apologize
-Please accept my sincere apologies.
-We’re having a temporary problem with our software.
-We’re doing everything we can to resolve the issue.
-We’re doing everything we can to sort it out.
-Can you leave it with me for a day or two?
-I’ll look into the matter urgently, and get back to you tomorrow.
-I’ll send you a replacement immediately.
-We are sending you a small gift as a gesture of goodwill.
-I can assure you that this will not happen again.
-I apologize again for any inconvenience this has caused.
-If you have any further queries, do not hesitate to contact me.

Exercise 1 - Opinion_Agreeing_Suggestion

Karen: OK. Now let’s talk about who we want to use the spokesperson for this project.
Let’s go around the table. Shall we use the sports star or someone else? Sven, what do you think?
[Exercise] To ask for opinion, we can also say:
-Sven, How do you feel about this?
-Sven, What’s your opinion on this?
-Sven, What’s your view on this?
-Sven, What’s your feeling on this?
-Sven, could you please share your thoughts on that?
Sven: Well… One possibility would be to use a famous overweight business executive, or CEO.
[Exercise] To express an opinion or suggestion, we can also say:
-Perhaps we should use a famous overweight business executive.
-In my opinion, we should use a famous overweight business executive.
-From my point of view, we should use a famous overweight business executive.
-I tend to feel that we should use a famous overweight business executive.
-I have the impression that we should use a famous overweight business executive.
-Don’t you think it is a little early?
-What about using a famous overweight business executive, or CEO?
-Why don’t we use a famous overweight business executive, or CEO?
-What if we use a famous overweight business executive, or CEO?
-Maybe we could use a famous overweight business executive, or CEO?
Miguel: Sorry, can I come in here?
[Exercise] To interrupt, we can also say:
-Sorry, can I come in here?
-Can I interrupt for a moment?
-May I speak something about that?
-Can I make a suggestion?
Karen: Yes, go ahead Miguel.
Miguel: That’s a good idea, but I’m not sure would work.
[Exercise] To disagree, we can also say:
-That’s a good idea, but I’m not sure would work.
-Good suggestion, but I can see one or two problems with that.
-Well, I’m not sure about that, to be honest.
-I’m sorry but I really can’t agree.
-I’m afraid I don’t totally agree with you.
Karen: Why not?
Miguel: Well, For one thing, our customers want to be fit, not fat.
Karen: Then, what do you suggest?
Miguel: Perhaps we should just use the famous sports star like we usually do, if it isn’t broken, don’t fix it. You know what I mean?
Karen: Good suggestion, but I can see one or two problems with that, to be honest.
Miguel: Oh?
Karen: First of all, our target markets are in the UK and the US. I need a man who American and Britain really love. Secondly, our target customer is kind of special.
Charles: I have a good suggestion.
Karen: Go ahead, Charles.
Charles: It’s just an idea, but how about choosing someone from a sport where normal to be heavy, American football, for example, heavy but agile; overweight but strong and fast. You know what I mean?
Karen: Right, I can see what you mean. What do others think?
Miguel: Yes, that’s might be worthy trying.
Sven: Ok, but how about the UK?
Karen: mm… Let me think about this. Shall we try to find someone in golf – That’s popular in the US and the UK.
Charles/ Sven/ Miguel: Good idea
[Exercise] To show agreeing with something:
-That’s a great idea.
-I can’t agree more.
-I entirely agree with you.
-No argument for me on that.
-OK. I can go along with that.
-Absolutely.

BEP 30 INT - Meetings Making Suggestions

Today’s intermediate Business English Podcast is part of a two-part series on making, rejecting and accepting suggestions. In this episode, we’re focused on the language used to introduce your ideas and make suggestions.
The dialog takes place at a sports shoe company called Stratos. You’ll be listening to Karen, a marketing manager, meet with three members of her team, Charles, Sven and Miguel. They are choosing a celebrity spokesperson for a new product. Celebrity means a famous person and spokesperson is someone who gets paid to be in an advertisement for a product.
Karen: OK. Now let’s talk about who we want to use the spokesperson for this project.
Let’s go around the table. Shall we use the sports star or someone else? Sven, what do you think?
Sven: Well… One possibility would be to use a famous overweight business executive, or CEO.
Miguel: Sorry, can I come in here?
Karen: Yes, go ahead Miguel.
Miguel: That’s a good idea, but I’m not sure it would work.
Karen: Why not?
Miguel: Well, For one thing, our customers want to be fit, not fat.
Karen: Then, what do you suggest?
Miguel: Perhaps we should just use the famous sports star like we usually do, if it isn’t broken, don’t fix it. You know what I mean?
Karen: Good suggestion, but I can see one or two problems with that, to be honest.
Miguel: Oh?
Karen: First of all, our target markets are in the UK and the US. I need a man who American and Britain really love. Secondly, our target customer is kind of special.
Charles: I have a good suggestion.
Karen: Go ahead, Charles.
Charles: It’s just an idea, but how about choosing someone from a sport where normal to be heavy, American football, for example, heavy but agile; overweight but strong and fast. You know what I mean?
Karen: Right, I can see what you mean. What do others think?
Miguel: Yes, that’s might be worthy trying.
Sven: Ok, but how about the UK?
Karen: mm… Let me think about this. Shall we try to find someone in golf – That’s popular in the US and the UK.
Charles/ Sven/ Miguel: Good idea.

How to make suggestion:
-One possibility would be to use a famous overweight business executive.
-Perhaps we should use a sports star.
-I have a good suggestion. It’s just an idea, but how about…
-What about washing the dishes? / How about eating lunch together?
-Shall we try to find someone in golf?
-What if we cut the cost by finding a new office?

BEP 28 INT - Meetings Agreeing and Disagreeing

This Business English Podcast episode is the first part in a two-part series looking at agreeing and disagreeing. In these two episodes, we’ll be practicing different levels of agreement and disagreement, from weak to strong.
Appropriate agreement and disagreement is an important part of all meetings and discussions.
Today’s listening is from a meeting in the R&D department of Pharmtec, a drug company.
This meeting is between Jean, the head scientist, and Louis and Carina, two researchers. They are talking about the result of new medicine trial.
Jean: So, what do you think about the new ZeriX trial? This could be the drug we’ve all waiting for. I think it’s going to a big setup.
Louis: So do I.
Carina: I’m sorry, but I really can’t agree. After all, so far we only carried out two trials, and don’t forget the strange (?) of the first trial.
Jean: Yes, I meant the first trial is a little disappointing. But that doesn’t take anything away from these new results, absolutely amazing.
Louis: Yes, fantastic. Aren’t they?
Jean: Especially for men over 60.
Carina: Don’t you think it is still a little early to be so sure? Perhaps we shouldn’t count on our chicken before they hatched. I still think there may be some issues with ZeriX.
Jean: Do you really think so? Anyway, we don’t have anything come out the pipeline right now. We have to try to make this work.
Carina: Yes, of course, but our patients come first.
Jean: The patients always come first, we won’t forget that. Now Carina, let’s talk about these issues one by one.
How to agree (short answer):
-So do I.
-I do too.
-I don’t either (negative sentence)
-Nor do I (negative sentence).
-Neither do I (negative sentence).
How to agree (Standard phrase):
-I entirely agree with you.
-You’re quite right.
-I couldn’t agree more.
-That’s exactly how I see it.
-That’s just how I feel.
How to disagree:
-I’m sorry, but I really can’t agree.
-Well, I’m not so sure about that, to be honest.
-Well, I don’t know.
-Well, it depends.
-I’m afraid I don’t really agree.
-I’m afraid I don’t totally agree with that.
-Yes, I think it is a good idea, but I think it is difficult to implement.
-Don’t you think it is still a little early?

BEP 27 INT - Meetings Expressing Opinions

Formal:

Sheila, a vice president, is talking to Walt, George, and Bruce, three software engineers, about the deadline for new software launching.

Sheila: So, let’s move on to the topic of release date. Gentlemen, when do you like we’ll be able to launch this product. Walt?

Walt: Well, I tend to feel that we should probably be able to start testing the product in April. That means if all goes well, we can have the first release in May or June.

Sheila: I see, thank you Walt. What’s you reaction to that, Bruce?

Bruce: May or June? Well, from my point of view, that sounds about right.

George: Excuse me, may I come in here? I wonder if I could say something.

Sheila: Go ahead, George, what would you like to add?

George: Well, it seems to me that May is much, much too early. Actually we’re still having some pretty major problems with bugs in our production, and I just don’t see how we would be able to fix these bugs.

Informal:

Bruce, Walt, and George talk in a break room right after the meeting. Sheila, their boss, isn’t here.

Bruce: Hi guys. Did you see the Chelsea and Liverpool game last night? What did you think, Walt? Quite a game, Chelsea looks pretty good.

Walt: You always have to rub it in, don’t you Bruce? You know I’m a Liverpool fan.

B: How about you, George?

G: Actually, that was one of the greatest games I ever seen. But the way you guys keep telling the boss we can finish the product by May, none of us are going to have time to watch football games.

How to ask for an opinion (Formal):

-How do you feel about that, Bruce?

-Could you please share your thoughts on that, Sam?

-What’s your view on this, Richard?

-Tony, what’s your feeling on this?

-What’s your reaction to that?

-What’s your opinion on that?

-Any comments Simon?

How to express your opinion (Formal):

-I tend to feel that we should be able to start testing the product in April.

-From my point of view, that sounds about right.

-I have the impression that he didn’t really want to come.

-Don’t you think it’s a little early?

-In my opinion,

How to ask for an opinion (Informal):

-What do you think?

-How about you, George?

How to express your opinion (Informal):

-The point is that we’re doing well in the market.

-Obviously, there is only one choice.

-Basically, I think we have two choices.

English training phase II - lesson three -Explain and clarify a problem

Part 1: Dealing with problem

1. Introduce the problem

-I'm afraid we've got a problem.

-I think we've all noticed that the staff moral is extremely low.

- Well, let's turn to a problem that's on everyone's mind.

-So, we need to tackle a fairly pressing problem today.

-I know we've all been discussing this particular issue recently.

-As you all know, we're going to look at the problem of budget.

2. Focus on the discussion

-What exactly is the problem? Budget or something else, let's have some inputs.

-We need to deal with this problem before we get our hand.

-What's the end line causes this problem? And what can it tell us?

-What is exactly the root of this problem, any suggestions?

-Perhaps we can begin by breaking down the problem, who can start?

2. Ask for clarification

-How do you mean exactly?

-I'm not sure I follow, could you explain?

-Could you explain the problem in more detail?

-Could you speak a little more specific?

3. Predict the consequences

-That'll result in even more expense.

-It could be very dangerous.

-It'll mean lengthy negotiations.

-It might turn violent.

4. Suggest possible actions

-Perhaps we could talk to them

-Couldn't we bring some people?

5. Promise action

-I'll get back to you as soon as I can.

BEP024-Teleconference

In this Business English Podcast we’re going to listen to a teleconference between the head office management of a US guitar manufacturer and the manager of their new Latin American plant.
Key language structures explained are: diplomatic language and using probing questions. We also introduce some useful English phrases for starting a teleconference meeting, interrupting and clarifying.
Jack: Hello, this is Jack. Is this James?

James: Yes indeed, and with me are Dan and Angie. How about Jerald?

Jack: It is just me here in the San Jose plant. I didn’t get the agenda for this tele conference, just schedule. So what can I help you with?

James: Oh, Jack, we’ve heard that there have been some troubles in the plant and we thought that perhaps you could tell us what seems to be the problem.

Jack: Oh, problem? Nothing serious, thing’s going well. We have some environmental issues, but that has not hurt our production, which is going up from …

Angie: Could I just interrupt for a moment? Jack, this is Angie. I received report that workers are getting sick in the plant. Could you please give us some data on this?

Jack: Sure, Angie. It seems the few workers had problems breathing when painting the Guitar parts. They were quickly treated and sent home. These things do happen at any plant and anywhere in the world. And I would to say production is increasing. After all, what we act, no plant is perfect, we meet our goals.

Dan: And Jack, this is Dan. I understand what you were saying. But I’d like to point out that we heard the workers complain to local government. This would give bad reputation and we don’t need the government looking for reason to close down our plant.

Jack: While I agree with a lot of you saying. I think you may be exaggerating the problem. Workers complain to the government is very routine. We have many similar workers complain in our plants in the US as well. Would you agree?

James: Jack. The point we were trying to make is that we’d like you to be more specific about what will or might happen because of this. I can understand you’d like to focus on production, but at the moment, I’m afraid we have to give this thing full attention.

Jack: Understood. Well, tomorrow government specters will come to the plant. This is normal of course, and they’ll talk to our workers and then decide on the penalty. After that, they …

Dan: Sorry, sorry to interrupt. Can we go back to the penalty for a moment? What are we looking for here?
Jack: It could be a fine or a temporary shut down while we’re changing our processes, and of course they could close down the plant, but I don’t expect that. We faced things like this before. Angie, you might remember our problem with wood dust a couple of years ago?

Angie: Before answer that just let me check I understand what you were saying. We could be facing a completely shut down of the plant because of this workers complains, is that correct?

Jack: There’s a very slight chance on that, but yes, it is possible.


1. Introduce attendees
-Let’s start by taking a roll call
-Attending today’s conference are our colleagues from Roma office
-Andrew John is also joining us today, he is our chief engineer.
-Stone Shi will be with us shortly.
-And with me are Jack and Tom.

2. Talking in diplomatic way
-It seems we have a slight problem
-Could I just go back to the point about price?
-There might be a small delay
-That might be quite expensive
-Perhaps we could get a meeting next week?

3. Probing question using diplomatic language
-I wonder if you could explain how you
-I’m afraid I am not quite clear about
-I’m interested in knowing more about
-Could you put me in the picture about?

4. Interrupting somebody
-Could I interrupt for a moment?
-May I say something about that?
-Could I speak to that?

5. Ask for clarifying question
-I’m afraid I’m not quite clear what you mean by
-I’m sorry, could you explain what you mean by
-What exactly do you mean by?

6. Disagreeing someone
-How about looking in this different way?
-I am not against your whole idea, just the part about price.
-While I agree with a lot of what you’re saying here, I think it may be
-I am not so sure. I like to hear more about this.
-I can understand exactly how you feel, but at the moment we just had no option.
-Yes, I think it is a good idea, but I think it is difficult to implement.

Making arguement (BEP17)

1. Begin to present what you want to say

-I would like to begin by re-emphasizing something that we all know

-I would like to comment on the problem of

-I like to make a few marks concerning

-I would like to mention briefly that

-There are three points I’d like to make

-The most important problem seems to be

-Here's the reason why small businesses won't adopt enterprise 2.0

2. Change the point (lead the discussion)

-Let’s go on to our next subject.

-I would now turn briefly to the problem of

-The next issue I’d to focus on is

-Turning to

3. Add to another point

-In addition to that

-Also

-As well as, there is also

-furthermore

4. Give an example

-For instance

-Let me give you an example

-For example

5. Emphasize

-As a matter of fact

-In fact

-I would have you know

-You probably not be awareness that

6. Make generation

-In general, the cost is higher.

-On the whole

-So

-Generally speaking

-All things considered, we are doing quite well.

7. State preference

-We would like to recommend

-I would rather

-I would prefer to

-I tend to favor

Language you can use to give or react to news

How to give good news

-We’d like to say that we are very impressed by your job interview.
-We’d like to offer you the job.
-We’ve got some good news for you. We’d like to move you up a grade. That means promotion and a bit more money every month.
-I’m really pleased to tell you that you’re the winner of our competition.

How to respond to good news

-Congratulations!
-Congratulations on your engagement. Congratulations on getting married.
-Congratulations, that’s fantastic news!
-Congratulations, that’s great news!
-Congratulations, that’s brilliant news!

There are other two formal phrases, but they are very useful for you when you are writing to congratulate someone.
-I’m really pleased to hear that.
-I’m really happy for you.

How to give bad news

-Well Neil, I’m afraid I’ve got some bad news for you: you didn’t quite make the grades, which sadly means that you won’t be able to go to the university you chose this year.
-Unfortunately, I’m afraid we’re not going to be able to offer you the position this time.
-I’m really sorry but …

How to respond to bad news

-I’m so sorry to hear that.
-Oh my god
-Oh my god, that’s awful.
-That’s terrible

We don’t say ‘That’s a pity’ or ‘That’s too bad’ when someone has really bad news. That’s awful! That’s terrible! These are good ways to react.

-You must be feeling terrible.
-You must be feeling absolutely awful.

If you hear about someone’s bad news from someone else, it’s perhaps better to go to your friend and offer help.
-I heard about your news.
-I heard about your terrible news.
-I’m so sorry to hear about your news.
-I’m so sorry to hear about your awful news.
-Martin told me about what happened.

English training phase II - lesson two -Sentence structure

A. Read the information about sentence structure
A simple affirmative sentence in English typically has the order Subject + Verb + Object. Each part can be a phrase rather than a single word:
This report (Sub) will analyse (Verb) last year’s budget. (Obj)
There can be an adverb phrase as well, and it often comes at the end. Adverbs say how (quickly), where (at our office) or when (next week) something happens. If we have several adverbs together, the usual word order is HOW – WHERE – WHEN. Look at these examples:
I am looking forward to our meeting in Munich next month.
Sales rose by over 10% in Hungry last year.
B. Now rewrite sentences with correct word order.
1. I am writing /to let you know/ from Head Office in Munich/ I am coming to visit/ next month/ that /your offices in Moscow.
I am writing from Head Office in Munich to let you know that I am coming to visit your offices in Moscow next month.
2. This will be/ in Central Europe /part of a visit/ to all our subsidiaries /that /I am making.
This will be part of a visit that I am making to all our subsidiaries in Central Europe.
3. to consult with you /I will take the opportunity/ about our strategic plan/ for Central Europe,/ which/ for some time /we have been working on
I will take the opportunity to consult with you about our strategic plan for Central Europe, which we have been working on for some time.
4. I would also like /our production facility/ while I am in Moscow/ to visit/ and if there is time, /as well/ some of the local supplies.
I would also like to visit our production facility while I am in Moscow, and if there is time, some of the local suppliers as well.
5. I will contact you again/ when /I can travel/ the exact dates/ as soon as I know.
I will contact you again as soon as I know the exact dates when I can travel.
C Put the lines in the emails below into the correct order:
Email1:
Dear Jeff,
I am writing to thank you 1
The meetings were very productive, and 4
As well as the business side of things, 7
The next time that you are in Munich, 11
Please give my regards
for your hospitality
during my recent trip to Paris.
I really appreciate the time you took
I am sure that they lay the basis for
to show me the Notre Dame, and
to your colleagues in the Paris office.
and the wonderful meal that we had afterwards.
a good long-term business relationship.
it will be my pleasure to return your kindness.
It was a great pleasure to meet them all. 15

I am writing to thank you for your hospitality during my recent trip to Paris. The meetings were very productive, and I am sure that they lay the basis for a good long-term business relationship.

As well as the business side of things, I really appreciate the time you took to show me the Notre Dame, and the wonderful meal that we had afterwards.The next time that you are in Munich, it will be my pleasure to return your kindness.

Please give my regards to your colleagues in the Paris office. It was a great pleasure to meet them all.

Regards,

Stone

Email 2:
Thank you for taking the time to attend 1
Unfortunately, we have to inform you that
As we mentioned in the interview, we had 5
While we were impressed with your interview, 8
We appreciate your interesting in 12
many applications for this position
your application has not been successful.
an interview with us last week.
we did not feel
working with us,
that you have the necessary skills
, and we would like to take the opportunity
and experience for the position.
and the standard of candidates was very high.
to wish you every success in the future. 15

Dear Jeff,

Thank you for taking the time to attend an interview with us last week. Unfortunately, we have to inform you that your application has not been successful.

As we mentioned in the interview, we had many applications for this position and the standard of candidates was very high. While we were impressed with your interview, we did not feel that you have the necessary skills and experience for the position.

We appreciate your interesting in working with us, and we would like to take the opportunity to wish you every success in the future.

Best regards,

ABC Corporation

How to write a delayed mail

Dear Stone,

Sorry about my very late response, I've been much too busy lately. About the CD writers, I don't have personal experience with them but I think that it could be a problem if the writing was stopped in the middle. It doesn't surprise me that the people who setup your CD making computer encountered problems with the CD writer being interrupted.


One solution that I can think of is looking at a CD-RW drive. I know that CD-RW drives are able to perform writing on a CD-RW disk with stopping and restarting. Maybe they are able to perform the same operation on a normal CD, but I'm not sure. Another possible solution would be to look for a CD-writing software program that has a fix for your problem (I'm sure your not the only one).


I wish I could offer more concrete help, but my knowledge of CD-Rs is a tad shaky. Let me know if you make any progress.

Michael Brinton

Computer Hardware Editor


Another example:

Dear Stone,

I wish I had gotten back to you earlier, as I could have warned you that WordPerfect would be uninstalled. However, you do have a couple options, the first being to click here to download a free trial of WordPerfect X3 until you can request a set of CDs from Dell. Alternatively, you can switch to the free OpenOffice suite, which was designed to compete with Microsoft Office and WordPerfect Office. Either way you should be up and running in an hour or two.

Hope this helps,
John

English training phase II - lesson one - Respond a request

1. Correct an Email
In the email below, there are many mistakes and inappropriacies. Find them and correct them.

1) Hi Dear Mr Jeff
2) Thank you for your quickly respond.
3) According to your request for assistance, please notice
4) the below information:
5) Please find the attachment of the server requirements
6) for the Dalian office. Please kindly refer to it.
7) Regarding to your question about payment, I need to
8) Forward the query to the Financial deportment. They
9) Will contact with you soon.
10) Highly appreciate if you can reply me with update
11) contact informations for all members of your team.

Best regards

FW De Klerk

2. Revised Email

Hi Jeff,

Thank you for your quick response.
Regarding your request for assistance, please note the following information:

Please find attached the server requirements for the Dalian Office.

Regarding your question about payment, I need to forward the inquiry to the Finance department. They will contact you soon.

I would appreciate it if you could get back to me with updated contact information for all members of your team.

Best regards

FW De Klerk

OR

Dear Jeff,

Thank you for responding so quickly.

Regarding your request for assistance, please note the information below:

Attached please find the server requirements for the Dalian office. For more detailed information on the prices, please refer to page 4.

Regarding your request about payment, I need to forward the inquiry to the Finance department. They will contact you soon.

I would appreciate it if you could get back to me with up to date contact information for all members of your team.

Best regards

FW De Klerk

3. Phrases learned from the course:
-Thank you for + Ving
-Thank you for your (noun)
-Thanks for your + (noun)
-Thanks for + Ving

-Please note that
-Please be informed that

-The information below:
-The following information:
-The information as follows:

-Regarding your request for

-Please find attached the server requirement.
-Attached please find the server requirement.
-Attached is the server requirement.

-I'd appreciate it if you could get back to me with updated contact information.

Presentation Process

1) Getting everybody's attention (BEP101)
-All right. Is everybody here? Great, I think we can get started.
-Okay. Let's get down to business.
-All right then. Can we get started?
-Okay folks. Let's get started, shall we?
-All right. Can I get everybody's attention? I think it's about the time we got started.
-Right, I think everybody's is here. Let's get started.
-Is everybody ready to start?
-Okay, everybody. Let's all take your seat, get thing started.
-Okay, let's kick the meeting off.
2) Greeting (BEP101)
-Well, good morning everyone. I'm sorry I had to call this meeting at such short notice.
-Well, good afternoon everybody. It's good to see you all here.
-Great! Thank you all for coming.
-Hello everyone! I'm glad to see you all here. I know it's a long way for some of you to come here. -I really appreciate your being on time and already to work.
3) Name and Position (BEP101)
-I am Simon, senior manager from consumer department.
-I am Simon. I am in charge of sales marketing.
-I am Simon. I am responsible for the sales marketing.
4) Titles and subjects (Signposting) (BEP102)
-I've divided these sections of the presentation into three parts.
First, we'll go to review history sales data.
Next, we'll discuss developing sales trends.
And finally, we'll compare our performance with other competitors.
So, let's talk about the history sales data.
Okay, that covers the history sales data. Now let's move on to some of the trends… First, we'll talk about...then, … and we will finish this section with...
4.1 How to introduce a list
-I've divided these sections of the presentation into three parts.
-There are three types of prices we had to think about: Economic price, market price and sociological price.
Let's look into each of them for more details. First, economic prices, this is based on product cost.
4.2 Give a link between parts of the presentation.
-That's all I want to say about development of the product. Now let's turn to the actual marketing plan.
-Lets now take a look at sales result.
4.3 Sequencing information
First/Then/Next/After that/Later/At the end/Finally
4.4 Careful repetition to emphasize key points
-As above all said, there is no alternative but to increase production by 100 percents.
-I'd like to reemphasize the main benefit of the new design.
-As we saw in part two.
-As we covered during the discussion of savings.
5) Summary and Close (BEP33)
To signal the end of a topic or section of a presentation:
- Okay, that's all I have to say on this topic for the moment.
- Right, that ends the last section of my talk.
- That's all I want to say for now on the third part of my presentation.
To introduce the summary:
- So, to sum up
- To conclude,...
- In conclusion,...
- Now, to sum up...
- So let me summarize what I've said.
- Finally, may I remind you of some of the main points we've considered.
- During my talk today, I've described the results of our investigation.
To make a concluding recommendation:
- In conclusion, my recommendations are...
- I therefore propose the following strategy.
- I'd like to finish with...some observations based on what I've said.
- There are two conclusions to be made from this, namely,...
- I think we have to...
- I think we have seen that we should...
- What we need to do is...
- So, let me get straight to the point. We need action and we need it now.
To finish off a presentation and invite questions:
- Many thanks for your attention. Now I'm very interested in hearing your comments.
- Thank you for your attention. And now if you have any questions, I'd be glad to answer them.
- Thank you for listening. Now, I'd be glad to try and answer any questions.
- I thank you all for being such an attentive audience and now I'm sure you must have some questions, so I'll be happy to answer them…. Yes, Simon ..
- So, let's throw it open to questions.
- Any questions?

What to say in an email to indicate that you are sending an attachment/file.

From eslpod
An attachment is anything extra that is added to or connected to the main thing. In an email, an attachment is usually a file that is also included within the email and that one can open by clicking onto an “icon” (small image, picture).

The most common phrases people use are “attached is/are” or “I’ve attached.”
- “I’ve attached three photos for you to choose from.”
- “Attached is the sales report for the month of June.”

If you want to be a little more formal, you can use the phrases “attached please find” or “please find attached.” These are more appropriate for formal business emails.
- “Please find attached the customer lists for our new products.”
- “Attached please find three documents related to the court case we discussed.”
- “Thank you for taking the time to interview me for the new position at your company. Attached please find a list of my former employers.”

If you are sending a letter in the mail, you can use the “attached” phrases listed above when what you are adding/attaching is stapled to or paper clipped to the letter. If it is not physically attached but included in the same envelop or package, then use “enclosed” instead.
- “Enclosed is an example of the new packaging for our product.”
- “Please find enclosed the reports from the past six months.”

How to summarize and close down a presentation

So what structure should you use to close down a presentation?
Well, I’m sure some of you have your own methods, but this simple format has always worked for me and covers all the main points:

1. Give your audiences a clear signal that you are going to finish.
2. Briefly summarize the main points of your presentation.
3. State your recommendation or give your call to action—let your audience know what you want them to do.
4. Finish off by thanking your listeners and inviting questions or discussion.


BEP 33 - Dialog

Nick: Product and industry knowledge is important. But the crux of the matter is that we simply aren’t aggressive enough in our approach to selling. To sell you simply have to push and push hard.
So as we can see, a first-class CRM strategy and a great marketing plan are not worth the paper they’re written on if we don’t have qualified staff to push them through.
Okay, that’s all I have to say on this topic for the moment.
Now I’d like to recap the main points of my presentation before I open it up for questions.
So to sum up: First, I analyzed the sales results for 2006. I talked about how our drive to increase brand recognition through a surge in advertising has failed because of mediocre initiative and inconsistent follow up from our sales people. Second, I explained about how our special taskforce found major deficiencies in our sales training system and in our staff’s basic sales skills. Finally, I proposed a recovery plan for 2007. I stressed that the most important thing at this stage is not advertising or technology but the way that we train our salespeople.
Let me leave you with one thought. What I’d like to stress is—and I can’t emphasize this enough—that it is absolutely essential to have an effective sales team. And effective salespeople must have effective training. Now what I’m asking from you today is a commitment to increase the training budget by 25% so that we can address this training shortfall. Then, by this time next year, instead of scratching our heads we’ll be cracking the champagne.
Many thanks for your attention.
So now I’m very interested in hearing your comments.

Useful Language

To signal the end of a topic or section of a presentation:

Okay, that’s all I have to say on this topic for the moment.
Right, that ends the last section of my talk.
That's all I want to say for now on the third part of my presentation.

To introduce the summary:

So, to sum up
To conclude,...
In conclusion,...
Now, to sum up...
So let me summarize what I've said.
Finally, may I remind you of some of the main points we've considered.
During my talk today, I’ve described the results of our investigation.

To make a concluding recommendation:

In conclusion, my recommendations are...
I therefore propose the following strategy.
I'd like to finish with...some observations based on what I've said.
There are two conclusions to be made from this, namely,...
I think we have to...
I think we have seen that we should...
What we need to do is...
So, let me get straight to the point. We need action and we need it now.

To finish off a presentation and invite questions:

Many thanks for your attention. So now I’m very interested in hearing your comments.
Thank you for your attention. And now if you have any questions, I’d be glad to answer them.
Thank you for listening. Now, I’d be glad to try and answer any questions.
I thank you all for being such an attentive audience and now I’m sure you must have some questions, so I’ll be happy to answer them…. Yes, Simon ..
So, let’s throw it open to questions.
Any questions?

Asking for clarifying

Could you speak a little more specific?

Could you explain the problem in more detail?

I am not sure I understand. Could you explain it to me again?

OK let me see if I understand you.

One question Johnathan. You mentioned the go-live on the 25th. Could you explain what you need from us to make sure everything goes smoothly?

OK John. I just want to make sure that I understand your problem.

Is that correct?

Enormous/IMMENSE/HUGE/VAST AND SO ON

(1)
enormous， immense， huge， gigantic， colossal， mammoth， tremendous， stupendous， gargantuan， vast
(2)
These adjectives describe what is extraordinarily large.
这些形容词都描述超乎寻常大的事物，
(3)
Enormous suggests a marked excess beyond the norm in size, amount, or degree:
Enormous 暗指在大小、数量或程度上超乎常规的：
an enormous boulder;
巨大的圆石；
enormous expenses.
巨额费用。
(4)
Immense refers to boundless or immeasurable size or extent:
Immense 指无限的或无法测量的尺寸或范围：
an immense crowd of people;
无边无际的人海；
immense pleasure.
无以伦比的欢乐。
(5)
Huge especially implies greatness of size or capacity:
Huge 尤指尺寸或容量的庞大：
a huge wave;
巨浪；
a huge success.
巨大的成功。
(6)
Gigantic refers to size likened to that of a giant:
Gigantic 指象巨人一样的大小尺寸：
a gigantic redwood tree;
大得惊人的红杉树；
a gigantic disappointment.
极度失望。
(7)
Colossal suggests a hugeness that elicits awe or taxes belief:
Colossal 暗指能让人生畏或动摇信仰的巨大：
colossal crumbling ruins of an ancient temple;
古代神殿巨大的崩溃废墟；
has a colossal nerve.
无比的胆量。
(8)
Mammoth is applied to something of clumsy or unwieldy hugeness:
Mammoth 用于指事物笨拙的或笨重的庞大：
a mammoth ship;
巨轮；
a mammoth multinational corporation.
巨大的跨国公司。
(9)
Tremendous suggests awe-inspiring or fearsome size:
Tremendeus 指大小让人生畏或令人感到可怕：
a tremendous monument 100 feet high;
一百英尺高的巨大纪念碑；
ate a tremendous meal.
吃下大量的一餐。
(10)
Stupendous implies size that astounds or defies description:
Stupendous 指大小尺寸让人吃惊或超乎描述范围：
an undertaking of stupendous difficulty.
着手解决巨大的困难。
“The whole thing was a stupendous, incomprehensible farce” (W. Somerset Maugham).
“整个事件就是惊人的、无法了解的闹剧” （W·索默尔塞特·毛姆）
(11)
Gargantuan especially stresses greatness of capacity, as for food or pleasure:
Gargantuan 尤其强调容量大，如就食物或快乐而言：
a gargantuan appetite.
惊人的食欲。
(12)
Vast refers to greatness of extent, size, area, or scope:
Vast 指范围、大小、地区或跨度的宽广：
“All the land was shrouded in one vast forest” (Theodore Roosevelt).
“所有的土地都隐藏在广阔的森林中”。 （西奥多·罗斯福）
“Of creatures, how few vast as the whale” (Herman Melville).
“作为生物，几乎没有比鲸鱼更巨大的” （赫尔曼·梅尔维尔）

Telephone: Opening calls

Short and sweet, when answering a phone in true business, it is important to let the caller know or who or what department is answering.
Answering with just Hello tells the caller nothing. The most helpful way to answer is to give your company name, your department name and your name. However, many receptionists answer with just company name and their name.
When answering internal calls, you should at least give your name and maybe your department name.
Here are some examples for answering a call:
-Good morning, Fidelity, Stone speaking.
-Hello, Fidelity, IT service department, Stone speaking.
-Mike Colin.
-Administration office, Stone.
Callers should also identify themselves to let the receivers know why they are calling. Here are some ways to introduce yourself:
-Hello, this is Stone from Fidelity.
-Hello, my name is Stone, from Fidelity.
-Yes, this is operation department calling about

Once you’ve identified yourself, you might need to ask to speak to a particular person, especially the receiver is a receptionist.
-May I speak to
-I’d like to speak to
-Could you put me through to
-Could I have an extension 211, please
-May I speak to someone in the accounts department
You should also let the receiver know why you want to speak to the person by explaining your reason for calling.
-I’m calling about
-The reason I’m calling is
-It is about
-It is in connection with
Very often, a caller would ask to speak with someone or may ask for information without identifying themselves or what they calls about.
Sometimes, the identifier of the purpose is not important, and sometimes, they are. If they are important, the receiver may ask who the caller is.
-Who is calling, please
-May I know who is calling
-I’m sorry I didn’t catch your name
-May I know what is in connection with
And here are some phrases the callers used to ask the receiver to leave a message.
-May I leave a message
-Take a message, please
-Could you tell her that
-Could you ask him to

Dialog:
Clair: Good morning, ABC company. Clair speaking. How may I help you?
Nikon: Yes, good morning. This is Nikon from Y company. Could you put me through to George, your contract department?
Clair: Oh, I’m sorry, but we closed for the holiday, and I am just here to take a message and handle emergencies. May I know what is in connection with? Perhaps I can take a message for you?
Nikon: Well, Clair, this is very urgent. I am subcontractor manager, and the reason I’m calling is that I has an important information on a contract your company is interested in. Could you get the information to George right away?
Clair: I will say what I can do. If I can get the important data on this contract, I should be able to get message through to George. In perhaps he can call you back.
Nikon: Ok, do you have a pen? I am going to give you my contact information and ask him to call me as soon as possible.
Clair: Just a second, and yes, ready now, go ahead.
Nikon: Ok, …

South Korean Lawmakers Blockade, Brawl Over US Trade Deal

Download Audio
A move by South Korean lawmakers to advance a controversial free-trade agreement with the United States has sparked physical clashes between opposing parties -- with one side physically barricading itself from the other. The scuffles underline an intense dispute among Koreans about the deal.


Hammers were swung, doors were split open and fire hoses were deployed, Thursday, as part of South Korea's legislature came under siege in a dispute on a major free-trade deal with the United States.

Minority party politicians, opposing ratification of the deal, tried to force their way into to a legislative committee room where members of President Lee Myung-bak's ruling Conservative Party barricaded themselves.

The conservatives successfully initiated the process of ratifying the deal, as security guards scuffled with dozens of political opponents nearby.

Supporters say deal is needed

The American-South Korean free-trade pact would open up large sectors of the U.S. and South Korean economies for easier bilateral trade. It was signed last year, but has languished behind other priorities, in both nations.

Supporters of the deal say it is needed -- now more than ever -- to stimulate the slowing South Korean economy. South Korean farmers and left-leaning politicians fiercely oppose the deal, saying the far larger U.S. economy is likely to swallow entire South Korean industries, especially in agriculture.

Won Hae-young, floor leader for South Korea's minority Democratic Party, accuses President Lee's party of ignoring civilized principles.

Won tells a television interviewer with South Korea's YTN cable network Mr. Lee has turned the legislature into a battleground.

South Korean conservatives have a big enough majority to ratify the free-trade deal by themselves. However, U.S. President-elect Barack Obama and new members of the Democrat-majority U.S. Congress are critical of the free-trade deal and questions remain about the likelihood of ratification in Washington.

English Training Course - An external request

Subject: New shipping date for P/T-008/05
Dear Simone,

Thanks for your comments of the order below (P/T-008/05). It maybe tight to meet our delivery schedule of April.

As it takes 4 days for sea freight, another 2 days for distribution, also at least a week for customs clearance, so please arranged it earlier your schedule.

In order to meet our sales promotion in April, we need to receive the products in the end of March, so please help us by corresponding with our supply team and check if it is possible to ship the goods around March 16.

Awaiting your favorable reply by today.

Claudia

This is an email from Claudia, who works for a whole sale business to Simone, who works for one of her supplies. Claudia wants to make a request to Simone for an order to be shipped earlier so she can deliver the products to customer on time.

A good request email would usually have four parts:
1. Background: explain the situation behind the email.
2. Request: tell the reader what you want him or her to do.
3. Motivation: explain to the reader why he or she will benefit from the fulfilling the request.
4. Action: remind the reader what action you’d like them to take.

Let’s first check the mechanics.

Thanks for your comments on the order below (P/T-008/05). It may be tight to meet our delivery schedule for April.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, so please arranged it earlier your schedule.

In order to meet our sales promotion in April, we need to receive the products by the end of March, so please help us by corresponding with our supply team and checking if it is possible to ship the goods around March 16.

Now let’s take look at the style.
If you look into the first paragraph, you see Claudia begin with an introduction statement, reminding Simone which order she wants to discuss. The second sentence is a background sentence:

Thanks for your comments on the order below (P/T-008/05). It may be tight to meet our delivery schedule for April.

So I think we break the introduction sentence out.

Thanks for your comments on the order below (P/T-008/05).

It may be tight to meet our delivery schedule for April.

In the fourth paragraph, we have another sentence about the background. So I will cut these out and move to the second paragraph.

Thanks for your comments on the order below (P/T-008/05).

It may be tight to meet our delivery schedule for April. In order to meet our sales promotion in April, we need to receive the products by the end of March.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, so please arranged it earlier your schedule.

Please help us by corresponding with our supply team and checking if it is possible to ship the goods around March 16.

Let’s make a few vocabulary changes. I am going to change tight to difficult. Tight is informal. And since we have used the word April in the first sentence, we don’t need to use it again in the second sentence, we can change this to for that month.

It may be difficult to meet our delivery schedule for April. In order to meet our sales target for that month, we need to receive the products by the end of March.

The third paragraph is a request paragraph.
She says so please arrange it earlier in your schedule, it doesn’t give Simone a very clear idea about of Claudia wants her to do. We already know from looking into the fourth paragraph that Claudia wants to the good to be delivered around March 16. So let that information and move to the second paragraph so Simone knows exactly what she need to do.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, we would like you to ship the goods by March 16.
You should explain to your reader what she will benefit.
So let’s add a motivation paragraph here.


As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, we would like you to ship the goods by March 16. An early shipment will allow us to meet customer expectations and generate more sales in future.

The fourth paragraph should be our action paragraph.

Please help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

Let’s go back to the beginning and review the tone of the email.
First let’s look at the two sentences what C asked S to do something:
-We would like you to ship the goods by March 16.
-Please help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

The first request use indirect form, but the second request may be too direct.
Let’s change it to more polite way:

We would appreciate if you can help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

We also need to do something about the closing statement.
It is not a good way to close an email.
Let’s change it to an indirect way:

I look forward to your reply.

Let’s look the update email:

Subject: New shipping date for P/T-008/05
Dear Simone,

Thanks for your comments on the order below (P/T-008/05).

It may be difficult to meet our delivery schedule for April. In order to meet our sales target for that month, we need to receive the products by the end of March.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, we would like you to ship the goods by March 16.
We would appreciate if you can help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

I look forward to your reply.

Regards,

Claudia