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Abbreviations and Acronyms
Word Meaning
@ - at
a/c - account
AGM - annual general meeting
a.m. -ante meridiem (before noon)
a/o -account of (on behalf of)
AOB -any other business
ASAP -as soon as possible
ATM -automated teller machine (cash dispenser)
attn -for the attention of
approx -appriximately
cc - copy to
CEO - chief executive officer
c/o -care of (on letters: at the address of)
Co -company
cm -centimetre
COD -cash on delivery
dept -department
e.g. -exempli gratia (for example)
EGM -extraordinary general meeting
ETA -estimated time of arrival
etc -et caetera (and so on)
GDP -gross domestic product
GNP -gross national product
GMT -Greenwich mean time (time in London)
i.e. -id est (meaning : ‘that is’)
Inc -incorporated
IOU -I owe you
IPO -initial public offer
Jr -junior
K -thousand
lb -pound (weight)
£ -pound (money/currency)
Ltd -limited
mo -month
N/A -not applicable
NB -Nota Bene (it is important to note)
no -number
PA -personal assistant
p.a. -per annum (per year)
Plc - public limited company
pls -please
p.m. -post meridiem (after noon)
p.p. -per pro (used before signing in a person’s absence)
PR -public relations
p.s. -post scriptum
PTO -please turn over
p.w. -per week
qty -quantity
R & D -research and development
re -with reference to
ROI -return on investment
RSVP -repondez s’il vous plait (please reply)
s.a.e. -stamped addressed envelope
VAT -value added tax
VIP -very important person
General Guidelines
If writing a business letter takes you much longer than in your own language,
here are a few guidelines that you may find helpful.
Plan before you write.
Look up words you need before you start.
Note the points you want to make, and order them into logical paragraphs.
Tone
Write as you would speak in a business conversation.
The tone should be friendly and polite.
Names
Make sure you check the gender of the addressee (the recipient),
as well as the correct spelling of the person’s name and title.
Use Ms. for women and Mr. for men.
You can use Mrs. for a woman if you are 100% sure that she is married.
Dates
To avoid any confusion, write the month instead of using numbers
(e.g. January 15th, 2012 or 15 January 2012).
Be concise and clear. The easier it is to read a letter the better.
Keep sentences and paragraphs short and simple.
Use straightforward vocabulary to avoid any misunderstanding.
Ask direct questions.
Rewrite any sentence that does not seem perfectly clear.
If the recipient is not a native English-speaker, it is preferable to avoid
words or expressions that are too technical or complicated.
Remember this word order principle
Subject Verb Object Manner Place Time
Who Does What How Where When
Example :
Mr. Brown will travel by plane to London on Monday, June 5th.
A technician will install the equipment in your office on Tuesday.
Avoid old-fashioned words
Although they are used in legal documents and contracts, words like
‘herewith’, ‘herein’, ‘aforementioned’, etc. are rarely used in letters.
The following style of sentence is preferable :
“You will find more information on our products in the enclosed brochure.”
Useful Expressions in Writing Business Letters
Apologizing
We are sorry for the delay in replying to …
I regret any inconvenience caused (by) …
I would like to apologize for the (delay, inconvenience)…
Once again, please accept my apologies for …
Orders
Thank you for your quotation of …
We are pleased to place an order with your company for..
We would like to cancel our order n° …..
Please confirm receipt of our order.
I am pleased to acknowledge receipt of your order n° …..
Your order will be processed as quickly as possible.
It will take about (two/three) weeks to process your order.
We can guarantee you delivery before …(date)
Unfortunately these articles are no longer available /
are out of stock.
Prices
Please send us your price list.
You will find enclosed our most recent catalogue and price list.
Please note that our prices are subject to change
without notice.
We have pleasure in enclosing a detailed quotation.
We can make you a firm offer of …
Referring to payment
Our terms of payment are as follows …
Our records show that we have not yet received
payment of …
According to our records …
Please send payment as soon as possible.
You will receive a credit note for the sum of …
Enclosing documents
I am enclosing …
Please find enclosed …
You will find enclosed …
Closing remarks
If we can be of any further assistance, please let us know.
If I can help in any way, please do not hesitate to
contact me.
If you require more information …
For further details …
Thank you for taking this into consideration.
Thank you for your help.
We hope you are happy with this arrangement.
We hope you can settle this matter to our satisfaction.
Referring to future business
We look forward to a successful working relationship in the future.
We would be (very) pleased to do business with your company.
I would be happy to have an opportunity to work with
your firm.
Referring to future contact
I look forward to seeing you next week.
Looking forward to hearing from you, …
Looking forward to receiving your comments,
I look forward to meeting you on the (date).
I would appreciate a reply at your earliest convenience.
An early reply would be appreciated.
Ending business letters
Sincerely, }
Yours sincerely,} for all customers / clients
Sincerely yours,}
Yours faithfully,} in more formal letters
Regards, for those you already know and/or with whom you have a working relationship
Computers & Information Technology
although it is still correct in other phrases e.g. ‘television programme’.
adware - A software application which displays unwanted pop-up advertisements on your computer while in use. Adware is often installed at the same time as free software or shareware.
application Any program designed to perform a specific function directly for the user. Microsoft Word, Outlook or Adobe Photoshop are examples of application programs
bug- A defect or fault in a program that prevents it from working correctly. Bugs are caused by mistakes or errors made by those who write the program.
cache- A sort of fast memory used for temporary storage of recently accessed web pages, which enables the browser to display them more quickly on the next visit.
cookies- Small piece of information on the times and dates you have visited web sites. A web server can temporarily store this information within your browser. The main purpose is to identify users and possibly prepare customized web pages for them.
crash- What happens when a program or the entire operating system, unexpectedly stops working.
cursor- A blinking symbol on the screen that shows where any new text will next be entered.
driver- A special program which enables a computer to work with a particular piece of hardware such as a printer.
e-business- Business done over the internet or any internet-based network.
e-mail- Electronic mail : messages sent from one computer to another over the internet.
FAQ- Frequently Asked Questions.
firewall- Specialized hardware or software designed to prevent unauthorized access into or out of a computer or network.
font- A particular kind of lettering (e.g. Arial, Verdana, etc.)
hardware- The physical equipment or touchable parts of a computer system (the CPU (central processing unit), monitor, keyboard, mouse, external speakers, scanner the printer, etc.)
hit- A visit to a website.
home page- The main page or opening page of a website. It usually contains links to other pages.
login- Process by which a user enters a name and password to access a computer.
modem- A device that enables a computer to send and receive information over a telephone line (internet, email, fax).
netiquette- Network etiquette : a set of informal rules defining proper behaviour on the intenet.
portal- A website that acts as a gateway or entry point to the internet (for example, Yahoo).
Typically, a portal offers a search engine and links to other sites grouped into categories, as well as news or other services.
program A sequence of instructions that a computer can interpret and execute in order to do a particular job. Programs are collectively referred to as ‘software’.
provider- Company that provides access to the internet.
scanner A piece of hardware, or peripheral device, used to scan a document and create a digital copy.
spam- Unwanted, irrelevant or inappropriate e-mail messages, especially commercial advertising. Also referred to a ‘junkmail’.
spyware- Software that collects information, without your knowledge, about your web-surfing habits and uses it for marketing purposes. Very often contained in free downloads or shareware programs.
trojan- A computer program that is hidden in a useful software application and actually used to gain access to your computer. It then performs malicious actions such as displaying messages or erasing files. Trojans may be found in a hacked legitimate program or in free software.
video conference- Interactive, audiovisual meeting between two or more people in different geographic locations using two-way video technology.
virus- A malicious self-replicating program that spreads by inserting copies of itself into other executable code or documents, and whose sole intent is to cause problems on a computer.
It acts in a similar way to a biological virus, and the infected file is called a host.
worm- A self-replicating computer program, similar to a computer virus. It infects additional computers (typically by making use of network connections), often clogging networks and information systems as it spreads.
wysiwyg- What you see is what you get (pronounced ‘ wizzy-wig’).
A WYSIWYG application enables you to see on the screen exactly what will appear when the document is printed.
WWW- World Wide Web : a hypertext information system consisting of a network of web pages which runs on the internet and can be accessed with a browser.
zip- To zip a file is to compress it so that it occupies less storage space and can be transferred quickly over the internet.
assessment - Evaluation of one’s abilities
background - Education – qualifications – experience
bonus -Additional payment to an employee as an incentive or reward
curriculum vitae -Summary of one’s education and experience to date; resume
dismiss –Discharge from employment (to fire, to sack, to let go)
employee– Person who works for a firm or company.
employer– Person or firm who employs people.
fire– To dismiss from a job.
fringe benefits– Advantages offered in addition to salary (life insurance, retirement scheme, company car, etc.).
Also called ‘perks’, abbreviation for ‘perquisites’.
hire– Employ or take on personnel in a company.
interview– Oral examination of a candidate for employment.
make redundant– Dismiss for economic reasons.
maternity leave– Period of absence for a female employee when having a baby.
notice– Advance warning of intention to leave one’s job -
to give or hand in one’s resignation.
personnel– People who work for a firm or company (employees).
personnel officer– Manager responsible for recruitment, training and welfare of personnel (employees).
promotion– Advancement in rank or position in a company.
prospects– Opportunities for success or promotion in a career.
recruit– Look for and hire personnel.
resign– Leave a job voluntarily.
retire– Leave employment because of age.
sick leave– Absence because of illness – to be on sick leave.
staff– People who work for a firm or department; employees.
strength– Strong characteristic or particular ability.
strike– To go on strike : to stop working in protest against something.
take on– Employ or hire.
trainee– Person being trained for a job e.g. a trainee salesman.
training course– A course of study to prepare for a job e.g. a computer course.
unemployment benefits– Payments made by the state to an unemployed person.
vacancy– A position to be filled.
weakness– A lack of ability or a shortcoming in character.
Graphs – Charts
statistics – results – trends
Graphs and charts are often used to present information and data.
Below you will find useful phrases and vocabulary for presenting figures and trends.
Presenting Visuals – useful phrases & vocabulary :
As you will see from this graph …
I’d like to show you …
Let me draw your attention to this part of the graph.
Let’s look more closely at this month’s figures.
This figure refers to the sales in China only.
This pie chart shows our share of the European market today.
As you can see, our main competitor has an even bigger share.
The bar chart represents sales in our Asian outlets.
Here you can see a comparison between …
On the line graph you will note :
a strong upward trend in the sales of product A …
despite occasional fluctuations …
with a slight drop during the holiday season …
with occasional variations due to .
the overall performance of produce B is good.
The initial surge in sales was followed by a period of slower growth
in the second half of the year.
The instant success of the product was followed by a period of stabilization in the level of sales.
Commenting trends – useful phrases :
Increases :
a slight/constant/marked/substantial/increase in sales
an increase of about/roughly/approximately/in the region of … %
a little over/above what we predicted
the recovery/upturn began in (month)
an overall increase in …
an upward trend in the demand for …
sales reached record levels / reached a peak in (month)
a strong surge in the sales of …
by (month), the figure had risen to …
we predict that sales will soar in the coming year / over the next … months
Decreases :
just under our target
way below our expectations
a slight / notable / significant decrease in …
the downturn began in (month)
the situation began to deteriorate in (month)
the number has continued to fall
Fluctuations :
a slow start developed into steady progress in sales
an initial upward trend was followed by …
we note slight fluctuations through the year
normal seasonal variations are the cause of occasional downward trends
sales have been (rather) irregular
the level / the rate has been unstable since …
you will note a certain instability in the rate of …
Conclusions – useful phrases :
We must focus our attention on …
What I suggest is …
There is a necessity for …
We need more …
We have no choice but to …
Appropriate measures must be taken
The only option we have is to …
These changes are inevitable.
We will have to revise our estimation.
The result / outcome will be …
I strongly recommend …
To conclude, I am happy / I regret to announce that …
Preparation for an interview is essential.
The list of questions below is designed to serve as a guide
so that you are not taken by surprise!
1 Tell me about yourself.
2 How would you describe yourself? (character / personality)
3 Are you married? Single? Do you have partner?
4 What are your strengths / weaknesses?
5 What do you do in your free time?
What are your hobbies? / Do you have any hobbies?
6 Why are you interested in working for our company?
Why do you want to work for this company?
7 What type of position do you think you are suited for / would suit you?
8 How would you describe the position we have to offer?
9 What aspects of the position are you most / least interested in?
10 What would you like to find in this job that you didn’t have in your previous job?
11 How do you think you could develop the position?
What would be your strategy to develop the position?
12 What have you got to offer us?
What could you contribute to our company?
13 What do you think you gained by working in your last job?
14 What were you responsible for?
What did your job involve?
15 What do you think of your (last) boss?
16 Why do you want to leave your present job?
Why do you want to change jobs?
17 What are your salary requirements?
How much would you hope to earn in this position?
How much do you think you should be offered for this position?
What salary would you expect (to be offered) for this position?
18 Have you received any offers of a job?
19 Why have you had to look for a job for so long?
Why have you been looking for a job for so long?
Why did it take so long to find a new job?
20 How do your feel about your future in the profession?
21 Have you had any failures? What failures have you had?
Have you had any negative experiences?
22 What sort of obstacles have you come across / encountered in your work?
23 If you had to recruit colleagues, what qualities would you look for?
24 Would you be willing to relocate/to move to another part of the country/to work abroad?
25 Don’t you think you have too much experience / you are over-qualified for this job?
26 How long do you think you would stay with us?
If we offered you this job, how long would you expect to stay with us?
27 Which do you prefer : to work alone or in a team?
Do you prefer working alone or with other people as part of a team?
28 Do you know how to manage a team?
Are you capable of leading a team?
Do you think you have the ability to be a team leader?
29 Why should I recruit you?
How could you persuade me to recruit me?
30 Do you have any comments to make, or any questions to ask?
Word Meaning
A.G.M.– Annual General Meeting
absentee– Person not at the meeting, not present.
agenda – Written list of points to be discussed at a meeting.
alternative– Choice of two or more possibilities.
attendee – Participant or person attending a meeting.
ballot – System of secret voting;
voters– place their ballot-papers in a ballot-box;
casting vote– Deciding vote, usually by the Chairman, when votes are
in equal number.
chariman / chairperson – The person who conducts the meeting.
clarify – Make something clearer by giving more information.
conference– Formal meeting for discussion or exchange of views.
conference call– Telephone call between three or more people in different places.
consensus– General agreement.
deadline– Future date at which something must be done.
decision– Reach a conclusion or resolution concerning future action.
i-conference– A meeting or discussion between two or more people via the internet.
interrupt– Stop a person who is speaking in order to say or do something.
item– A separate point for discussion on an agenda.
main point– What is most essential.
minutes– A written summary of the proceedings at a meeting.
objective– What is aimed at, what one wants to achieve or obtain.
point out– Draw attention to something e.g. point out an increase in demand.
proposal– A course of action put forward for consideration; to make a proposal.
proxy vote– A vote cast by one person for another.
recommend– Advise a course of action; make a recommendation.
show of hands– Raised hands to express agreement or disagreement in a vote.
summary– A brief statement of the main points.
task– A piece of work to be done; to assign a task to someone.
unanimous– In complete agreement.
video conference– Conference linking people in different locations by satellite, TV, etc.
vote– Express one’s agreement or disagreement; to cast a vote.
Word Meaning
agent – Person or company that acts for another and provides a specified service.
agreement– Arrangement between two or more people or companies.
bargain price– Reduced price
bedrock price– Lowest possible price.
commitment– Engagement or undertaking; to commit oneself.
compromise– Each party gives up certain demands in order to reach an agreement.
condition– A stipulation or requirement which must be fulfilled.
contract– Written agreement between two or more parties.
counter-offer– Offer made in response to an offer by the other party.
counter-productive– Having the opposite effect to that intended.
deal– A business transaction.
discount– Reduction in price.
estimate– Approximate calculation of the cost.
facilities– Equipment (e.g. parking facilities).
feasible– Possible, something that can be done.
figure out– Find a solution; estimate the cost.
know-how– Practical knowledge or skill.
joint venture– A way of entering a foreign market by joining with a foreign company– to manufacture or market a product or service.
negotiate– Discuss a business deal in order to reach an agreement.
point out– Draw attention to something (e.g. the advantages of your proposal).
proposal– Course of action, or plan, put forward for consideration;
to make a proposal.
quote– Give an estimated price (a quotation).
range– A selection of products sold by a company.
rebate– Reduction or discount.
supply– Provide customers with goods or services.
supplier– Person or company that supplies goods or services.
tender– A written offer to execute work or supply goods at a fixed price
turnkey– Equipment ready for use or operation (e.g. a plant or factory).
underestimate– Make too low an estimate of something (cost, danger, difficulty).
work out– Calculate (e.g. price of something); find a solution.
Word Meaning
audience– Group of listeners or spectators
body language – Communication through facial expressions, body movements, etc.
chart– Sheet of information in the form of a table, graph or diagram.
diagram– Graphic representation of a situation e.g. the results of an action.
flip chart– Pad of large paper sheets on a stand for presenting information.
graph– Diagram showing the relation between variable quantities.
guidelines– Advice or instructions given in order to guide or direct an action.
handout– Written information (report etc.) given to people at a presentation.
key point– Essential or main point.
marker– Pen with felt tip used for writing on a whiteboard.
microphone– Electrical instrument used to amplify the speaker’s voice.
O.H.T.– Overhead transparency : sheet of film with an image or printed information for overhead projector.
objective– What one wants to achieve; aim
outline – Brief description or presentation.
overhead projector– Device that projects an O.H.T. onto a screen.
overview– Short presentation of the main points.
pointer– Rod or stick used to indicate things on a map, screen, etc.
screen– Flat, reflective blank surface on which films, slides, etc. are projected.
signposting language– Phrases used to help focus the audience’s attention on different parts of a presentation.
slide– Small photographic transparency.
summarize– Make a summary of the essential points; sum up.
topic– Subject of a discussion or talk.
transparency– Image or information printed on transparent plastic or film.
visual aids– Aids such as charts, slides, etc. used at a presentation.
whiteboard– Flat white board on which to write or draw with markers.
Presentations Lesson 2
Preparation is essential for an effective presentation.
When giving a presentation, certain keywords are used to signpost the different stages.
It’s a good idea to memorize them and practise using them,
so that they come to mind easily during a presentation.
Starting the presentation:
Good morning/Good afternoon ladies and gentlemen
• The topic of my presentation today is …
• What I’m going to talk about today is …
Why you are giving
this presentation
• The purpose of this presentation is …
• This is important because …
• My objective is to …
Stating the main points
• The main points I will be talking about are :
◊ Firstly,
◊ Secondly,
◊ Next,
◊ Finally … we’re going to look at …
Introducing the first point
• Let’s start / begin with …
Showing graphics,
transparencies, slides, etc.
• I’d like to illustrate this by showing you …
Moving to the next point
• Now let’s move on to …
Giving more details
• I’d like to expand on this aspect/problem/point …
• Let me elaborate on that.
• Would you like me to expand on/elaborate on that?
Changing to a different topic
• I’d like to turn to something completely different …
Referring to something which is off the topic
• I’d like to digress here for a moment and just mention …
Referring back to an earlier point
• Let me go back to what I said earlier about …
Summarizing or repeating the main points
• I’d like to recap the main points of my presentation:
◊ First I covered …
◊ Then we talked about …
◊ Finally we looked at …
• I’d now like to sum up the main points which were :
◊ First …
◊ Second,
◊ Third,
Conclusion
• I’m going to conclude by …
◊ First …
◊ Second,
◊ Third,
• In conclusion, let me …
◊ First …
◊ Second,
◊ Third,
|Questions
• Now I’d like to invite any questions you may have.
• Do you have any questions?