ESP the papers: "Business English"

PART 1
RATIONALE
Business English
Whether we are currently working in an English speaking country or are working for an international company in wer first language, the more polished wer English skills are the more we increase wer chances of securing our success and future growth in our industry.
Experienced instructors will lead us to work through various types of business situations, with the goal to develop skills in communicating professionally, whether speaking or writing. The use of current and relevant materials will provide students with interesting and motivating topics for discussion to enhance their understanding of cultural interactions in international business, as well as ensure that students are gaining experience that can be easily applied to their daily professional life.
Business (noun): 1 commercial activity; a commercial organization. 2 somebody's regular occupation; work to be done or things to be attended to. 3 somebody's concern. OTHER WORDS: businessman or businesswoman noun businesslike adjective busy adjective.
Business Letters in English
How to write business letters and other correspondence in English. Includes memos and emails.
Who is this course for?
A student who is interested in specializing their knowledge and skills in English to ensure their success in the world of international business.



Who wants to learn Business English?

1. Pre-experience learners
2. Low-experience learners
- Junior company members
- Learners who are moving jobs

3. Job-experienced learners
- Reasons for learning English
- Characteristics of the learners
4. Cultural difference
Description of the Learner and the Activities
A. Analysing the needs of the learners
Describing levels of performance. Who needs to define levels of performance and why?
1. Performance scales
2. Testing and assessment
- Published tests and examinations
- Carrying out assessment werself
3. The training gap
Job analysis
1. Job categories
- Managers as learners
- Technical staff as learners
- Secretaries and clerical workers as learners
2. Departmental differences

3. - Marketing and sales
- Human resources
- Finance
- Production

Information gathering


1. What do we need to know?
- Information about the learner
- Defining the learning purpose
- Information about the learning situation
2. Ways of gathering information
- Job-experienced learners
- Pre-experience learners
3. Practical problems in needs analysis
4. Examples of interview task sheets

Determining the content of the course

1. Breakdown of performance areas

2. - Meetings and discussions
- Giving information
- Telephoning
- Business correspondence
- Socializing
3. Language analysis
- Company documentation
- Learner output
- Training video
4. The focus of Training
Sequence of Study
No. Reading Writing
1. Vocabuary
2. Business letters in English
3. Business letter vocabulary quiz
4. Formatting business letter
5. Planning a business letter
6. Writing a business letter
7. Proofreading a business letter
8. Business letter self-assesment test





PART 2
SYLLABUS
The syllabus for teaching English
I. Reading Skill
Time : 90 minutes
Topic : Reading Comprehension
Language Focus : Introducing new vocabulary about business letter in English, comprehend the text by filling in the correct word in each blank space,
Objectives : To comprehend the text, developing reading skill, and recognize
words.
Resource/ material : Business Letter English – Activities worksheets (www.englishclub.com)
Prior Knowledge : Business English is one of students’ subject.
Pre-activities : (Warm up)
1. The teacher introduces the vocabulary about business letter in English and reads them aloud.
2. The teacher gives the students the pretest
On-activities : 1. The teacher lets the students fill in the blank space in the Reading Material.
2. The teacher reads aloud the whole text by giving the correct answer.
3. The teacher asks some students to read aloud and translate the text.
4. The teacher corrects the pronunciations and translations of students.
5. The students answer the questions of the text.
Post-activities : 1. The teacher asks the students to fill in Mother's Day Sprial Worksheet Puzzle
2. The teacher has the students solve the word search at home (homework).
3. The teacher checks the students’ work.
Evaluation : Each Tests in this seaction will be scored 25% if completely correct.
II. Writing Skill
Time : 90 minutes
Topic : Write a poem and a story.
Language Focus : British English: The capability of understanding the new vocabulary by combining them to be a simple poem about ‘Mother’.
Objectives : Explore the students’ mind about what the philosophy of Mother’s Day.
Resource/material : Mother’s Day – Activities worksheets (www.teach-nology.com)
Prior Knowledge : Students have learned about the vocabulary of Mother’s Day, answered the reading comprehension questions, and filled in the puzzle.
Pre-activities : 1. The teacher gives direction and explanation about how the students make the poem.
2. Have students use the letters of MOTHER to create an acrostic.
On-activities : The students write a simple poem
Post-activities : 1. The teacher devides the students into four groups, each group has five members.
2. Each group has to write a brief story using the words or variations of the words given.
3. The students have to share their mind.
4. The teacher is keeping a check on students while they write the their stories.
5. The teacher checks the students work.
Evaluation; Scoring Rubric :
5 4 3 2 1
Grammar X
Vocabulary X
Mechanics X
Fluency X
Relevance X

e.g : Total Score: 14






1. READING Business Letters in English
Business Letters in English
Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier. Business letters are sometimes called "snail-mail" (in contrast to email which is faster). This lesson concentrates on business letters but also looks at other business correspondence. It includes:
• letter
• memo
• fax
• email
Who writes Business Letters?
Most people who have an occupation have to write business letters. Some write many letters each day and others only write a few letters over the course of a career. Business people also read letters on a daily basis. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient. Here are some examples of senders and recipients:
• business «» business
• business «» consumer
• job applicant «» company
• citizen «» government official
• employer «» employee
• staff member «» staff member
Why write Business Letters?
There are many reasons why you may need to write business letters or other correspondence:
• to persuade
• to inform
• to request
• to express thanks
• to remind
• to recommend
• to apologize
• to congratulate
• to reject a proposal or offer
• to introduce a person or policy
• to invite or welcome
• to follow up
• to formalize decisions
2. READING Vocabuary
Business Letter Vocabulary
attachment extra document or image that is added to an email
block format most common business letter format, single spaced, all paragraphs begin at the left margin
Body the content of the letter; between the salutation and signature
Bullets small dark dots used to set off items in an unnumbered list
certified mail important letters that sender pays extra postage for in order to receive a notice of receipt
Coherent logical; easy to understand
Concise gets to the point quickly
confidential, personal private
diplomacy, diplomatic demonstrating consideration and kindness
direct mail, junk mail marketing letters addressed to a large audience
double space format where one blank line is left between lines of text
enclosure extra document or image included with a letter
formal uses set formatting and business language, opposite of casual
format the set up or organization of a document
heading a word or phrase that indicates what the text below will be about
indent extra spaces (usually 5) at the beginning of a paragraph
informal casual
inside address recipient's mailing information
justified margins straight and even text, always begins at the same place
letterhead specialized paper with a (company) logo or name printed at the top
Logo symbol or image that identifies a specific organization
margin a blank space that borders the edge of the text
memorandum (memo) document sent within a company (internal), presented in short form
modified block format left justified as block format, but date and closing are centered
on arrival notation notice to recipient that appears on an envelope (e.g. "confidential")
postage the cost of sending a letter through the Post Office
proofread read through a finished document to check for mistakes
punctuation marks used within or after sentences and phrases (e.g. periods, commas)
reader-friendly easy to read
recipient the person who receives the letter
right ragged format in which text on the right side of the document ends at slightly different points (not justified)
salutation greeting in a letter (e.g. "Dear Mr Jones")
sensitive information content in a letter that may cause the receiver to feel upset
semi-block format paragraphs are indented, not left-justified
sincerely term used before a name when formally closing a letter
single spaced format where no blanks lines are left in-between lines of text
spacing blank area between words or lines of text
Tone the feeling of the language (e.g. serious, enthusiastic)
transitions words or phrases used to make a letter flow naturally (e.g. "furthermore", "on the other hand")










3. READING Business Letter Vocabulary Quiz
Business Letter Vocabulary Quiz
1. Before you seal and send your letter, make sure to ... it.

a) Punctuation
b) Proofread
c) Sensitive
d) Transition

2. As soon as your certified letter reaches the ... you will be notified.

a) Recipient
b) Margin
c) Logo
d) Salutation
3. Choose ... if you want to put the date and closing in the center of the page.

a) Justified
b) Modified block format
c) Block format
d) Spelling

4. Set off the list of "Do's and Don'ts" by using ... .

a) Body
b) Letterhead
c) Bullets
d) Formal

5. The envelope indicated that there was ..., but in fact there was only a letter inside.

a) An enclosure
b) A sender
c) A salutation
d) An indent

6. The ... of the first paragraph was optimistic, so I wasn't expecting the bad news in the middle.

a) Tone
b) Active voice
c) Direct mail
d) Punctuation

7. I decided not to interview her, because her cover letter contained very poor ... .

a) On arrival notation
b) Block format
c) Single spacing
d) Grammar

8. The ... about the meeting was posted on the bulletin board for everyone to read.

a) Memo
b) Heading
c) Sender
d) Junk mail

9. Our address and phone number are shown on our ... .

a) Letterhead
b) Snail mail
c) postage
d) salutation

10. In block text format, you do not ... each paragraph.

a) Indent
b) Transition
c) Punctuation
d) Margin


Keys: 1. B 2. A 3. B 4. C 5. A 6. A 7. D 8. A 9. A 10. A

4. WRITING Formatting Business Letter
Business Letter Formats
There are certain standards for formatting a business letter, though some variations are acceptable (for example between European and North American business letters). Here are some basic guidelines:
• Use A4 (European) or 8.5 x 11 inch (North American) paper or letterhead
• Use 2.5 cm or 1 inch margins on all four sides
• Use a simple font such as Times New Roman or Arial
• Use 10 to 12 point font
• Use a comma after the salutation (Dear Mr Bond,)
• Lay out the letter so that it fits the paper appropriately
• Single space within paragraphs
• Double space between paragraphs
• Double space between last sentence and closing (Sincerely, Best wishes)
• Leave three to fives spaces for a handwritten signature
• cc: (meaning "copies to") comes after the typed name (if necessary)
• enc: (meaning "enclosure") comes next (if necessary)
• Fold in three (horizontally) before placing in the envelope
• Use right ragged formatting (not justified on right side)
Formatting Business Letters
Block format is the most common format used in business today. With this format, nothing is centred. The sender's address, the recipient's address, the date and all new paragraphs begin at the left margin, like this:
Wicked Wax Co. Ltd
22 Charlton Way
London, SE10 8QY


5th December, 2006


Ms. Maggie Jones
Angel Cosmetics Inc.
110 East 25th Street
New York, NY, 10021
USA


Your ref: 123
Our ref: abc


Dear Ms. Jones,

Forthcoming Exhibition

First paragraph...

Second paragraph...

Third paragraph...

Sincerely,

Morris Howard

Morris Howard, President

cc: Brian Waldorf

Enc: catalogue SENDER'S ADDRESS
may be printed company logo and address



DATE


RECIPIENT'S ADDRESS






RECIPIENT'S REFERENCE (IF ANY)
SENDER'S REFERENCE (IF ANY)


SALUTATION

SUBJECT



BODY OF LETTER



CLOSING

SIGNATURE (HAND-WRITTEN)

NAME, TITLE (TYPED)

COPY TO

ENCLOSURE

This are other, slightly different ways of formatting a business letter, where for example paragraphs are indented or the date is typed on the right hand side. You can see examples of these in the sample letters.
Formatting Envelopes for Business Letters
It is best to type an envelope for a business letter. Most word document programs contain an envelope labelling function to help you. All you need to do is indicate the size of envelope you are using and type the correct information in the appropriate fields, for example:
Sending company's name and address
is sometimes printed here Postage
stamp



Ms. Maggie Jones
Angel Cosmetics Inc.
110 East 25th Street
New York
NY 10021
USA
Formatting Business Memos
Memos are short internal business letters, sent to other staff within the same company. A memo (or memorandum) may also be posted somewhere inside a company for all to see. Memos are becoming less common as electronic mail becomes more common. In contrast to letters, memos do not usually contain salutations or closings, and may be typed or hand-written. The text portion of the memo is generally in block format. Memos should include "From", "To", "Date", "Subject" and the message itself, like this:
[Company logo]

MEMORANDUM


From: [name or initials]


To: [name or initials]


Date:


Subject: [short description]


Message starts here...
• often
• with
• bullet
• points
Formatting Business Email
When using email in business, most of the guidelines for standard formatting in business letters apply. Here are a few differences:
• Choose a subject line that is simple and straightforward. Refrain from using key words that might cause an email to go into another person's trash box.
• Repeat the subject line in the body of the email, beneath the salutation (as with a letter).
• Use the "cc" address line to copy more than one person with your correspondence.
• You can request a receipt for important letters. The system will automatically let you know when someone has opened your email.
• Instead of a signature, include your typed name, and below it include your email address, business name and address, phone and fax number, and website if appropriate.
• Remember that people often print out emails, so your own email address and the subject line would be lost if you had not included them in the body of the email.
• Internal electronic mail may be formatted more like a memo than a formal letter.








5. WRITING Planning a Business Letter
Planning a Business Letter
A business letter is not a place for chit-chat. Unlike business conversations where a certain amount of small talk is used to break the ice, a business letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, ask yourself a few simple questions. Jot down your answers to create an outline before you start writing.
Who am I writing this letter to?
Identifying your audience always comes first. Are you writing to more than one person, to someone you don't know, or to someone you have known for a long time? This will help you determine how formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipient. This is a good time to confirm the correct spelling of first and last names.
Why am I writing this letter?
The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Identify your main goal and what you hope to accomplish. Review some example reasons why people write business letters on the introductory page of this lesson.
Are there specific details I need to include?
Gather any dates, addresses, names, prices, times or other information that you may need to include before you write your letter. Double check details rather than relying on your memory.
Do I require a response?
Many types of business letter require a response. Others are written in response to a letter that has been received. Before you start writing, determine whether or not you require an action or response from the recipient. Your request or requirement should be very clear. In some cases you may even need to provide a deadline for a response. If you do require a response, how should the recipient contact you? Indicate this information clearly as well. You may want to provide more than one option, such as an email address and a phone number.
How can I organize my points logically?
Think about how you would organize your thoughts if you were speaking rather than writing to the recipient. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy. Here is an example outline:
RECIPIENT
• Karen Jacobson
• Acquaintance (met twice before, briefly)
• Title: President, The Flying Club
• Address: 44 Windermere Drive, Waterloo, Ontario L1B 2C5
REASON
• To invite a board member to remain on the board for a second term.
• Other members suggested that she has enjoyed this position and has been thinking about staying on.
• No other volunteers have come forward to take over at the end of September.
SPECIFIC DETAILS
• If she decides to stay on she will need to be available for the national meeting on 5 November.
• Board members who stay for two terms are sometimes asked to take on extra duties, such as taking minutes or hosting social events.
RESPONSE
• She will need to respond by 1 September.
• She can contact me by email or phone.
ORGANIZATION
• Return address of our institution
• Karen Jacobson's title and address
• Salutation: Dear Ms. Jacobson
• First paragraph: Introduce myself briefly--remind Karen where we met before. Provide my reason for writing: "I have heard from a number of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for another year."
• Second paragraph: Explain what type of commitment this position will involve this year (once a month meetings, national meeting, plus possible extra duties)
• Third Paragraph: Provide deadline for response and how to contact me.
• Closing: Express thanks to Karen for volunteering her time this year

6. WRITING Writing a Business Letter
Writing a Business Letter
The term "business letter" makes people nervous. Many people with English as a second language worry that their writing is not advanced enough for business writing. This is not the case. An effective letter in business uses short, simple sentences and straightforward vocabulary. The easier a letter is to read, the better. You will need to use smooth transitions so that your sentences do not appear too choppy.
Salutation
First and foremost, make sure that you spell the recipient's name correctly. You should also confirm the gender and proper title. Use Ms. for women and Mr. for men. Use Mrs. if you are 100% sure that a woman is married. Under less formal circumstances, or after a long period of correspondence it may be acceptable to address a person by his or her first name. When you don't know the name of a person and cannot find this information out you may write, "To Whom It May Concern". It is standard to use a comma (colon in North America) after the salutation. It is also possible to use no punctuation mark at all. Here are some common ways to address the recipient:
• Dear Mr Powell,
• Dear Ms Mackenzie,
• Dear Frederick Hanson:
• Dear Editor-in-Chief:
• Dear Valued Customer
• Dear Sir or Madam:
• Dear Madam
• Dear Sir,
• Dear Sirs
• Gentlemen:
First paragraph
In most types of business letter it is common to use a friendly greeting in the first sentence of the letter. Here are some examples:
• I hope you are enjoying a fine summer.
• Thank you for your kind letter of January 5th.
• I came across an ad for your company in The Star today.
• It was a pleasure meeting you at the conference this month.
• I appreciate your patience in waiting for a response.
After your short opening, state the main point of your letter in one or two sentences:
• I'm writing to enquire about...
• I'm interested in the job opening posted on your company website.
• We'd like to invite you to a members only luncheon on April 5th.
Second and third paragraphs
Use a few short paragraphs to go into greater detail about your main point. If one paragraph is all you need, don't write an extra paragraph just to make your letter look longer. If you are including sensitive material, such as rejecting an offer or informing an employee of a layoff period, embed this sentence in the second paragraph rather than opening with it. Here are some common ways to express unpleasant facts:
• We regret to inform you...
• It is with great sadness that we...
• After careful consideration we have decided...
Final paragraph
Your last paragraph should include requests, reminders, and notes on enclosures. If necessary, your contact information should also be in this paragraph. Here are some common phrases used when closing a business letter:

• I look forward to...
• Please respond at your earliest convenience.
• I should also remind you that the next board meeting is on February 5th.
• For futher details...
• If you require more information...
• Thank you for taking this into consideration.
• I appreciate any feedback you may have.
• Enclosed you will find...
• Feel free to contact me by phone or email.

Closing
Here are some common ways to close a letter. Use a comma between the closing and your handwritten name (or typed in an email). If you do not use a comma or colon in your salutation, leave out the comma after the closing phrase:

• Yours truly,
• Yours sincerely,
• Sincerely,
• Sincerely yours
• Thank you,
• Best wishes
• All the best,
• Best of luck
• Warm regards,

Writing Tips

• Use a conversational tone.
• Ask direct questions.
• Double-check gender and spelling of names.
• Use active voice whenever possible.
• Use polite modals (would in favour of will).
• Always refer to yourself as "I".
• Don't use "we" unless it is clear exactly who the pronoun refers to.
• Rewrite any sentence or request that sounds vague.
• Don't forget to include the date. Day-Month-Year is conventional in many countries; however, to avoid confusion, write out the month instead of using numbers (e.g. July 5th, 2007)

7. READING Proofreading a Business Letter
Proofreading a Business Letter
"Proofread" means to read a text carefully to check it for errors and general tone. You should always proofread a business letter before sending it.
The most important thing when proofreading any document is to read the text out loud. Print the letter rather than read it on your computer screen. Make notes where your letter sounds awkward. If possible allow one day between writing and sending your letter. You are more likely to spot any typos or other errors with a fresh eye. (If you have to respond to an important email on the same day, write it in the morning and proofread it after lunch.) Use a spell-check function on your computer program if possible. Computer programs are useful for pointing out passive sentences, subject-verb agreement problems etc. However, be careful when using grammar-check programs. Sometimes they will highlight a phrase that is not actually an error. If you are in doubt, try to simplify the sentence by using a sentence structure that you are more comfortable with.
If possible, ask another person to double-check your letter. You could offer to return the favour for your colleague and become proofreading partners. You can even use standard proofreading marks to make it easier to explain necessary changes. Type "proofreading marks" into an internet search engine, and send the list to your fellow proofreader.
Checklist
1. Did you read the letter out loud?
2. Did you allow some time to pass after writing the letter before proofreading it?
3. Are your requests, needs, concerns clear?
4. Are there any long sentences that need to be broken into two?
5. Do you use we incorrectly?
6. Do all questions contain a question mark?
7. Did you include the date?
8. Did you spell the recipient's name correctly?
9. Have you used a standard business format (e.g. block)?
10. Have you used passive sentences that could be changed to active ones?
11. Have you used standard spelling? (e.g. British English or American English)
12. If it is an important letter (e.g. a cover letter for a resume), did someone else read it for you?







8. READING Business Letter Self-Assesment Test
Business Letter Self-Assessment Test
Are the following statements True or False?
1. With block format, all new paragraphs are indented.
True
False
2. In business letters a salutation is generally followed by a comma or a colon.
True
False
3. Business letters should be simple and easy to read.
True
False
4. It is advisable to wait a day between writing and sending an important letter.
True
False
5. The date on a business letter should appear after the salutation.
True
False
6. An "Enclosure" note should appear below the typed name of the sender at the end of the letter.
True
False
7. The first paragraph of a business letter should be comprised entirely of "small talk".
True
False
8. Contact information generally appears in the closing paragraph of the letter.
True
False
9. Identifying the audience is one of the first steps in planning a business letter.
True
False
10. It is considered standard formatting to include the recipient's address before the salutation in a business letter.
True
False






PART 3
REFERENCES

http://www.englishclub.com/business-english.html accessed 18.06.2010
http://oxforduniversitypress.com/business- english.html accessed 18.06.2010
http://londonschoolof businessandfinance/ accessed 18.06.2010
http://www.teach-nology.com/ accessed 18.06.2010