UNIT 1

(extra material)
PART I: CASE STUDY
1.1. Listen to the following conversation and take note what you hear. What is the conversation
about?
1.2. Now read the following memorandum, listen again and underline all the information you
hear.

MEMORANDUM

From: HWM To: Department Managers

Date: 21/4/99 Subject: In-service English classes

1. From Monday 8 May, English classes will be held in the Training Center,
room 3.17. There will be two groups: intermediate level (8.30 – 10.00) and
advance level (10.30 – 12.00). Please encourage your staff to attend one of
the sessions. All teaching materials will be provided but students will be
expected to do homework and preparation outside working hours.
2. Please send me the names of all interested staff by noon on Wednesday 26
April. They will be given an informal oral test during the first week in May so
that we can decide which of the classes is best for them.
3. The size of each class will be limited to 12 participants.

HWM

1.3. Which form of communication do you think better?

1.4. Work in groups of 3 to 4 and discuss the advantages of communicating face to face and
communicating in writing, then fill in the following table.

Communicating in Speaking Communicating in Writing

1.5. In what situations is each of the above type of communication suitable?

Communicating in speaking:

Communicating in writing:
 PART II: LAYOUT OF A BUSINESS LETTER

2.1. SALUTATIONS AND COMPLIMENTARY CLOSINGS

2.1.1. Work with your partner and decide when you could use these salutations, instead of “Dear
Mr. Green” in the following extract
Dear James Dear Sir Dear Madam Dear Sir or Madam

UNIQUE PRODUCTS PLC

SUNRISE TECHNOLOGY PARK
WEST HARBOUR DRIVE
DOVER CT16 BKL
TELEPONE 0130 824455 FAX 44 1306 821986

Mr. James Green

Marketing Director
Green Industries Inc
999 Park Avenue
Rockford
IL 61125
USA

Your Ref: GS/ BC/ 44

Our Ref: DJ/ GS/ 2
11 November 1999
Dear Mr. Green,

Thank you for your fax of 8 November, suggesting a meeting in December. The most
convenient dates from our point of view are December 2 nd or December 3rd.
 2.1.2. Look at the following extracts, which is the best ending for the above sample?
(1) (2)
Please let me know if this is convenient. Best regards,
Looking forward to hearing from you.
Best wishes. Jones
Yours sincerely,
Jones Export Sales Manager
Ms Gillian Jones Enc. Catalog and price list
Publicity Co-ordinator

(3) (4)
Please phone us to confirm the details. Sincerely yours
We look forward to receiving your comments.
Yours faithfully, Jones
Jones Gillian Jones (Ms)
p.p. Ms Gillian Jones Export Sales Manager
Publicity Co-ordinator c.c Jane Sanchez
2.1.3. If you begin your letter with “Dear Mr. Green”, how do you end it?
If you begin your letter with “Dear Sir”, how do you end it?

2.2. GENERAL PARTS IN THE BODY OF A LETTER

2.2.1. Reference, reason for writing
2.2.2. Giving news in details
2.2.3. Closing remark

PART III: PRODUCTION

3.1. Identify the parts of the following letter, and then fill in the gaps with your own words.
Dear Mr Cochet,
(1) ________________________________ your phone call today, (2) __________________
for not sending you our price list.

(3) __________________________________ it is still at the printers.

However, (4) _____________________ a copy of the old list with the new prices penciled in.

(5) ________________________________.
3.2. Here are two letters confirming a future visit, one is formal and the other is informal, but they
are mixed up. Decide which letter each sentence or phrase comes from, then put them into the right
order.
1. Can you look at them when you have a moment?
2. Have a good journey next week.
3. I would be grateful if you could look at the enclosed schedule.
4. We hope you have a safe journey to our company.
5. Dear Mrs Wenger,
6. William Gallas
7. Best regards,
8. Dear Anne,
9. Please do not hesitate to contact us if you wish any changes.
10. And we look forward to meeting you.
11. John
12. I am writing to give you more details about your visit on 25 March.
13. Here are the details of your visit next week.
14. Yours sincerely,
15. Give me a call if you want to change anything.
16. It’ll be nice to see you again.
 Answer: Formal letter: _____________________
Informal letter: _____________________

3.3. Read the following extracts, are they good enough? Why?/ why not? If not, work in pairs and
improve them into better ones.
1. I notice your advertisement in the Daily Planet amd I would be gratefull if you could sned me further
information about your products. My company is considering subcontracting some of its office
services and I beleive that you may be able ot supply us with a suiatble service, Looking forware to
hearing form you.
Yours faithfully,
2. Thank you very much for your letter of 15 January, which we received today. In answer to your
enquiry we have pleasure in enclosing an information pack, giving full details of our services.
If you would like any further information, do please contact me by phone or in writing and I
will be pleased to help. I hope that our services will be of interest to you and I look forward to
hearing from you.
Yours sincerely,