Professional Documents
Culture Documents
English Course Light
English Course Light
LOGrC30X
S0
o p v:de
oCLOBUS IIII
EXAMP
AI
haoe a request regarding the lohnson
REAp[R
O is not ready for request
gfa sE
O subject is unclear
BRIEF:NG
account rryort.
is ready for
request
Subiectis clear
O int oduce
REQUEST
lb"
g9 : b Sy/bz 7ooz yo b` b co : y b J 4
1/o
C)needs
iuslnca10n
needs
o give
REASONS
DETA:LS
D
s, y:4
stt
bz
``
N Yo z I
70b: tts l tt
S
ttr y.
O supply
speciications
are unclear
O needs
incentive
C)acceptance
invoives readers tirne,
effort ando
show
BENEF:TS R:SKS
O specify
DEADLINE
money
C ask for
CONFIRMAT:ON COMMUNiCAT:ON
needs and o
C)additional
O invite
Co
tty
9
`
expects 2-way
input may be
4s.
`ryoz 77z
communica on
needs and or
necessary
G)reader wants
to be treated
respectfu y
`s
O THANK
O give
s ary
sls:4
/or
r y f4
expects
acknowiedgment
CLOSiNG
`.
"`
COMPARE
O CLOBUS
1.ASK:NG NANCY
To: Nancy Jones From: Jim Sawyer Date: Subject: Johnson Report Request Nancy,
2.SWEDiSH SEMiCONDUCTORS
To: Jurgen Leichnann From: Naoko Nakamura Date:
1,000 units of SC-3590 for Yosan Electric. O Can you get them to us
byWednesday 10 p.m. Tolcyotime? Yosan must have them for Fridat's demonstration. @ We'll pay all express shipping costs.
questions. Regards,
6 Thanks.
you could complete this for me, I would really owe you one. O lt must be on the regional manage/s desk by Friday 5 p.m. Tokyo time as she intends to study it over the weekend. @ Please fax your confirmation to me at The Plaza Hotel, tax (212) 555-1212, Room 1563.
Taro
6 Contiact me here atanytime if you have any questions. 6 Thanks very much for your kind assistance. O
See you next week. Regards, Jim
O BRIEFING
BR]EF]NG
BRIE ]NG
REQUEST
REQUEST
nEAS NS
REQUEST
O REASONS
O DETAILS
O BENEFITS RiSKS
O DETA]LS
O REASONS O DETA]LS
O DEADLINE
DENE lTttRISKS
O EDIEADL[NE
C N ]RMAT] lll
O COMMUNiCAT10N
O TttANK O CLOSiNG
O COMMUNICAT:ON O THANK
__L S]lllG
LAYOUT NOTE: You should not indent your messages. The numbers in the messages above have been included so that you can match each sentence with its corresponding logic step (below). These numbers should not confuse you into thinking that the messages have been indented.
SIART T PHRASES
O BR:EF:NG
I
GLOBUS
O
r`g r77`J g
r"ri
St
CC
I am writing h regardsto.
I am writing to ask for your help on some
hg.
fa
Regarding
REQUEST
, y`bttsy l Z b tt bz
ra 7
:
I y 7
bJ
butcan you.
If possible
? ?
Would you
Can you.
O REASONS
Dtt
b s
O REASONS
l tt fo
N z ` r Y
, rObr s rS r
.
The reason is that. I need this because. This is because. This is due to.
Due to.
O CL03US
O DETAILS
the
file in
In detail, ... Specifically, ... T.o do this, vou'll need to ... What vou liave to do is ... What heeds to be done is ... The steps to follow are listed below. You should find everything you need
...
() BENEFITS/RISKS
you one.
this
The benefits are ... If you can take care of this, I would appreciate it.
2 /
)
l
...
I realize I'm asking a lot, so please let me know there is an-"ything I can do for you.
if
) )
( (
O DEADLINE
0
tnanaser's desk bu
Friilav 5 p.m- Tokv7 time, as shE intenils to"study it oadr trte uteekaid
To meet-my deadline, could you take care of this
bv'... If nossibl6. could vou do this bv ... Afso, sorry for thdrush, but wduld you do this bi/ "'
The deadline is ... We need this bv ... Your earliest reisponse would be appreciated
because... Please do this as soon as possible. Please do this at your earliest convenience.
This isrt't
a rush.
Please fax rtour confirmation to me at The Plaza Hotel, fax (zlz) ssi-1272, Room 7563.
O CONFIRMATION
...
E ?
?
Is this p6ssible? If not, please let me know. We must have immediate confirmation.
Lf t\ere a^y VuSq\ b\'rtJ th q1 - You c,z ,^l A Wotr\t Ysu b. oblc te ?, I *og wonder'vr-tr 'i{ i,r wru\A
lac- foftibte
O CLOBUS
If you need additional information, please let us know. If you have any questions, dort't hesitate to contact
me.
If you need any further information, you can reach me by e-mail. If I can help you in any way or you need any additional information feel free to call me.
For any further details, just give me a call at ... Please call me if you have any questions.
Feel free to give me a call if you have any
questions.
O THANK Thanks uery much for yout kind assistance, Thanks. Thanks a lot. Thanks very much. Thanks and sorry for the rush. Thanks in advance. I appreciate your help. Thanks for your time and consideration. Thanks for your help. We appreciate your cooperation in advance. Thanks very much for your kind assistance.
0 L
/ar s
ss ca
'
o cLostNG
See
O
Sa y
ag
I am awaiting your reply. We are waiting foryour reply. I'm looking forward to hearingbackfromyou. Sorry for any inconvenience this may have caused you. I look forward to receiving your reply. Talk to you soon. Have a great weekend!
LOG C30
oCLOBUS IIII
READER
is not ready for information and/or
(
DECA SE
S0
provide
EXAMPLE
@
Regarding the lohnson aeount report,...
subject is unclear
BR:EF:NG
(0 give
of previous request)
ACCEPTANCE)
I wiII
be
needs
procedures
are unclear
O supply
spec:lcations
DETAILS
J7a
needs and or
additional
O invite
expects 2-way
input may be
COMMUNICAT10N
communication
needs and/or
necessary
reader wants to be treated
respectfu y
e THANK
o give
expects
acknowledgment
CLOS:NG
COMPARE
O CLOBUS
1.DIRK S WORK
To: Dirk Weston From: Junko Kokubo
Date:
2.MEETiNG MEMO
To: Department Managers From: Naomi Thompson
Date:
3.COMPUTER DOWNTIME
To: All Staff From: Satoshi Arai Date:
Subject: Re: Johnson Report Request Dirk, O Regarding the Johnson account report, O lwill be able to finish it as requested. O To confirm, I have taken a look at it and can finish the last few pages. I will have it on the regional manager's desk by 5 p.m. Tokyo time on Friday. O Let me know if there is anything else I can help you with. O lncidentally, thanks again for covering for me in my absence last month.
O PleaSe be informed that you will not be able to use your office computers on this weekend as follows: Saturday & Sunday (April 17-18) 10:00 am - 5:00 pm
Date: Monday, April 13 Time:9:00 a.m. Place: My office (Room 472) Purpose: Discuss a possible flextime system ln detail, many employees have
O The
ning tests on the new intranet system during that time. lf you use your computers while the tests are being carried out, you will run the risk of losing your work.
Please let us know if you need more details. Thank you for your cooperation in advance.
@
Regards, lT Department
O BRIEFiNG
O ACCEPTANCE
DETAILS
O BRIEFING
ACCEPTANCE
BRIEFING
O ACCEPTANCE
DETAILS
DETAILS
O COMMUNICAT:ON O THANK
O CLOSiNG
OC MMUNOCATI N O THANK
CL SIFluG
SIART T PrRASES
O CLOBUS
O BRIEFING
Regarding the f ohnson account rryort,...
I am writing to inform you Please be informed that... Please note that ...
...
According to your request, ... As you requested, ... In regards to ... In response to your inqurry, ... Here are the answers to your questions.
O ACCEPTANCE
/
as requested,
I utillbe ablc
I will...
I can ... We can...
to
finish it
will be able to... will have it done by... will be able to finish it as requested.
would be happy to
...
O DETAILS To confirm, I haae taken a look at it anil can finish the last feu pages. I will hazte it on the rcgional manage/s ileskby 5 p.n Tokyo time onFriilay.
In detail, ... Specifically,... The information is listed below: The details are as follows: I have included ... You will find the information you need attached. To complete this request I will ...
This is because ... The purpose of the meeting is to ... Please send me a confirmation of your attendance
by...
CLOBUS
O COMMUNICATION Let tne knoat if there is anything else I can help you
utitlt
Let me know if there is anything else I can help
If any information is lacking, just let me know. Should you need more informatiorl please let us know. If you need to, you can reach me at ... If you have any questions or problems, please feel
free to contact me.
I'll
be in touch. If you have any questions or problems in the future, dorft hesitate to call.
O THANK Incidentally, thanks again for coaering for me in absence last montlt Thanks.
ny
Thankyou. Thanks for your questions. Thanks for your cooperation. I thank you for your time. Thank you for your understanding. Thank you for your continued support.
I would appreciate your comments or suggestions. Thanks for the opportunity to work with you on this. We appreciate your cooperation in advance.
Talk to you soon. Talk to you on ... I'm looking forward to talking with you. We're looking forward to ...
OG C
BO
CLOBUS
RE DER
O is not ready for rejection
BEcn sE
subject is unclear and/or
cooperation is insufficient
S0
O prov:de
EXAMPLE
@ Thnnkyoufor your e-mail regarding the Johnson account.
BRIEFING O show
CONSiDERAT:ON
A I know
:s ready
for reiectiOn
O introduce
REJECT:ON
I Friray J
:
.
needs
iuStincatiOn
necessity
is unclear
o give
REASONS
is 4` r b :4: gs`
s`I zst
`
ttOrr :4 r
i4
r's
S,4g
`.
O needs what
was reiected
you haveiuSt
denied it
O ofFer
ALTERNAT:VE
rg9 Ac I "
R S s iS o ' ` y. by Fri H` `ss is ` 'I rits kos @ .JF.
C)needs and or
additional
O invite
expects 2-way
mmunicalon needs and or
input may be
7
S.
`Sri
`I ```
necessary
reader wants to be treated
respectFu y
expects
O THANW APOL001ZE
o give
s. T E oy raS: yO rs` N
acknowledgment
CLOSiNG
COMPARE
O CL03US
1.SHIRKING D:RK
2.COMPANY VISIT
To: Matti Leinonen
From: Hiroshi Murasaki Date: Subject: Re: Mr. Norstrom Trip Re-
3.MiSSED MARTINI
this account. Unfortunately, however, O I can't complete it by the Friday deadline. O This is because I must leave tomorrow for a oneweek training seminar in Singapore.
G)
address
is
ritsu kosato@thebank.co.j p.
6 Please let us know if you wish us to proceed with either of these alternatives, or if you have any other
response. Regards, Hiroshi Murasaki
O BR:EFING
O BRIEFING
O BRIEFlNG
O CONS:DERATiON
RE ECT10N
O CONSIDERAT10N
O CONSiDERAT10N
REJECT10N
REJECT10N
O REASONS
O ALTERNATIVE
O REASONS
O ALTERNAttiVE
O REASONS
O ALTERNAT:VE
C MMUN]CAT3 N O TttANMAP L G]ZE
O COMMUNICAT10N O THANKJAPOLOGlZE
O CLOSING
O CL SONG
START T PHRASES
O BR:EFING
T y C
GLOBUS
/or y
rcg r z
'4g J
S J
0
c
received your message. got your e-mail. received your request to ... We received ... Regarding your request to ... In regards to ... In response to your request about ... Thank you for your request to ... We must inform you that ... O CONSIDERATION
on this
...
er, ...
UnJortunately, however, ... Unfortunately, ... However, I'm sorry to say that
...
I'm sorry to have to tell you that... We are sorry to inform you, however, ... I'm sorry but...
I appreciate your request but
...
REJECTION
I can't ... We cannot... We will not be able to ... I won't be able to ... I can't complete it by the deadline. At this time, it isn't possible for us to ... At this time I am unable to ...
O
I must leaoe tomorrow for a one-
The reason is ... This is because ... This is due to the fact that ... We hope you can understand our position as ... We decided this because ... The decision was based on We can't do this because ...
...
O CLOBUS
F 1
:ibLi
At alis time
If it call't wait
l : tiTFeL T
y gs' ,
`J
e``
`
B
O COMMUNICAT:ON
``= `
Shodd
11
S C nllne
ea ]
:if 5]i
li
tttttt
O THAN APOLOGIZE
TZ s
u.
E rgStOry rs j
O CLOSiNG
0
Y
:
errla
.
:lililllllilllillllllillll::li::lillllll::liilill::lilli:111
OC140BUS I
REAp R
O is not ready for suggestions
BEcn sE
O subject is
unclear
S0
provide
EXAMPLE
A l'm utriting in regards to the monthly
reports.
BR:EFING
is
C)information is
O introduce
insumcient
PROBLEM
C), b r
:4g r l
.
4SiSf
`: ly 4 J4
supply
DETA:LS
S tt rrs C m s ys 0: "
:
.
is
coOperation is
O create
insumcient
AGREEMENT
4yo I b y
4 tt
s
ryO
O is ready for
suggestions
O offer
SOLUT:ON
PI sa
` :4" sz rias by 2
i4g s r
needs incentive
acceptance invoives
O show
BENEF:TSRiSKS
o spec:fy O ask for
readers time,
effort and/or
money
DEADL:NE
sttrti4g
0
`
CONF:RMAT:ON
AIso/
g` 4 4 4
.
gor J`: tt : yo
s`
r s 4
g`
O invite
COMMUNICAT10N O THANK
O give
communication
O needs and or
1/ S 7ob : :4 ` : S 4S r `
:
I`` 4
.
expects
T s/o7 ::
,
acknowledgment
I II
ttI rO y
CLOSiNG
COM2ARE
O CLOBUS
1.PUSHING TOM
2.WEEKEND
SECURITY L:ST
3.PRINTING WPOS
To: Tom Lee From: Mari Tanaka Date: Subject Delayed Reports Problem Tom,
To: All staff From: Jac,ob Tanner Date: Subject: Weekend Advance Checkin Required
A[,
O I'm writing in regard to the monthly
reports. O We have been receiving them consistently after the deadline. O Specifically, the last three reports have arrived from three to seven days too late. O Tom, you know I cannot do myjob ifyou don t
give me the summaries.
@
O I need to bring an important matter to your attention. O Some staff have been forgetting to register their names before mming to the office
on weekends. o This is causing confusion with the security staff. O As you know, while we are having construction done, all employees
who wish to work on the weekends are required to register their names. O So, please do so with me before 3:00 o.m. on the orevious Fridav.
ing the reports on time. there is some problem that you have in completing the summaries, byall means let me know. @Thanks
@ lf
have been asked to tell you that from now on security staff will be instructed to refuse entry to anyone whose name does not appear on @ Thank you the weekend for your cooperation.
I
font size 12 for the title, but you have used size 15
list.
Please send the conected cards to us 6 by November'10. 6 lwill be calling today to mnfirm that this is possible. @ lfyou have any questions please contact me as soon as possible.
@
O BRIEFING
O BR:EFING
O BRIEFING
PROBLEM D LS
PROBLEM
DETAILS
PROBLEM
DETAILS
O AGREEMENT
O SOLUT10N
O BENEFITS RiSKS
O AGREEMENT
O SOLUT10N
O BENEFITS RiSKS
AGREEMENT
O SOLU10N
O DEADLINE
O DEADLONE OC N [RMAT10N
O THANK
C MMftnN]cAT] CL SING
BENEFOTS n]SKS
O DEADLINE
O CONFIRMAT10N N O COMMUNiCAT10N
TttANK CL SING
START T PHRASES
O
BRIEFING
O CLOBUS
that... I'm writing to ask for your immediate assistance in resolving a problem. I'd like to report a problem that I think needs immediate attention. I want to bring up an issue of mutual concem. I am writing in regard to a problem with We are having a problem regarding ... This is a complaint concerning ...
...
O PROBLEM ileailline.
We haae bem receioing them consistmtly aftet the
This problem occurred when... We are having a problem with ... We have had some difficulty with The difficulty can be tracedio ... There is a mistake in... We're not satisfied with...
...
O DETAILS
Specifically, the la.st three reports haoe arrioeil three to seuen days too late.
lrom
Specifically,
...
In particular, ... In detail ... This is what has happened. Let me describe the background of this. Let me give you some background. The following detaiis may help clarify the situation.
O AGREEMENT
Tom, youknow
methe summaies.
As you know, ... As you can understand, we need
...
Asyou canimagine,... As I'm sure you'll agree, ... I'm sure you are aware of the importance of We both know that this is a problem.
...
...
O CLOBUS
Please send your trailing aolume and income ilata summaries by the 70th of mery month.
SOLUTION
( )
I suggest that
...
We recommend that... We must ask thatyou ... Please... So this won't happen agairy could you please ...
Under these conditions,I feel the only possible solution is to ... Therefore, in order to prevent a further occurrence of this, ... Do you have any alternative ideas?
We are open to any suggestions you might have.
Now that you are aware of this situation I am confident we can ...
O BENEFITS/RISKS do that.
lf I don't receiae the report by the deadline I'II be f or ced. t o cont act y our b o ss and I r ally don' t w ant t o
e
O /
...
( ) ( )
If you can't do this, then RISK. If we cannot resolve the situation quickly, then we will have no choice but to ... If this is not possible, then we will be forced to ... If this can't be taken care of then we will have to
O DEADLINE
...
I'lI
We should clear this up by ... We need this resolved by ... We must solve this problem by ... Would it be possible to take care of this matter by Please respond with your suggestion by ... I would like this resolved by ... We would like you to take care of this matter
...
immediately. At the very latest, we need to solve this problem by... Can you please contact me with your decision by
...
GLOBUS
S %Z :% 1 %:
Please let me know if this IInessage rnade itto you.
1 ]:
Send ine an e rrlail to let me know this has been
CttyouPI b:
I nbecanttld
solved.
TVh
at
;%
If we can helP in any Way Please let us know.
O THANK s/or
y
THOn
" `
FIa.IIs :I [IN
matter. Thank you for your tilne and corlsideration. Thank you for your efforts to resolve this.
We will all be grate whendis
problemis resolved.
O CLOSING
I ZJ` J
0
s
ta y
i.
LOG
C30X
OGLCIBUS I
READER
O is not ready for apology (or
consideration)
gEcn sE
O subject is unclear
S0
O provide
EXAMPLE
Your shipment of computers scheduled to arrioe by June 24 has been delayed.
BR:EFING
is
O problem is unresolved
O ofFer
SOLUT:ON
2
17
consideralon)
riO
o fweo s
`:Jb`
Fri `28.
apOrOgyJ
ls ready for
problem is
O give
apology(o
resolved
Or
solution is
APOLOGY CONS:DERAT:ON
I
.
`ly sbr
/Or
:4C
consideralon)
O show
offered
h /s : 4
c
sa yo
`S
O needs
explanation
@ needs to
o give
understand
REASONS
rC g as
S riS`
situation/
relationship
s`
r7`7
I W S
needs
reassurance
O of potential
O ofFer LONG
recurrences
SOLUT10N
TERM h
O emphasls
:ncreases
credibillty
O repeat
APOLOGY
O repeat
CONSIDERAT10N
O needs further
O emphasis
increases
credibility
reassurance
SOLUT:ON
:::b Ag : rS ` ` ` Fri
.
`2
@ needs
@ additional
O invite
input may be
COMMUNICAT:ON O THANK
o give
if there is
necessary
@ reader wants
@ needs and/or
expects
acknowledgment
to be treated respectfully
CLOSiNG
@ We certainly appreciate your understanding and .,. @ look furward to senting you in the future.
COMPARE
O CLOBUS
O Regarding NZM, O I have contacted them, and they have revised their directory so that the problem will not happen again. O I apologize for being so slow to fix this problem myself.
O Let me know if you need anything
6 However, these
difficulties have all been fixed. O Thank you for your patience. Regards, Tom
else. O Thanks for taking time to forward the faxes over to me and sorry again for the inconvenience.
Best regards, Naomi
we did not catch this error before shipping. l We have modi ed our
checking procedures to prevent this
from ever happening again. @ I deeply regret this error and any
@
problems it may have caused you. Again, your shipment will be there by Friday, June 28.
O Please feel fiee to contact me if there is anything else I can do. A We certainly appreciate your under-standing and O look forward to serving you in the future. Sincerely,
Yuko lgarashi
O BRIEFING
O BRIEFING
O BRIEF:NG
SOLUT10N
SOLUT:ON
SOLUTION
O APOLOGY
C NSlDERAT]
nEAS NS
lN
G TEttM
S LUT] N
O APOLOGY
AP L GY
S LUT] N
CONSlDERATl N N
AP LGY s LuT]oN
C NSIDEnAT]
O THANK
O THANK
C MMUNOCAT] CL SON(G
O COMMUN:CAT10N
O THANK
O CLOSING
CL SING
START T PHRASES 0
atiaeby
O CLOBUS
I'm writing to inform you that ... I'm writing to ... I am sorry to inform you that ...
We need to inform you that ... Regarding the problem with ...
Regarding... In regard to the concerns you have about In reference to your request to ...
...
fune 28.
O SOLUTION The 20 computers you ordercil on lune 77 are being rushed to your ffice. Thq willbe thereby Eiilay,
will
...
To correct this situatiorU ... The best solution to this is ... The solution is ... We have ... As you requested, we will ...
...
0
for
the inconvenience.
I am sorry for the inconvenience. We deeply regret the problem we have caused.
Please accept my apologies for the problem. Please accept our apologies for the inconvenience.
Please accept my apologies
for
...
I apologize for any inconvenience. We are sincerely sorry for the problem. I apologize for all the trouble caused by ...
O CLOBUS
`S 'S
y
tt
O REASONS
d not
[l:Il
lililil]:[lttlill:
O APOLOGY CONSiDERAT:ON
tt IS`rrar tts i c 4 rab
O /
; il
Aguir", I appreciate your understanding.
lra
Aeairr' I am very sony about this. efiain, we are s6rry f6r the inconvenience.
CLOBUS
0
will
be there by Eriday, fune
( )
Agurrv...
...
O COMMUNICATION to contact me
0
if
there is anything
Please let me know if you need anything else. Please feel free to contact me if there is anything else I can do.
Please don't hesitate to call me directly if anything comes up. Please let me know if you need any more
information or if you have any questions. If you have any questions or concerns I would be happy to talk to you at any time.
Should you need anything else, let me know.
O THANK
We eeftainly appreciate your unilerctanding.
Thank you for your understanding. I appreciate your understanding. We certainly appreciate your understanding. We certainly appreciate your patience. Thank you for your patience. I really appreciate your input. I really appreciate your considerate response to the
situation.
o cLostNG
We look
0
the
future.
I look forward to ... I'm glad we were able to resolve this problem.
LOC C80
oCLOBUS IIII
READER
acknowledgment
Ecn sf
S0
O state
EXAMPLE
@ Congratulations! I was thrilled to hcar you had been promoted to New York IT manager,
circumstances
G00DW:LL
needs
validation
goodwilllacks
credibility
give
DETAILS
AI r sO Sy g` tt s s 9 : yo
'
o give
REWARDS
IJ 4 ` `b `yo ` I : N Yo 4
.
needs and or
expects more
O repeat
G00DWiLL CLOSING
g II :
b.
acknowledgment
o give
S``1/o
s O
COMPARE
O CLOBUS
1.CONGRATULAT:NG A COLLEAGUE
To: Satoko Nozwa
From: Daie: Subject: Congratulations Dear Satoko, O Congratulations!
I
2.GOLDEN GATE
To: Jake Winslow From: Date: Subject Thank you! Dear Jake,
3.MAURICE S MOTHER
YOUR PERSONAL STAT10NERY
%
was thrilled to
wrlv
a,h"appy
pelww
I am a baseball
g Although it is not easy for someone our age to reach such a level so
quickly, you seem to have done so quite easily. You always were good at problem solving. O How about I take you outto dinnerto celebrate when I m in New York next month. O Once again, well done Satoko.
enjoyed seeing the Golden Gate Bridge for the first time. O When you visit Tokyo, I would like to be your host. I ll try to make your visit as memorable as mine.
.
O Thanks again for your hospitality. O I hope to see you and your family
soon!
~~
vre*e*d>etllez
dad/fiatteha\) I
O G00DWiLL
0 000DWiLL
O G00DW:LL
DETAILS
REWARDS
DETAILS
REWARDS
DETAILS
REWARDS
O G00DWiLL O CLOS:NG
O G00DWiLL
O CLOSiNG
G DW]LL CL SBNG
START T PHRASES
O CLOBUS
0 000DWiLL
s C ttZ: ti ttsI I t77riZ
`
ry b ` rO ]Va Y r rr,7, ` 4g
CongratulatioFIS!
I would like to congratulate you on.
DETALS Sy/or AJ
sttc
O
O s tt rag`fo
`
Z` `
``` s : zg.
Because of yollr assistance
` s ry y tt s``r ` r7 g ra ` br Sfry. Y yS l
`Js
Thanks to you
Because of your efforts
SPeCial day.
I wass v to hear .
O CLOBUS
y z : Na"Yor `rO
I JJ`
J br
`r fa c
` `,
`L
...
O GOODWILL
Once again, well done Satoko. Thanks again for ... Thanks again for everything. Also, please convey my thanks to ... Once again, congratulations on... Agurrv please get well soon. As I said before ...
0 /
Once agail well done S ro
0
Sag y
s
I'll
position.
I wish you all the very best. See you next year.
My thoughts are with you. I'm looking forward to seeing you soon.
LO C 30X
S0
O get
OCLOBUS IE
READER
O is not ready for persuasion
ECA SE
EXAMPLE
Can you beline it?
O interest is
insufficient and/or O subject is unclear and/or
A ENT:ON
BRIEFING
O p vide
A A
O cooperation
is insufficient
O create
AGREEMENT
is ready fbr
C)interest and
introduce
persuas!on
cooperation
are suttcient:
RECOMMENDAT:ON
would like to
SubieCtiS Clear
C)will measure
plusses
of evaluation
O maxim!ze
process
BENEFITS
Firs
II S 9 : raSi
sacrg
ill r
`
: .S`6o44
bs br
C)wi
measure
of evaluation
Om:nimize
m:nuses
process
OB ECT:ONS
A frsrgJ 4
J
ils 3245
si
H r/7
y z
`s
A4 r
r
c 4s'
Fi tt
is.
``
@ needs
C)reader:s
consider:ng
acting
O explain
direction
ACT10N
yO :: l J b y` 48` j04 : 0 r 4S r
a
,
`.
O needs and or
expects 2-way
O in te
COMMUN:CAT10N O THANK
o give
communication
O needs and or
necessary
O reader wants
to be treated
respecttu y
expects
Also, ifyouhnae any questions about the machine, don't hesitate to caII me. Thanks fur your time and consideration. We
acknowiedgment
CLOSiNG
all
look
fromyou.
COMPARE 7
1.OLD COPIER
To: Gerald Saumon From: Sachie Mishima
Date:
O CLOBUS
2.CONFERENCE TOUR:DEA
To: Leanne Whiftaker From: Yumi Arai
Date:
3.BORED BOARD
YOUR COMPANY LETTERHEAD May
12,20_
Subject: New Copy Machine Recommendation Dear Gerald, O Can you believe it? O The copy machine broke down again last week. O You know
Dear Board Members, O Opportunites come and go just like many mmpanies in today's business environment. e Accordingly, I would like to introduce one such opportunity: a new office location in Otemachi. O I have outlined the three key features below :
) Space: The proposed office ofiers 20% more space. Although we have grown over
(1
Kong.
per person, and staff have all agreed that they would mver this ihemselves.
@ No time would be wasted either, as
O First, it has all the required features: twosided copying, sorting and stapling. This will make our secretaries' jobs a lot easier. Second, ifs fast. We can save two seconds per copy. This may notsound like much, brJt
if
60% in the last ten years, we have not expanded our office space. How many
times have you tripped over the extra files and boxes piled all overthe place? ln short, our office efficiency is decllning.
(2) Location: The office is located just two minutes from the station; we are cunently a
save six hours every month. Third, it provides the highest quality copying available.
Our current machine's copy quality has declined as repair costs have climbed. What do our customeG think when we send them low quality copies?
O At first glance its price of USD 2450 may
the week-long lnternational Job Seminar will be held in Hong Kong at that time. We could attend the conference from I to 5 in the day time, and have the evenings to ourselves. This would give us a five-day holiday overseas instead of a two-day weekend in Japan.
O Let me know what you think of the idea. I'd be happy to arrange everything. 6 l'm looking forward to talking
to you about this. Regards, Yumi
look expensive. However, when you consider the time saved (72 hours/year @ USD 2o/hour in labor costs = USD 1440) we can see how quickly it pays for itself. Another consideration is the difiiculty of use. Surprisingly though, with its user-friendly instructions, anyone can leam in just minutes.
lf you would like, I would be happy to arange a free demonstration at your convenience. g Also, ifyou have any questions about the machine, don't hesitate to call me.g Thanks for your time and considera@
ourselves, and one which I am confident would generate a high retum: higher office efficiency, increased employee satisfaction
and morale, improved seNice and customer
tion.
Regards,
Sachie
the feasibility of such a move, I would be happy to provide the necessary data. O I appreciate your time and kind consideration. Respecttully,
Tyrone Weaver
O AT ENT10N
O BRIEF:NG
O AGREEMENT RECOMMENDAT10N
O AENT10N
BREE ]llG AGREEMENT
RECOMMENDAT10N
RECOMMENDAT10N
O BENEFITS O ACT:ON
0 0BJECT10NS
BENEF]TS 0 0BJECT:ONS
O ACT10N
(COMMltlll](DAT]Oll O THAIN
O COMMUNICAT10N O THANK
O CLOSING
O CLOSING
O THANK
COMMUN](CAT]
lf
CLOSING
START PHRASES
CLOBUS
O ATTENTION
Can youbelieae
0
it?
...
Canyou believe ... Did you know that ... Imagine if we were to ... Are you aware that... Many staff come to me and say; " ..." It is said that
O BRIEFING
The copy machinc broke ilown again last weelc
...
I am writing in regards to ... With regard to ... Regarding... Concerning... As a result of the problems with I have an idea how we can...
...
O AGREEMENT You know how impoftant it is that we haoe a copy machine whichzue c*n depenil on
...
you can see ... you know ... you can understand
...
...
With this in minil, I woulil like to reconmend the purchase of a neut copy machine, the Zeroz 43W,
I would like to recommend ... Accordingly,I would like to introduce.., I would like to propose that ... I would like to suggest... We feel it may be a good time to ... We strongly recommend ... We can enjoy a range of benefits if we ... I have come to the conclusion that ... Would it be possible to ...
O RECOMMENDATION
GLOBUS
% ; :: 4...
S C
riCs
bS
s 2
S c
FEAWRE+BENEFIT+EXANIIIpLE FEAWRES
The features are specified below. 1lve listed some of the featues below.
The first featre is.
BENEFITS
With this feature we can.
benefit of
is is.
EXANIIIDLES
For example In comparlsonr...
.
Arrirs,g riC O/S2450 J g a `:ts ": H y gr Ftt (72 s, ` ` ` ryyg r@" L r b r c sts=S144 g "7"g s r s`g 7 , Jy,= r/OritSar/.A 0 co :
0 0BJECT:ONS
"ls,"
OBJECTION+COIINTER
OBIECTIONS
Some concerlls are.
COUttRS
However disis not a problem because.
:F T:: l
Although this may look like a concem7.
CLOBUS
recommendation?
I'll
I
check back with you after you have had a chance to review this recommendation. are any further questions you may want to discuss.
~ =
O THANK
Thanks
0
L
to consider this. Thanks in advance for considering this. Thanks for taking the time to review this. Thanks for your consideration. Thanks for your time.
O CLOSING
We
O
back
from you
I look forward to hearing back from you. We are looking forward to hearing from you soon. I look forward to hearing your thoughts on my recommendation. I'm looking forward to talking to you about this.
I hope you feel this is worth considering. I look forward to speaking with you about this
on...
Talk to you soon.
LO C 30X
S0
O get
OCLOBUS IE
READER
O is not ready for persuasion
ECA SE
EXAMPLE
Can you beline it?
O interest is
insufficient and/or O subject is unclear and/or
A ENT:ON
BRIEFING
O p vide
A A
O cooperation
is insufficient
O create
AGREEMENT
is ready fbr
C)interest and
introduce
persuas!on
cooperation
are suttcient:
RECOMMENDAT:ON
would like to
SubieCtiS Clear
C)will measure
plusses
of evaluation
O maxim!ze
process
BENEFITS
Firs
II S 9 : raSi
sacrg
ill r
`
: .S`6o44
bs br
C)wi
measure
of evaluation
Om:nimize
m:nuses
process
OB ECT:ONS
A frsrgJ 4
J
ils 3245
si
H r/7
y z
`s
A4 r
r
c 4s'
Fi tt
is.
``
@ needs
C)reader:s
consider:ng
acting
O explain
direction
ACT10N
yO :: l J b y` 48` j04 : 0 r 4S r
a
,
`.
O needs and or
expects 2-way
O in te
COMMUN:CAT10N O THANK
o give
communication
O needs and or
necessary
O reader wants
to be treated
respecttu y
expects
Also, ifyouhnae any questions about the machine, don't hesitate to caII me. Thanks fur your time and consideration. We
acknowiedgment
CLOSiNG
all
look
fromyou.
COMPARE 7
1.OLD COPIER
To: Gerald Saumon From: Sachie Mishima
Date:
O CLOBUS
2.CONFERENCE TOUR:DEA
To: Leanne Whiftaker From: Yumi Arai
Date:
3.BORED BOARD
YOUR COMPANY LETTERHEAD May
12,20_
Subject: New Copy Machine Recommendation Dear Gerald, O Can you believe it? O The copy machine broke down again last week. O You know
Dear Board Members, O Opportunites come and go just like many mmpanies in today's business environment. e Accordingly, I would like to introduce one such opportunity: a new office location in Otemachi. O I have outlined the three key features below :
) Space: The proposed office ofiers 20% more space. Although we have grown over
(1
Kong.
per person, and staff have all agreed that they would mver this ihemselves.
@ No time would be wasted either, as
O First, it has all the required features: twosided copying, sorting and stapling. This will make our secretaries' jobs a lot easier. Second, ifs fast. We can save two seconds per copy. This may notsound like much, brJt
if
60% in the last ten years, we have not expanded our office space. How many
times have you tripped over the extra files and boxes piled all overthe place? ln short, our office efficiency is decllning.
(2) Location: The office is located just two minutes from the station; we are cunently a
save six hours every month. Third, it provides the highest quality copying available.
Our current machine's copy quality has declined as repair costs have climbed. What do our customeG think when we send them low quality copies?
O At first glance its price of USD 2450 may
the week-long lnternational Job Seminar will be held in Hong Kong at that time. We could attend the conference from I to 5 in the day time, and have the evenings to ourselves. This would give us a five-day holiday overseas instead of a two-day weekend in Japan.
O Let me know what you think of the idea. I'd be happy to arrange everything. 6 l'm looking forward to talking
to you about this. Regards, Yumi
look expensive. However, when you consider the time saved (72 hours/year @ USD 2o/hour in labor costs = USD 1440) we can see how quickly it pays for itself. Another consideration is the difiiculty of use. Surprisingly though, with its user-friendly instructions, anyone can leam in just minutes.
lf you would like, I would be happy to arange a free demonstration at your convenience. g Also, ifyou have any questions about the machine, don't hesitate to call me.g Thanks for your time and considera@
ourselves, and one which I am confident would generate a high retum: higher office efficiency, increased employee satisfaction
and morale, improved seNice and customer
tion.
Regards,
Sachie
the feasibility of such a move, I would be happy to provide the necessary data. O I appreciate your time and kind consideration. Respecttully,
Tyrone Weaver
O AT ENT10N
O BRIEF:NG
O AGREEMENT RECOMMENDAT10N
O AENT10N
BREE ]llG AGREEMENT
RECOMMENDAT10N
RECOMMENDAT10N
O BENEFITS O ACT:ON
0 0BJECT10NS
BENEF]TS 0 0BJECT:ONS
O ACT10N
(COMMltlll](DAT]Oll O THAIN
O COMMUNICAT10N O THANK
O CLOSING
O CLOSING
O THANK
COMMUN](CAT]
lf
CLOSING
START PHRASES
CLOBUS
O ATTENTION
Can youbelieae
0
it?
...
Canyou believe ... Did you know that ... Imagine if we were to ... Are you aware that... Many staff come to me and say; " ..." It is said that
O BRIEFING
The copy machinc broke ilown again last weelc
...
I am writing in regards to ... With regard to ... Regarding... Concerning... As a result of the problems with I have an idea how we can...
...
O AGREEMENT You know how impoftant it is that we haoe a copy machine whichzue c*n depenil on
...
you can see ... you know ... you can understand
...
...
With this in minil, I woulil like to reconmend the purchase of a neut copy machine, the Zeroz 43W,
I would like to recommend ... Accordingly,I would like to introduce.., I would like to propose that ... I would like to suggest... We feel it may be a good time to ... We strongly recommend ... We can enjoy a range of benefits if we ... I have come to the conclusion that ... Would it be possible to ...
O RECOMMENDATION
GLOBUS
% ; :: 4...
S C
riCs
bS
s 2
S c
FEAWRE+BENEFIT+EXANIIIpLE FEAWRES
The features are specified below. 1lve listed some of the featues below.
The first featre is.
BENEFITS
With this feature we can.
benefit of
is is.
EXANIIIDLES
For example In comparlsonr...
.
Arrirs,g riC O/S2450 J g a `:ts ": H y gr Ftt (72 s, ` ` ` ryyg r@" L r b r c sts=S144 g "7"g s r s`g 7 , Jy,= r/OritSar/.A 0 co :
0 0BJECT:ONS
"ls,"
OBJECTION+COIINTER
OBIECTIONS
Some concerlls are.
COUttRS
However disis not a problem because.
:F T:: l
Although this may look like a concem7.
CLOBUS
recommendation?
I'll
I
check back with you after you have had a chance to review this recommendation. are any further questions you may want to discuss.
~ =
O THANK
Thanks
0
L
to consider this. Thanks in advance for considering this. Thanks for taking the time to review this. Thanks for your consideration. Thanks for your time.
O CLOSING
We
O
back
from you
I look forward to hearing back from you. We are looking forward to hearing from you soon. I look forward to hearing your thoughts on my recommendation. I'm looking forward to talking to you about this.
I hope you feel this is worth considering. I look forward to speaking with you about this
on...
Talk to you soon.
START PHRASES
oCLOB
CONCLUDiNG
Also
ADDING
Moreover
Further
Furthermore In addition
Addi ona y
( )
ILLUSTRATING
For example To explain To illustrate In other words This means
( )
EMPHAS:ZING
P Irla
ly
In PartiCular
Of course
Specifically
QUALIFYING
Subsequently
F st(ly)
lnthe meanm
Second(ly)
Last(ly)
However But
Although
Ideany
CHANGING D:RECT10N
By the way
Therefore
SPECIFY:NG CONSEQUENCE
Incidentally
On a different
note
ZD+EIa
:
Anyhow Anyway
COMPAR:NG:SiM:LAR:T:ES
Similarly Likewise In the same way
Actuany Frany
BEING CANDID
In reahty
To be honest
COMPAR:NG:DiFFERENCES
On the other hand
I To tellthe tmth
Conversely In contrast
But Flowever
GENERALiZ:NG
As a rule
PERSONAL VIEWPOINT
According to her As I see it In my opinion
Personally
PER OD
CLOBUS
PER10D.
1.atthe end of a regular sentence
Bad Example
We received the package
Good Example
We received the
2. after a command
yourmanago
us
Mr Ms Co inc Corp
F.B.:.C!.A. l.BM. YM.C.A. N.A.S.A.
M..T.:. U.N.:.C.E.F.
MO MO COlnO cOrO
FBI CIA IBM YMCA NASA M!T:UNiCEF
BUT NOT
in abbreviated organizational names
NO PERIOD
l.after a heading or title Section Four: Problems
Section Four: Problems
parentheses
Please supplythe following: (1.) Account Name (2.) Account Number (3.) Year End Balance
(@Account Name
($Account Number
( Year
End Balance
Vers
]hi
COMMA
GLOBUS
COMMA,
1.before a coordinalng coniunCIOn
Bad Example
Good Example
W :
:
Before we proceed you should try to contact him.
r21. :
11
1:11
1, 1
==
=====1
=== =
m
When the meeling is
-1
11
===-11==
::=:==11 i :11
1,,
1]
have to submit reports
:II:::
t:::I: ::411
e.
b) parenthetical expressions
The material we assure you is original. The CEO Ms. Vaughan will show you around.
1 :Grassuc
c) appositives
Q
ti
9"
1,
111 :=
==1,
,1 :
== ==
, 1:
: = =
======= I:pas
11=
:i:Vi
My boss who lives
e) non-restrictive clauses
near
My
me drives me to work.
i Q
pu
EXCLAM 7fO
PO QtJFSrro
EXCLAMAT:ON PO:NT!
1.instead of a period atthe end of a sentence to lndicate emphasis or strong emotion
1 ,
1
Bad Example
Our sales team is the best.
Good Example
Our sales team is the
b 1)
=
Wow. Look at the growth
in the demand curve.
2. after an interjection
W@-oor
at the growth
QUEST:ON MARK?
1,after a direct question
When will the freshmen begin work.
1 11111 1
begin wol(?)
"Are
here any
COLON:
1.after a formalintroductory statement
Dear Ms.
Georgi@
2.
before a) a list
You must supply the following, name, age, address, and job title.
Your summary should be straight to the point; you don't want to waste your listener's time.
listener's time. The mayor are my
:: ]
b) an explanation
Your summary should be straight to the po(lFu don't want to waste your
c) a quotation
: II :
1 ::11: I : 1 :
1 : : :
Regional Offices, All You Need to Know
1::FIIIRI
(])
You
6,15 AM
10.47 PM
OAM
OPM
SEMiCOLON;
1.when ioining h o closely related sentences
Bad Example
Your job is to write the reports, mine is to review them.
Good Example
Youriob iS tO w te the
Dine
b ew
ttice, Fran@)ome,
rt@
APOSTROPHE'
1.to indicate possession
Marys son, Janiss boss, the companys policy,
2. in contractions
ld weve
theyre
Th
' n
her handwltten
b) abbreviations ending
===:
llil , : 11 111 1 === := =: ==== === ===11111 =" == He passed out a lot of with periods l.OU.s.
dm JdJ
QUOTAT:ON MARKS
1.to enclose direct quotations
"
@"'r"
att
responsib@
The article Success in Business was the cover story in this week's Business magazine.
ln
articles, essays, poems and chapters). Underline or italicize the titles of fulllength works (books, magazines, newspapers, plays, movies and television shows)
of
rnewor@rw"@"rt
*The prefened American style is for periods and commas to go thslde the closing quotation mark (e.9. He said "Let me finish."). ln British English, the period is placed oufsrUe when it punctuates the whole sentence (e.9. He said "Let me finish'.), tnside when it punctuates only the quoted mattrer (e.9. 'l'm still hungry.1. The comma is always placed outslde (e.9. "Let me finish', he said.)
yPE DASH
PARE THESES
GLOBUS
HYPHEN
1.tOiOin MO or more wordsinto a compound
Bad Example
A do l yourself book
Good Example
Ad(x3)urser b00k
'
One nfth
sixty lve
00h Oe
e@oss
a@ncompassing
exboss allencompassing
selfesteem progolf
se@steem pr@olf
MStt
ma
[M_We O
DASH
1.to indicate an abrupt break in thought
It
d a little apple
Bi
exclairned
What on."
Bi exclaimed
What
Determination, direction
intelligenc@'u""
PARENTHESES()
to enclose statements that are separate from the
a)Supplements
9
casual dress on Fridays
11== 111 11,11 lrll 111 , 11111 , 1111 11111 1,1
g
1
b)refer nces
The
ntract enforces a
: 1 1 I11 1 11
l :l ::! 4 11 : 1
: l:
1
L
="
8: :l
][
ttd
Oruerbhetest.
O cLOBUS
BRACKETS I]
1.as parentheses within parentheses
Bad Example
They were reported missing (see the Village Gazette, May 3 (p. 3)).
Good Example
They were reported
:
r:II(i :`
unacceptab!e."
3
d
:ubeing
CAPITALiZAT10N a A
l.ofthe lrst word of a sentence
the car came to a stop.
@ ""r""r"
to a stop.
b) specific questions
rdO
1 ,
1:
rp
VVe fbund a
would do it ourselves.
3. of the first and last words of a title or heading as well as all other words (including short verbs such as is or are) except: - articles (a, an, the) - conjunctions (such as and, or, but) - short prepositions (such as in, on, of)
iness
="=""
=:
institutions
1
.
O CLOBUS
CAPITALiZAT10N a
A (cont.)
Bad Example
The museum displayed renaissance art, world war
Good Example
documents
ll documents and
fromthOna
He was a methodist, a
his
BUT NO
seasons ofthe year
11
=`:= 111' 11111
lle
111111111
0 mpaSS
reglon
Those in the northeast are often called liberals. Newcastle is North of Sydney.
Those in tn@tneast
are often called liberals.
BUT NOT
compass directions used as directions
There was
: hd
d: WF
,
5. in additional special situations: a) regular nouns when they are part of a name BUT NOT when they otherwise appear b) adjectives that are formed from names
second street. The Street was crowded. They called the japanese professor machiavellian
)
was crowded.
ThC d
cash on delivery--.O.D.
cash on
delivery@
The teacher was professor Miller. Steven Miller, a Professor of physics, gave the class.
BUT NOT
titles that appear after names
lt
of physics,gave the ciass.
7.of I es
The president of the United Strates was not available for comment. Our company President took the week ofi.
with a name
BUtt NOT
regular tltles
it
took the week off.
ocLOBUS
Bad Examp:e
l gave dad a watch for his
birthday.
Good Example
ig
birthday.
dattthbrtts
tna@
9. of the pronoun /
He is younger than i.
He is younger
Mr.
Fn
Miss Smth
2. of the word Saint (if desired) when used before the name of a Christian saint BUT when part of a personal name, the bearer's usage should be followed
3. of Professor, Governor, Coloneland Senafor if desired when used before a full name (i.e. a first name or initialfollowed by a family name) BUT NOT when used only before a family name
Prof. L.S. Leung Gov. Michael Burke Col. P. Thompson Sen. Mary Ryan Prof.Saxby
Professor Saxby
4. ol Reverend and Honorable, only if they appear in addresses or lists. (They must also be used before a full name,)
Rev. Bryant
Hon. Lun
*ln
Mr. demonstrates. ln British English American English, all abbreviations are followed with a period (.) as the example Mister a period is not required for abbreviations whose last letter is the same as the last letter of the abbreviated word. The examples
Mister
Mr and Reverend
BBREyfATrO S.00
O GLOBUS
ABBREVIAT:ONS T:TLES(cont )
5.of Es9uire,J rand Sen rlf desired),
Bad Example
Good Example
L.J. \Mlliams, Esquire L.J. Williams, Esq. Peter Brown, Sr. Nadeem Korin, Jr. Maryann Stillson, Ph. D. Edward Tipton, C.P.A.
BUtt NOT
any other title P.L. Phillips, gov.
UNICEF produces
ABBREVIATIONS-WITH
UMBERS
4,000 Before Christ Vesuvius erupted in anno
Domini 79.
4,0000.0
e
n
meaning "year of our Lord") which precedes the year, and B.C. ("before Christ") which follows the year
7aS em
2, always of A.M. (ante meidiem, meaning before midday) and P.M. Qtost meridiem, meaning after midday). Note that these abbreviations are used only with figures and never with the term o'clock.
at
Order model no. 17. We lost nos. 3 and 47. Number 19393 is the
check that didn't clear.
BUT NOT
atthe beginning of a sentence
f,
etc.) if desired, in
We paid Y40,000.
ABBREyrArroNsa coni
CLOBUS
ABBREV:AT:ONS LATIN
ofthe fo
Bad Example
Good Example
cf, e.g.
et.
compare for example and others and so forth that is namely versus
al.
ABBREViAT:ONS M:STAKES
1. Some words should not be abbreviated in
writing, even though they are sometimes seen abbreviated in addresses, lists, etc. a) names of cities, states and countries
The dealwas signed in Edmtn., AB, even though it wouldn't affect Can.
much.
though it wouldn't affect Canada much. = We placed the order on Thursday, August 22. We strolled down Fifth Avenue.
:" 1 11 1 :
1 , 1 1
,1 : 1 1 : : ,,====J 11 11 1
week
11: :,
==
: 11 1 =
directions
Street),
=
:l' r 1 i
d) units of measure, @urses of study, and the words page, chapter and volume.
11I::
11
The problem on page 17 of the mathematics text describes the ca/s speed
as 20 kilometers per hour.
==
2. An abbreviation with a period at the end appearing at the end of a sentence does not require a second period; it does,
il
emolcons"are
FYI
)
:-0
ln My Humble Opinion Laugh Out Loud (happy face) (sad face) (wink) (surprised face)
O CLOBUS
Bad Example
50,000 employees $40
Good Example
fifty thousand employees
51 ,087 employees forty dollars
$39.75
2. if they
a) begin a sentence
b) are large round numbers (unless emphasis is desired as in the last
=== =
11
===== =
3b
!lon
c) are used for time expressed as a number alone, or with oblock (Use figures with n.rr,l. or e.rvr.)
7 in the evening
5 o'clock
three n.u.
Amherst,MA,20012
P.0.Box 72
:
I : :1
4.29438 0.00038409
3. for dates
January 12,1969
NUMBERS SYMBOLS
Some symbols should not be used in formal
writing:
Unemployment dropped
by 2%.
11 11
.
= =
11
)
=== "
== =
I need
=: to borrow 50 cents.
==
TyPrNG
SPACrNG
CLOBUS
ONE SPACE
l.after a comma
Bad Example
The president,Ms. Cohen,was absent.
Good Example
pres:dent, Ms. he
2. after a colon
3. after a semicolon
1: ::
children)lcouldn't attend.
.bullet
-hyphen
.Dbullet
-Dhyphen
*asterisk l.numeration
(1)numeration
*Easterisk l.Dnumeration
(1)Dnumeration
IWO SPACES
Atthe sentence end
a)after a period ... after the merger.We will then ...
Can we?l don't know.
we?lil
don't know.
WowlThat's great.
Wow!DlThat's great.
NO SPACE
l.elher before or a
little - a lan was speaking. When we anived - a little late - lan was speaking.
:
was speaking. a )
and / or
2,000,000
PARACRAPHING
PARAGRAPHING GUIDELINES
1. Do not begin a new line with each sentence that you type. 2. Group related sentences into paragraphs.
O CLOBUS
3. Use double line spacing between paragraphs. 4. Keep paragraphs fairly short (2 - 4 sentences) in business correspondence. 5. Longer paragraphs are acceptable in reports (maximum 6 - 7 sentences). 6. Limit total length of business letters, e-mails, faxes and memos to 24 paragraphs.
Bad Examples
Dear Akiko, Dear Akiko,
Good Example
I have a request regarding the Simpson account financial analysis. I know you are quite busy, but would you be able to
complete it on my behalf? Due to some budget problems I have to stay here in New York until Saturday. You should find everything you need in the file in my bottom left-hand drawer. lf you could complete this for me, I would really owe you one. It must be on the regional manager's desk by Friday 5 p.m. Tokyo time as she intends to study it overthe weekend. Please fax me your confirmation at (212) 55*1212, Room 1563. Contad me here at any time if you have any questions. Thanks very much for your kind assistance. See you next week. Regards,
I have a request regarding the Simpson account financial analysis. I know you are quite busy, but would you be able to complete it on my behalf? Due
to some budget problems
I
York until Saturday. You should find everything you need in the file in my bottom left-hand drawer.
lf you could complete this for me, I would really owe you one. lt must be on the regional manage/s desk by Friday 5 p.m. Tokyo time as she intends to study it over the weekend. Please fax me your confirmation at (212) 555-1212, Room 1 563.
Contract me here at any time if you have any questions.
Thanks very much for your kind assistiance. See you next week. Regards,
Pedro Pedro
Dear Akiko,
I have a request regarding the Simpson account financial analysis. I know you are quite busy, but would you be able to complete it on my behalf? Due
to some budget problems I have to stay here in New York until Saturday. You should find everything you need in the file in my boftom left-hand drawer. lf you
any time if you have any questions. Thanks very much foryour kind assistance. See you nextweek.
Regards, Pedro
SBJECttLrNES
GLOBUS
SUBJECT LINES
1. should be short and specific, removing
Bad Example
Re: A Moming Meeting Re: Meeting about
Good Example
Re: Moming Meeting Re: Work Meeting Re: New Project Re: Summer Event
Work
Event
2. should be capitalized (as titles) 3. can be formatted according to category: a) REQUESTS: Topic + Action b) INFORMATION: Short, specific topic
:==-11111:=: c)RE ECT10N:
11,I====
=
:=:11
111111111 111 111 1lII111:==I :i 111111111 1111, 111=11 111111111,: 1 111111#:11 :=:
11111111111:1
::===
===
'11=
=:
==:
[ii]Alternative
ReiecJOn
policy
lssue
e)APOLOGIES:
Subject Computer
Re: Replacement
Subject:
software
some
Subject Things
SAL TArfo s
O GLOBUS
SALUTAT10NS
l.capitalize the frst word,a
Bad Example
nouns and titles
dear sir, Dear all Dear staff Dear Sir Or Madam:
Good Example
2. a comma can be used in all salutations; a colon is generally considered more formal
3. once a pattern of informal salutations has been started with someone you know well, it should be permanently continued.
Hey Betty,
Hey Betty,
FOLLOVVED BY
Dear Ms. hompson:
FOLLOWED BY
Bettyi
Dear Vivian McCarthy, Dear Sir: Dear Madam: Dear Sir or Madam:
c) to one person (name unknown, gender known) d) to one person (name, gender unknown)
:1 ,
===:
,1
'
:= 11
==:
=,11
====
1 1
Dear Mr. Yu Mr. Lin: and OR Gentlemen: OR Dear Messrs. Yu and Lin:
first)
=====
==
11 111, 111 :=
11=
1.:
:,1
====
i= 1,1
Dear Ms. Roland and Ms. Peterson, OR Dear Mss. Roland and
Peterson:
= 11: ,
`1 g)
1 111'
111= 11 : 1 , = :==== i===== == ======= =li Dear Ms. Clarke and Mr. important
flrst)
I l 1 1
Davidson:
l 4 : ,I I 1
'
1 11
collective noun
i) to (a) completely unknown recipient(s) (* This style is sometimes unavoidable, but remember its risk is that no
IJ171 1
=====
: 11
C&CGroup, lT
Department
SALEA70N3o2
EN LOSNGS
OC
BUS
SALUTATIONS
5. remember it is quite possible to be both professionaland friendly. lf your relationship with your reader is friendly, your tone should reflect this.
Bad Example
Dear Mr. Gaultier: Enclosed herewith is...
Good Example
Hi Vincent,
Here is.,,
URGENT
Hi immy,
URGENT
Jim,
How's it going in
NY?
.
i need you to ca
DearAll:
Keiko, could you...? Louise, thanks for arranging the room.
COMPL:MENTARY CLOSiNGS
l.capita ze only the lrst word of a
Sincerely Yours,
sincere@:rs,
complimentary closing
3. once a pattern of informal closings has been started with someone you know well, it should be permanently continued.
Best regards,
Best regards,
FOLLOWED BY
Sincerely yours,
FOLLOWED BY
Best regardsi
Respectfully,
Sincerely yours,
(Very) Truly yours,
Cordially
1 1
, 1111 1 1 : 1
"
1 :" , 1 I
b) less formal
"
'
I :
[1 1
111 1 11 11 1 1 1 1
*ln formal British English there is a strict rule for complimentary closings: if the recipient's name is known and used, the appropriate closing is Yours slncere/y if the name is unknown (e.9. when the salutration is Dear Si/1, the closing is Yours faithfully. No such rule exists in American English. Faithfullyis not commonly used. Also, in American English, the word yours, if used, traditionally follows the adverb (e.g. Sincerely yoursl where in British English it traditionally precedes it (e.9. Yours sincerelyl.
YO 7-LETTER
O CLOBUS
LAYOUT-LETTER
. Observe the standard block style format of the business letter. Note that there are no
indentations. Only the lefterhead and subject line (if used) are centered.
Emilm@golm
Subject Line: A means of stating what the letter is about. [Often omitted]
Message: The letter
Thank you for your report. You will be pleased to hear that it was well reeived by our snior management They have only small Equesl Would you be able to send us a copy by mail? A couple of pages of our copy (particularly page 12, a copy of whidr is enclosed) are slightly undear due to the fax tEnsmisgion. One we have a gmd @py, we will statt immediate distribution. Thank you for all of your efforts on this prcject. We look foruard to
text.
Paragraphs are
Delivery Notation: lndication that the letter has been sent a specialway. [Often omifted]
Copy Notation: Names of those who will receive copies of this letter. [Often omitted]
LAYO 7-FAX
LAYOUT_FAX
O GLOBUS
. Observe the format of the standard business fax. Note the simplified, less formal layout.
Abbreviated Letterhead: Many companies choose only to print their name at the top of
faxes. Fax Notation: Note indicating that this is a fax.
:(03)5555 8943
(03)5555 9044
:(03)5555 4949
(03)5555 5050
Fax:
Fax:
Date:
Ap":23,1 _
page:
111
for
yur
Subject Line: A means of stating what the lefter is about. [Never omitted in faxes]
Salutation: Opening greeting. Message: The letter text. Paragraphs are
typed single-spaced with no indentations; the
break between paragraphs are double-spaced.
LAYO 7-EMArL
GLOBUS
LAYOUT E MAIL
0 0bse e the format ofthe standard business e ma . Although the layoutis simple,informal and
o en va
paragraphing,indentalon,etc.).
Message Type Notation: Note indicating the type of e-mail (incoming, outgoing, draft, etc.)
Sublect:
F ght Bookings
Subject Line: A means of stating what the letter is about. [Same as Subject Heading]
Dateline: Time and date on which the letter is
follM:
May 7, 15:50
(ar)
LON - l.lYC
(JFK)
BA007
Date Received: Time and date on which the letter is received. (Local time of recipient)
from this end. I really can't wait to see you in NY. I really think we'll be able io decide on the kind of pmduct we want to send lo markel
Recipient's Details: Write/s e-mail nickname (if any) of recipient, and e-mail address of
recipient.
Elaine Wilson
Salutation: Opening greeting [Often less formal and sometimes omitted in e-mailsl
no
Write/s ldentification: Signe/s name. [Often just the first name, just an initial, or sometimes even omitted in e-mailsl Signature File: Writer's e-mail signature (if
any), which is a form message programmed to
LAYO TME 0
LAYOUT-MEMO
GLOBUS
. Observe the format of the standard business memo. This is the most simple of all business
documents.
Abbreviated Letterhead: Many companies choose only to print their name at the top of
memos.
of writer.
Attachment D
Reply immediately
All staff are requested to have iheh old lD passes electronically validated by Friday, 5 p.m. ln order to do this you must bring your old lD pass to personnel (room 602) to have it put though the machine. This will take about two minutes, lf you do not do lhis you will be unable to access the building from nexl week. lf you have any queslions please call me on exl. 602.
Subject Line: A means of stating what the memo is about. [Never omitted in memos]
Check Line: Some company memos have a form check line to expedite writing time. Separator: Line separating form particulars
from the fax message.
no
O CLOBUS
. Observe the standard line spacing guidelines below. Each box on the left indicates a single line
spacing
C.entaConsultancy
13q
q
June 6, 199_
6q
Mr. David Oakly Senior Execulive Jopson CorpoEtion 12 S@tt Street Toowong Q 4068 AUSTRALIA
prcjecl we
Sinerely,
t\
-Y. Ta*aha'*hi,
Yumiko Takahashi
DiEctor
jdn onc. by Express Mail cc: Miss Sumie Hayashi