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Telephone Etiquette Everybody has tough days. Before picking up the telephone, smile. It will help a voice sound pleasant even if not feeling pleasant. Here are some tips: Be kind, polite, direct, enthusiastic, and speak with a strong voice. Try to find a quiet room where there is no background noise (i.e. television, radio). Do not yell at children or talk to others in the room while on the telephone. Do not eat, drink, or chew gum while talking on the telephone. Always have paper and pen by the telephone as well as resume, references, work history, questions. Make sure the other people in household are prepared to take messages. Do not let children answer the telephone. Never put an employer on hold to answer call. When a person in household answers the telephone, tell them not to ask who it is before they say if applicant is home. If asleep when an employer calls, whoever answers the telephone should be instructed to wake the applicant immediately, especially if an employer is calling during the late morning or afternoon hours. Make sure the telephone is answered by saying, "Hello", NOT "Speak" or "Yeah" When answering the telephone and the caller says, "Is home?" DO NOT respond with: "Yes". This is confusing to the caller. Instead, answer by saying, "This is he/she" or "Speaking". An answering machine/voice mail is used to take calls when an individual is out. If the individual does not have an answering machine, purchase one NOW so that calls from potential employers are not missed. If the individual has an answering machine, now is the time to update the "unusual" or "unique" greeting. Ask: "What will the future employer think of my message and how that message represents me?" Some tips: Do: Make sure message is polite, direct, and businesslike. Make sure message can be understood clearly. EXAMPLE: "Hello, this is (phone number). I am sorry I am not available to take your call right now. Please leave your name, telephone number, a brief message, and the best time to reach you. I will get back to you as soon as possible". Return telephone calls promptly Do Not: Make crude comments or mention social references in message (i.e. I'm unable to answer my phone because I'm out partying). Have music playing in the background. Let children record the greeting. Use multiple people when recording the greeting. Preach. When leaving a message for someone to return telephone call, try to have the correct pronunciation of their name and make sure the following is clearly stated: Name Telephone number Message The best time to call back Name once again Telephone number once again Then hang up gently 2. Work in pairs. Practice the telephone conversation, using the expressions you have learnt. 3. Readanddiscussthe telephone conversation. Write out the unknown words. Making an Appointment Techmachimport has done a lot of business with Goodman & Co. for the last four years. Before Mr. Protsenko went to London, he and his experts had gone through he latest catalogues of the firm. They found that compressors Model AC-30 could meet the requirements of their customers. When Mr. Protsenko arrived in London, he phoned the Ukrainian Trade Delegation and asked Mr. Zotov to make an appointment with Mr. Lipman of Goodman & Company. Zotov: Ukrainian Trade Delegation here. Good morning. Secretary: Good morning. Zotov: I wonder if Mr. Lipman is available. Secretary: Yes, he is. Hold on, please. I'll put you through. Lipman: Lipman is speaking. Zotov: Good morning, Mr. Lipman. Zotov’s speaking. I'm glad I've got you on the phone. I hope you are well. Lipman: Yes, thank you. And how are you getting on? Zotov: Quite all right, thank you. The fact is Mr. Protsenko, President of Techmachimport has come to London today. He'd like to talk to you. Lipman: I'll be glad to see Mr. Protsenko. We haven't met since my last visit to Kyiv. I wonder if he will be able to come and see me this afternoon. Zotov: I'm afraid this time won't be quite convenient to him. Could you give an alternative date, please? Lipman: Yes, certainly. Tomorrow morning then. Zotov: Very good. I'll pass it on to Mr. Protsenko . Good-bye. Lipman: Good-bye. 4. Read the dialogues; learn one of them by heart. Making an Appointment Secretary: Two-four-nine; double eight-double two. Mr. Ivanov: Iwould like to make an appointment with Mr. Jeffries. This is Mr. Ivanov speaking. Secretary: Oh, yes, Mr. Ivanov. Good morning. I'll get his schedule. Are you there? Mr. Ivanov: Yes. Secretary: When would you like to come, Mr. Ivanov? Mr. Ivanov: Tomorrow, if possible. Secretary: I’m afraid he's tied up tomorrow. Is it urgent? If it is, perhaps we could fit you in somewhere. Mr. Ivanov: No, it isn't that urgent. Is the day after tomorrow possible? Secretary: What time would you like to come? Mr. Ivanov: As late as possible in the afternoon. Secretary: I’m sorry, that afternoon's full too. How is Friday afternoon at five? Mr. Ivanov: Yes, that’s perfect, thank you. Good-bye. Making an Appointment with a Secretary Mr. Petrov: Hello. May I speak to Mr. Ward, please? Mr. Ward: Speaking. Who is it, please? Mr. Petrov: Good morning, Mr. Ward. This is Petrov, Mr. Gromov's assistant. Mr. Gromov had to fly to Chicago on urgent business last night. He could not see you personally and so he asked me to get in touch with you instead and settle the matter you discussed. Mr. Ward: Sure, Mr. Petrov. I’ll tell you what. Could you come over to my office, say, about 4 o'clock? Mr. Petrov: Yes, that's fine for me, Mr. Ward. I'll be there. Mr. Ward: O.K., I'll be expecting you. Appointment with a Doctor Mr. Nikolaev: Isthat Dr. Morton's office? Secretary: Yes, sir. Mr. Nikolaev: This is Nikolaev speaking. Could I have an appointment with the doctor in the middle of next week, please? Secretary: Just a minute, sir I’ll check his schedule. Will Wednesday be all right? Mr. Nikolaev: Yes, ifs fine. What time, please? Secretary: Wednesday, at 6 p.m. Mr. Nikolaev: Thank you. Good-bye. Secretary: Thank you, sir. Good-bye. Appointment with a Dentist Mr. Nikolaev: Good morning. Could I speak to Dr Williams’s secretary, please? Secretary: Speaking. Mr. Nikolaev: My name is Nikolaev. I would like to have an appointment with the doctor. Secretary: Is it something urgent, sir? Mr. Nikolaev: Yes, rather. My son needs a dentist. Secretary: I see. How old is he? Mr. Nikolaev: He is about eight. Secretary: Can you bring him tomorrow at eleven? Mr. Nikolaev: That's Thursday, isn't it? Secretary: Yes, sir. Mr Nikolaev: That’s fine. Thank you very much. 5. What would you say in reply to these remarks? 1. This is Mr. Slow speaking. I would like to make an appointment with Mr. Gorelov. 2. I’m afraid I’ll be tied up tomorrow. Could you suggest an alternative date? 3. There's something I'd like to talk to you about. When can we meet? 4. I’m afraid we cannot fit you in today but we could recommend you another dentist. 5. This is Mr. Fray's secretary. I’m calling to confirm your appointment with Mr. Fray for tomorrow, at 10 a.m. 6. I’m calling to let you know that Mr. Bell will not be able to keep the appointment. He is away from London and won't be back until after Wednesday. We are sorry about this. 6. In what situations would you say the following? 1. Sorry, we cannot fit you in today. 2. Let me consult my schedule. 3. Could you give me an alternative date? 4. I'm afraid Mr. Petrov will not be able to keep the appointment. 5. Could I make an appointment with the dentist? 6. I can give you a lift afterwards. 7. We've made an appointment for Wednesday tentatively. 8. I'm calling to confirm your appointment with my colleagues. 9. We're looking forward to seeing you next Sunday. 10. I'd like to report the fault of my phone. 11. The line is completely dead. 7. Role-play making an appointment by phone: 1) with your counterpart; 2) with a doctor; 3) with an engineer from the TV repair service; 4) with a dentist; 5) with a friend of yours; 6) with Mr. Brody, Sales Manager of a big company. Ділова кореспонденція. Структура, змістові частини та оформлення ділового листа. Лист-запит. 1. Read and discuss the texts with the help of topical words. Write out the unknown words. Topical words
"Golden Rules" for Writing Business Letters 1. Give your letter a heading if it helps the reader to see at a glance what you are writing about. 2. Decide what you are going to say before you start to write. 3. Use short sentences. 4. Put each separate idea in a separate paragraph. 5. Use short words that everyone can understand. 6. Think about your reader. Your reader ... ... must be able to see exactly what you mean: your letters should be CLEAR; ... must be given all necessary information: your letters should be COMPLETE; ... is a busy person with no time to waste: your letters should be CONCISE; ... must be addressed to in a polite tone: your letters should be COURTEOUS; ... may get a bad impression if there are mistakes in grammar: your letters should be CORRECT. Seven Steps in Planning a Business Letter 1. Write down your aim: Why are you writing this letter? 2. Assemble all the relevant information and documents. 3. Arrange the points in order of importance. Make rough notes. 4. Write an outline and check it through, considering these questions: - Have you left any important points out? - Can the order of presentation be made clear? - Have you included anything that is not relevant? 5. Write a first draft, leaving space for additions and changes. 6. Revise your first draft by considering these questions: Information: - Does it cover all the essential points? - Is it correct, relevant and complete? English: - Are the grammar, spelling and punctuation correct? Style: - Does it look attractive? - Does it sound natural and sincere? - Is it the kind of letter you would like to receive yourself? - Is it clear, concise and courteous? - Will it give the right impression? 7. Write, type or dictate your final version. 2. Look through the structure of a business letter Structure of the Letter 1. Sender's address / Date. 2. Inside address (receiver's address). 3. Attention line. 4. Salutation. 5. Body of the letter. 6. Complimentary close. 7. Signature. 3. Analyze the following letter according to its structural points.
4. Use the given phrases in the business letter of your own. Opening Phrases: • Dear Madam - Шановна пані • Dear Sir - Шановний добродію • Dear Mister Malforn - Шановний пане Малфорн • Dear Sirs - Шановні панове • We have received your letter of... - Ми отримали Вашого листа від ... • We thank you for your letter of... - Дякуємо за лист від ... • We have the pleasure to inform you - Ми раді повідомити Вас • In reply to your letter of… - У відповідь на ваш лист від... • To inform you… - Повідомляємо вас… • We apologize for the delay -Просимо пробачення за in answering your letter. затримку з відповіддю на ваш лист. Linking Phrases: • There is no doubt that… - Безперечно… • It is necessary to note… - Необхідно відзначити, що… • We'd like to draw your attention to the fact... - Звертаємо вашу увагу на той факт... • Considering the above said… - Беручи до уваги сказане… • In this connection… - У цьому зв 'язку… • In connection with your request… - У зв'язку з вашим проханням… • Otherwise we shall have… - У противному разі ми будемо змушені… • As regards your request… - Щодо вашого прохання… • Up till now we have received no reply. - Дотепер ми не отримали відповіді. • In case of delay… - У випадку затримки… • In case of your refusal… - У випадку вашої відмови… • In case you fail to make payments… - У випадку несплати… Closing Phrases: • We are looking forward to receiving your - Чекаємо вашої згоди/ consent/approval/confirmation. схвалення/підтвердження. • Your prompt execution of our order would - Будемо вам вдячні за швидке be appreciated. виконання нашого замовлення. .• We wish to maintain cooperation with you. - Сподіваємося підтримувати співробітництво. • Your early reply will be appreciated. - Будемо вам вдячні за швидку відповідь. • We are looking forward to hearing from you. - Сподіваємося отримати від Вас відповідь найближчим часом. • If we can be of any assistance, please do not - Просимо звертатися до hesitate to contact us нас, якщо ви потребуєте допомоги. • Yours faithfully/ sincerely - З повагою 5. Read and discuss the structure of the following letter according to the given statements and rules.
6. Answer the questions. 1. Who is sending the letter? 2. Who is receiving it? 3. What is the opening phrase? 4. The company is ready to purchase the commodity, isn't it? 5. What is its requirement? 6. What quantity is it ready to buy? 7. Do you think it is worth to make this concession? 8. What is the closing phrase? 7. Translate into English. 1. Ми отримали вашого листа від 13 вересня 2002. 2. Дякуємо за лист-зoбов’язання від 1 березня. 3. Я надсилаю вам цей лист з проханням надіслати каталог вашої продукції. 4. Ми готові співпрацювати з вами. 5. Ми хочемо закупити таку продукцію. 6. Компанія має виключне право на виготовлення цих товарів. 8. Analyze the structure and the content of the enquiry letter as one of the business letter samples. Topical words:
9. Answer the questions: 1. What do the Buyers ask for in their enquiry letter? 2. What quantities of goods do they require? 3. What terms of payment do the Buyers propose? 10. Fill in the missing pronouns: somebody, anybody, nobody, everybody, anything, something, nothing, everything 1. The question is not difficult and … can answer it. 2. … called yesterday but he left no message. 3. Can … help me? 4. It is too late. I think there is … in the office now. 5. There is … interesting in this letter. 6. Is there ... here who knows English? 7. You must find … who can offer it to you. 8. … knew the time of briefing. 9. Please, write to us if you want to order … else. 10. There is … in the office. I don’t know him. 11. Please, tell us … about your obligations. 12. Is there … you want to offer me? 13. We have … new in our catalogue. 14. There is … interesting in this offer. 11. Study new business proverbs: A man is known by the company he keeps. Failing to plan is planning to fail. From those to whom much is given, much is expected. If ifs and ands were pots and pans there’d be no work for tinkers. Money can’t buy everything, but everything needs money. Never let the right hand know what the left hand is doing. Not until just before dawn do people sleep best; not until people get old do they become wise. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||