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MODULE 1 To: All Staff From: Ray Bonner Date: 24th June Subject: Trial of flexitime system Further to our previous meeting, we are pleased to be able to confirm that the new flexitime system will come into operation as from 1st August. The system applies to all administrative and office staff. May I remind you that any production staff on the current shift system remain unaffected by these changes. From: evelyn@larbonner.com Hi, Rona How are you? I got a note to say you called. Great news that you passed your final exam! I’m sorry that I didn’t get back to you but it’s been crazy here. The network was down for three days so all our customers were receiving the wrong orders! Anyway, how about meeting for lunch this week? If you can’t make it, don’t forget the party this weekend. Do you want me to pick you up at 8? See you soon, Eve Dear Mr. Hynes: RE: Replacement of item 00-A104 With regard to your letter dated 12th June, I am writing to confirm that we can offer you a replacement item and this will be sent out today. I would like to apologize for the delay with this. Unfortunately, this was due to recent changes to our network. On behalf of Lar Bonner I would like to thank you for your custom. We look forward to working with you again in the future. Yours sincerely Evelyn Boer Customer Services Tel: 0207 865 849 You are a manager at Lar Bonner. After a meeting with staff, the company has agreed to extend parental leave for fathers from two weeks to three weeks. Write a memo to all staff. ? Refer to the previous meeting. ? Say when the new system will begin (25th September). ? Remind staff that their managers need one month’s notice. To: All Staff From: (Name of student) Date: 25th July Subject: Parental Leave Further to our previous meeting, I am pleased to confirm that parental leave for fathers has been extended to three weeks. The new system will come into operation as from 25th September. May I remind you that your managers will require one month’s notice? MODULE 2 1. Read the application for a job. Write the verb in brackets in the past simple, present perfect or present perfect continuous. Dear Sir or Madam, I __Saw__ (see) your advert for the post of Client Services Executive in yesterdays newspaper and I would like to apply for the position. As you can see from my attached CV, I _have been working_ (work) for my current company for over two years. I _joined_ (join) Mackintyre and Co in 2007 and since then, I _have had_ (have) many opportunities to develop my skills. However, I _ have been considering_ (consider) a career change with a new challenge for a number of months and this seems like the perfect moment to make that move. I see from recent press reports that your company _has expanded/has been expanding_ (expand) its operations in China and therefore I would like to draw your attention to my degree in Oriental Studies and Mandarin which I _completed_ (complete) in 2006. Combined with my current MBA, which I _ have been studying_ (study) for part-time at the local university, I feel that I would be an asset to your company. Please also note that my current manager _has agreed_ (agree) to write a reference and can be contacted on 0207 857 6785. I look forward to hearing from you. Yours faithfully Daniel Lewis 2. Read this advert for a job. You would like to apply for it and have written some notes about your experience. Use the notes to write a letter of application (120-140 words) similar to the one above. Personal Assistant to Overseas Sales Manager worked 2 years as receptionist and secretary We are currently seeking someone to completed course at college work in a busy and expanding department. You will have experience in secretarial duties. Good knowledge of English and lived in Rome summer 2006 – fluent Italian at least one other language is preferred. You will need to travel abroad with the sales manager and organise schedules. Opportunities for promotion. been working for travel agency for last 6 months Dear Sir or Madam, I saw your advert for the post of Personal Assistant to Overseas Sales Manager in yesterdays newspaper and I would like to apply for the position. As you can see from my attached CV, I have been working for a travel agency for the last six months, which I have really enjoyed. Before that I worked as a receptionist and secretary for two years. I have a good knowledge of English as I completed a course at college and I am also fluent in Italian having lived in Rome for the summer in 2006. Please note that my current manager has agreed to write me a reference. I look forward to hearing from you. Yours faithfully [students name] 4. A Memo To: All staff From: James Shepherd Date: 23 June Subject: Presentation on changes to pension scheme Due to recent changes in government pension laws, the Head of Finance will give a presentation on Tuesday 1 July at 5.30 pm in the canteen to outline any effect on the current company-based pension scheme. Staff with this policy are welcome to attend. 6. Read three more memos. Underline any key words and use them to write the subject lines. Subject: Display of new factory plans As you are probably aware, the company is currently considering plans for a new factory in the district of Campi Bisenzio. Models and designs will be on display in the conference room every day next week. All staff are welcome to visit at any time and give feedback. Subject: Presentation on flexitime and home-working Following recent feedback on working hours, the Head of Human Resources will give a presentation on Thursday 2 July at 4.30 pm in the conference room to outline proposals for a system of flexitime and home-working. Any staff are invited to attend and share their ideas. Subject: Spanish classes Please note that Spanish classes this year will begin on October 16th on Wednesday lunchtimes. Anyone wishing to participate should inform their line manager. Placement testing for new participants will take place in the training center on Thursday 5th or Friday 6th between 12 and 1 pm. 7. Read the information below and then write a memo to all the staff in your company. Write 40-50 words only. Remember to include a To, From, Date and Subject line. You are a human resources manager for a large manufacturing firm. To offer staff better health insurance, the company has recently changed its insurance company. A representative from the insurance company is visiting to present the new policy. In your memo you should: * say what has happened and why. * announce the representative’s visit. * say when and where his presentation will take place. p25 There are two parts to the Writing Test. In Part One you must write an internal communication such as a note，message，memo or email of around 40 words. PART ONE You are a seminar organizer. You want to check details for an event next week with your two assistants. Write an email to your staff. Write 40-50 words. l Sy which rooms you have booked for the event. l Ak them to confirm the schedule with security. l Eplain that one participant will be late. From: [students name] Subject: Confirmation of seminar details Date: XXXX To: Assistant seminar organizers Please note that I have booked Rooms 101 and 102 for the seminar next week. Id be grateful if you would now confirm this booking and the final schedule for the event with security. Also note that Mr Singh will be one hour late on the Monday morning. Module 4 very few people visit because of these ran competition – very popular Spending on Internet advertising for May: Cost Benners on their sites(euros / month): launched newsletter for subscribers 3,200 Monthly newsletter emailed to subscribers: No cost except my time! Tip 1: Keep the title of the report short. It only needs to tell your reader the subject. Tip 2: Divide your report into sections to make it easier to read. Use headings such as Introduction, Findings, Conclusions, Recommendations. Tip 3: State the aim of the report in the introduction. This will include why you have been asked to write it and what you will have done by the end. Tip 4: In the findings section describe the facts and information. Avoid giving your opinion at this stage. Report on _visits to website and proposed marketing strategy___ Introduction The aim of this report is to comment on the number of people visiting the company website in the last three months and propose a marketing strategy for the next three months. Findings Over the last three months, the number of visitors has increased by 650.There are two reasons for the increase. First of all, we launched a newsletter for subscribes. Secondly in May, we ran a competition which was very popular. With regards to costs, banners have cost 3200 euros a month but very few people seem to visit the website as a result of these. On the other hand, the newsletter doesn’t cost anything (other than my time) but has helped to increase the number of visitors. Recommendations In order to increase this number I would recommend that we continue with the newsletter and run more competitions and quizzes. I also propose that we stop using banners and put more resources into setting up links with other sites to increase the traffic. Module 6 Report on the dismissal of Ludwiga Chuhova Introduction The aim of this report is (1) to assess / to be assessed whether Ms. Chuhova (2) unfairly dismissed / was unfairly dismissed and if the correct procedure (3) followed / was followed by her line manager. Findings First of all, it (4) has found / has been found that Ms. Chuhova (5) had failed / had been failed to arrive for work on three occasions. On the first occasion, when the manager gave a verbal warning, she (6) reports / is reported to have said that it was none of his business. On the second occasion, the line manager (7) gave / was given her a written warning. When she failed to arrive for work a third time, she (8) dismissed / was dismissed with immediate effect. Conclusions and recommendations In conclusion, the manager (9) appears / is appeared to have followed the correct course of action. However, it (10) recommends / is recommended that in the future, any disciplinary procedures (11) should carry out / should be carried out in the presence of one other person. This (12) will help / will be helped to avoid any similar situations. 1. Internal communication and emails To: hans.nagle@inverk.com Dear Hans I understand there’s a problem with stock blocking the entrance. Please arrange to move this before Monday morning. Would you like me to arrange for some extra staff to help move it? Regards Inga 2. To: All production staff From: Valter Rinckes CC: Inga Palgimi Subject: Health and Safety Inspection Would all staff note that our annual health and safety inspection will take place on Monday, 23 February starting at 9.30. I’d be grateful if team leaders would check all exits are clear including the warehouse and storage areas. We appreciate your help in this matter. 3. Hi Valter Please give me details of the next health and safety check. I know it’s coming up soon. If production doesn’t clear those exits at the back of the warehouse in time, we’ll be in trouble. In fact, why don’t you send them a memo? Inga Thursday 19 February Dear Valter With regard to your memo about the inspection, I’m afraid we’re unable to make space in the warehouse around the entrances. The reason is that the lorries have been delayed this week so we have stock waiting to leave. I’m hoping that it will be picked up before 9 on Monday. Hans Writing: An email Work in pairs and write a series of emails between a manager and his assistant. Write the first email and then swap your book with your partner. Write the second email and swap books again. Continue and write five emails in total. 1. Assistant: Request details of next health and safety training event from manager. Dear [name] Would you please send me details of the next health and safety training event? I’m aware that it is due in the near future. Regards [name] 2. Manager: Give details and ask assistant to inform all department managers. Dear [name] Thanks for reminding me. The training event takes place on the 3rd September from 9-5 in the conference rooms. Please inform all department managers and forward the attached documents which are to be read before the event. Thanks [name] 3. Assistant: Announce event to all department managers and request they tell their staff, CC manager. Dear Department Managers, Would you all please note that the next health and safety training event takes place on the 3rd September from 9-5 in the conference rooms. As you know this is a legal requirement. Please also find attached documents which you should be familiar with before the event. Thanks for your cooperation. [name] 4. Manager: Apologize to assistant that date of training has changed. Explain reason and give new date. Dear [name] Thanks for informing the managers. Unfortunately, the training event has been postponed. The reason is the trainer is unavailable. He has suggested the 23rd September, so can you let all managers know? Sorry for the inconvenience. [name] 5. Assistant: Write another email to all department managers with new date, CC manager. Dear Department Managers, Following my previous email, I am writing to inform you of a change in date to the health and safety training event. Due to the unavailability of the trainer on the 3rd September, the event will now take place on the 23rd. All other details remain the same. Apologize for any inconvenience caused. [name] Module 7 A salesperson who works for a company renting office space has faxed the proposal below to a client. FAX Dear Mr. Rice Thank you for your order by fax. Further to your request for office space for twelve months. I’d like to mention that I can also offer you a 10% discount for bookings of an eighteen-month period. You enquired about availability at the Virginia Walk Centre and offices are still vacant. However, please note that there is limited parking and some offices are on different floors. As an interesting alternative, you might wish to consider a new premises called Dockside (about one mile down the riverside from Virginia Walk). It has the following features: ? a first-floor open-plan office space (75m2) with wonderful views of the old harbour. ? a convenient three-minute walk from the station and ideal for cyclists with a path along the riverside ? suitable parking facilities for over twenty staff. Please consider this possibility and note the discount would still apply. A visit to this premises can be arranged, although I would suggest a prompt decision on this second option. I look forward to hearing from you in the very near future. Yours sincerely Hugo Jones Writing: A fax Spacesaver, company which rents warehouse space to businesses, has been sent this fax. Look at the fax and the other information below and answer the following questions. BROWN&BURR To: Spacesaver From: Randy Burr Subject: Renting warehouse space offer 10% discount for two-year booking Further to our discussion last week in which I outlined our need for warehousing over the next eighteen months, I would like to enquire if the warehouse space is still available at the W1 site. We would have the following requirements: - warehouse of 100m2 - 24-hour access - must have security - adequate parking for twenty and easy access W1 Warehousing Three lots currently available: 75㎡ 50㎡ 50㎡ Based in city centre. Could offer two spaces at 50m2 but more expensive. Poor access and parking for five at most Two thirds the price of W1 Circular Storage New warehousing space NOW OPEN. All space available from 25㎡ to 100㎡. Outside of city centre. 30-minute drive from Brown and Burr Just off motorway. Easy access for lorries and adequate parking. Brand new facility. CCTV and security firm check once a night. Imagine you are the salesperson for Spacesaver. Write a fax to Mr. Burr. Propose the alternative location. Use the layout and expressions from the proposal in exercise 1 on page 72. Dear Mr Burr, Further to your enquiry about the warehousing at the W1 site, I am delighted to say this space is still available. However, with regard to your additional requirements please note that you would have to rent two separate spaces of 50 square meters and the warehouse has limited parking for five cars only and limited access. As an alternative, you might wish to consider a new storage option called Circular Storage that has recently become available to Spacesaver. While it is a little further from the centre of the city than W1, it has the following features: - easy access for lorries and adequate parking for twenty - security with CCTV - space availability of 100 square meters (and more if required) Please also note that it would be two-thirds the price of W1, and the 10% discount for a two-year booking would still apply. A visit to these premises can be arranged, although I would like to suggest a prompt decision on this second option. I look forward to hearing from you in the very near future. Yours sincerely Module 8 1st May Dear Mr Le Fever Following the recent experiences of two of my staff with your training company, I have decided to send you some feedback based on their comments. On the 25th April, they attended a two-day computer course in creating PowerPoint presentations. However, on the first day the trainer arrived 30 minutes late, which was followed by a further delay due to a room change. As a result of this nearly 90 minutes was missed. In addition to this, my staff inform me that the approach of the trainer was to let participants discover solutions to problems rather than being told what to do. Despite having been very satisfied with your services in the past I may have to reconsider sending staff in the future. I would be grateful to hear any comments you have to make either by phone or in writing. I look forward to hearing from you. Yours sincerely Mrs A Heneage Human Resources A letter of complaint Dear Mrs Heneage With regard to your concerns about the PowerPoint course on the 26th April, I have now spoken to my head of computer training and as a result I am in a position to respond. Unfortunately, and due to circumstances beyond our control on that day, the head of training was unavailable at short notice. As a result we had to get a placement trainer and he was somewhat late. For this I apologize, but because of this delay we added the lost time on the end of the two days. Secondly, there was a room change which was due to the fact that your company sent an extra person. Finally, our approach to training has always been based on discovery approach. Moreover, it has always received positive feedback. Following this letter, I would like to suggest a meeting at your convenience to discuss any remaining issues and your future training needs… Writing: A letter of complaint Work in pairs. You will write a letter to each other and then write the reply. You recently stayed at a hotel. Your partner is the manager. Read the notes on the problems. ? There was no record of the booking at reception — I waited 45 minutes. ? The meeting room was double-booked — had to meet clients in smaller room. ? The towels were not changed in the bathroom overnight — room service said this was hotel policy based on ‘environmental reasons’. Write a letter to the hotel manager. Write 120-140 words using