WRITING AN ESSAY
1. Read the topic carefully.
2. Address the assigned topic completely, being sure to answer all parts of the question asked.
3. Prepare an outline or other organizational form.
4. Write a good introductory paragraph. Write the paragraphs for the body, trying to use one paragraph for each separate sub-topic.
5. Organize your thoughts before beginning writing and organizing your paragraphs well. There should be smooth transitions between paragraphs.
6. Write a good conclusion.
7. Use correct grammar, vocabulary, and spelling. Use vocabulary and grammatical constructions that you are sure of. It is better to write simply and correctly than to write eloquently but make mistakes.
8. Keep your essays to no more than 200 or 300 words (in 45 minutes).
9. Allow enough time to write the essay well. Don’t take so much time organizing your thoughts that you do not have time to write.
10. Use specific details and avoid too many generalizations. Give the examples which are relevant to the issue. The examples should be fully developed.
11. Proofread carefully, checking especially for error in grammar and spelling.
List of expressions used for writing abstracts
1. The article/text is headlined
The title of the text/article under consideration
The headline of the text/article (I have read) is
2. The author of the article/text is
The article/text is written by
3. It is/was published in
It is/was printed in
4. The main idea of the article/text is
The article/text is about
As the title implies the text/article describes
The article/text is devoted to
The article/text deals with
The article/text touches upon
The article/text presents some results which illustrate
5. The purpose of the article/text is to give the readers some information on…; is to compare/to determine
The aim of the article/text is to provide the reader with some material/data on…
The text/article is concerned with…
6. The author starts by telling the reader(s) about, that…
The article/text opens with
The author writes/states/stresses/thinks/points out that
The article/text describes
The description is based on
According to the article/text
Further the author passes on to
Then the author reports/says that
The article/text goes on to say that
The author gives a detailed/thorough description of
7. The article/text can be divided into (4) parts.
The first part deals with
The second part is about
The third part touches upon
The fourth part of the article includes the fact on
8. In conclusion the article/text reads
The text/article ends with
The author comes to the conclusions that
To finish with the author describes
9. I find/found the article/text interesting/important/dull/of no value/easy/(too) hard to understand
The problem(s) touched upon in the text is/are of great importance.
The discussed problem is of great value.
List of introductory expressions for writing annotations
It is alleged
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Говорят/считают, что
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It is announced
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Объявлено, что
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It is appropriate
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Целесообразно, чтобы
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It is believed
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Полагают, считают, что
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It is the case
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Дело обстоит так, это имеет место
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It is certain
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Несомненно, что
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It is considered
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Считают, считается, что
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It is expected
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Ожидают, ожидается, что
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It is felt
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Считают, что
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It follows
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Отсюда (следует)
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It goes without saying
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Само собой разумеется
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It happens/happened
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Случайно; случилось так, что
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It is heard
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Имеют сведения, что
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It is high time
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Давно пора
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It is known
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Известно, что
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It is a matter of common/general knowledge, observation
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Общеизвестно
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It is a matter of experience
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Это дело общей практики
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It is a matter of principle
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Это принципиальный вопрос
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It is necessary
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Необходимо
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It is no wonder
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Неудивительно
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It is to be noted
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Необходимо заметить
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It is reported
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Сообщают, имеются сообщения, что
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It is said
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Говорят, что
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WRITING LETTERS
FAR EASTERN AIRWAYS COMPANY Ltd
Regent House, 5th Floor, 12/16 Haymarket, London W1V 5BX
Administration: 020 7285 9981 Reservations: 020 7564 0930
Fax: 020 7285 9984
Mr Roberto Garcia date 15 February 2000
Universal Imports
28 Whitechapel Court
London Е10 7NB
Dear Mr Garcia
Re: Roxanna Garbey
Roxanna Garbey has been accepted for a position as Passenger Service Agent with Far Eastern Airways at Gatwick Airport.
In order for Roxanna to work at Gatwick, she must have a special PASS which would permit her to visit high security areas. She has given your name as a reference.
I would appreciate it if you could complete the enclosed form and return it to us as quickly as possible. She is due to start work with us on 15 March, but can only do so after we receive your reference.
Thank you for your cooperation. I enclose a stamped addressed envelope.
Yours sincerely
J. P. Dent
J. P. Dent (Mr)
Personnel Manager position
Enc: 1 reference form
1 stamped addressed envelope
letterhead
receiver’s
name and
address
opening
salutation
references
body of
letter
 closing
salutation
signature
 name
enclosure
1. Addresses
If the letter is written on paper without a letterhead, the sender’s address is on the right-hand side. Don’t write the sender’s name over the address. The name and address of the person receiving the letter are on the left.
2. Date
The date can be written in a number of ways:
September 7th
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7th September
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September 7
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7 September
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We do not usually write the 7th of September or Semptember the 7th (although this is what we say).
In Great Britain 7/9/91 = 7 September; in the USA it means 9 July. Be careful!
3. Opening
There are several ways of starting a letter:
Dear Sirs – when writing to a company or organisation
Dear Sir/Madam – when you know the position, to cover both sexes
Dear Sir – to a man if the name is unknown
Dear Madam – to a woman if the name is unkown
Dear (name) – you know the person's name
Common titles
Mr – for men
Mrs – for married women
Miss – for unmarried women
Ms – for women, if you don't know or prefer not to specify marital status
Never write Mister.
If you know the person well, you can of course use the first name (Dear James, Dear Sarah, etc.) but not both first name and surname. Don’t write Dear Sarah Jones.
Note also that you mustn’t write Dear Friend.
4. Closing a letter
There are a number of choices:
Yours faithfully – if you do not know the person's name
Yours sincerely – if you know the person's name
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Yours truly
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are common (especially in AmE)
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Sincerely (yours)
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Very truly yours
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Finally sign the letter, and then print your name and position under your signature.
Abbreviations
Re. reference (regarding)
pp. (on behalf of) when you sign the letter for someone else
enc:/encs: documents are enclosed with the letter
FAXES
It is a good idea to include the following statements in your fax (place them at the bottom of each page):
This fax may contain confidential information. If you are not the intended recipient, advise the sender and destroy this document.
If you do not receive all pages, or any pages are illegible, please phone (number) immediately.
E-MAILS
Email expressions
You can end with:
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Best wishes
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All best wishes
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Regards
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Best regards
To people you know well, you can end with:
Email abbreviations
These abbreviations are sometimes used in emails.
AFAIK = as far as I know
HTH = hope this helps
MEMOS
Memorandums or Memos are written communications which advise or inform employees of policies and procedures that their company has decided to adopt.
EXECUTIVE SUMMARY
A sample:
Executive Summary
Studio67 is a new medium-sized restaurant located in a trendy neighborhood of Portland, Oregon. Studio67's emphasis will be on organic and creative ethnic food. An emphasis on organic ingredients is based on Studio67's dedication to sustainable development. Additionally, the restaurant procures local foods when possible, reducing their dependence on fossil foods used for transportation.
Studio67 offers Portlanders a trendy, fun place to have great food in a social environment. Chef Mario Langostino has a large repertoire of ethnic ingredients and recipes. Studio67 forecasts that the majority of purchases will be from the chef's recommendations. Ethnic recipes will be used to provide the customers with a diverse, unusual menu. Chef Mario will also be emphasizing healthy dishes, recognizing the trend within the restaurant industry for the demand for healthy cuisine.
Studio67 believes that the market can be segmented into four distinct groups that it aims to target. The first group is the lonely rich which number 400,000 people. The second group that will be targeted is young happy customers which are growing at an annual rate of 8% with 150,000 potential customers. The third group is rich hippies who naturally desire organic foods as well as ethnic cuisine. The last group which is particularly interested in the menu's healthy offerings is dieting women which number 350,000 in the Portland area.
Studio67 has assembled a strong management team. Andrew Flounderson will be the general manager. Andrew has extensive management experience of organizations ranging from six to 45 people. Jane Flap will be responsible for all of the finance and accounting functions. Jane has seven years experience as an Arthur Andersen CPA. Jane's financial control skills will be invaluable in keeping Studio67 on track and profitable. Lastly, Studio67 has chef Marion Langostino who will be responsible for the back-end production of the venture. Chef Mario has over 12 years of experience and is a published, visible fixture in the Portland community.
Most important to Studio67 is the financial success which will be achieved through strict financial controls. Additionally, success will be ensured by offering a high-quality service and extremely clean, non-greasy food with interesting twists. Studio67 does plan to raise menu rates as the restaurant gets more and more crowded, and to make sure that they are charging a premium for the feeling of being in the "in crowd."
The market and financial analyses indicate that with a start-up expenditure of $141,000, Studio67 can generate $350,000 in sales by year one, $500,000 in sales by the end of year two and produce net profits of 7.5% on sales by the end of year three. Profitability will be reached by year two.
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The first paragraph should include: business name, business location, product or service you sell, purpose of the plan.
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Paragraph 2 should highlight important points, such as projected sales and profits, unit sales, profitability and keys to success.
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The third paragraph may include information about different groups of customers you product or service is targeted at.
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Paragraph 4 includes members of management team of your organization.
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Specify the investment amount required and the percent of equity ownership offered in return.
WRITING A RESUME/CV (curriculum vitae)
There are two main formats: the chronological and the functional.
A chronological resume/CV
CURRICULUM VITAE
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NAME
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Pierre Charreau
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D.O.B.
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1 August 1965
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ADDRESS
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55 Rue des Moines, Strastbourg
67000, France
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EDUCATION
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1984-7 École Supérieure de Commerce de Reaims (one of the leading business school in France)
1988 EDP International: Work experience in market research. Conducted field surveys in the Netherlands and France.
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PROFESSIONAL
ACTIVITY
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1989 – 1991. Demont S.A.
Financial Controller responsible for:
- organising bank credits for civil engineering work
- visiting Latin America and Asian subsidiaries
- designing data processing, accounting. Cost control and reporting systems
- hiring and training local staff for subsidiaries
1991 – present. Phoenix Properties.
Investment Officer responsible for:
- checking feasibility studies and predicting returns on investment
- solving legal problems related to investments
- negotiating contracts with property developers
-setting up joint ventures with foreign partners
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A functional resume/CV
It is useful if you have a short work record or previous jobs unrelated to current goal. It tells a potential employer what you can do.
RESUME
HEIDI KUNKEL
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OBJECTIVE
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A sales position leading to higher management where my administrative, technical and interpersonal skills will be used to maximise sales and promote good customer relations.
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EDUCATION
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B.A. in communications (1988): Ohio state University
Courses in psychology, sociology and interpersonal communication.
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Areas of effectiveness
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SALES/
CUSTOMER
RELATIONS
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During my 4 years at Colelli Enterprises (Columbus, Ohio), I promoted better relations with corporate accounts and recruited new clients over a wider territory. Dealt with customer complaints. Responsible for inventory and follow-up of all orders.
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PLANNING/
ORGANISATION
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Was responsible for the reorganisation of the sales department’s administrative functions.
Initiated time and motion studies which led to a $150,000 saving in labor costs.
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LANGUAGES
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Spanish (fluent), French (average)
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REFERENCES
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Available on request.
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A resume is a document that lists all the information an employer would need evaluate you and your background. It explains your immediate goals and career objectives. This information is followed by an explanation of your educational background, experience, interests, and other relevant data.
If you have exceptional abilities and do not communicate them to the employer on the resume, those abilities are not part of the person he or she will evaluate. You must be comprehensive and clear in your resume if you are to communicate all your abilities.
Your resume is an advertisement for yourself. If your ad is better than the other person’s ad, you are more likely to get the interview. In this case, “better” means that your ad highlights your attributes in an attractive way.
In discussing your education, for example, be sure to highlight your extracurricular activities such as part-time jobs, sports, clubs, and other such activities. If you did well in school, put down your grades. The idea is to make yourself look as good on paper as you are in reality.
The same is true for your job experience. Be sure to describe what you did, any special projects in which you participated, and any responsibilities you had.
For the “other interests” section, if you include one, do not just list your interests, but describe how deeply you were involved. If you organized the club, volunteered your time, or participated more often than usual in an organization, make sure to say so in the resume.
A good resume should: -
Invite you to read it, have a clear layout, top-quality printing, and eliminate extraneous information.
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Start sentences with action verbs such as organized, managed and designed, rather than lead-ins (“I was the person responsible for. . .”).
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Highlight those accomplishments related to future work.
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Be free of spelling, punctuation and grammatical errors.
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Speak the reader’s language by using the vocabulary you are targeting.
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Make a strong statement; that means using the most relevant information-nothing less, nothing more.
Things to notice: -
You would be surprised how many people forget to include their home (permanent) phone number. You can use a second school number as well.
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It is permissible to eliminate high school data if it doesn’t add to the total picture. Employers will get this information on the application form anyway.
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Use numbers and quantities where possible.
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It simplifies matters to eliminate month designations.
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Rewards and citations help.
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Note more details on real results, and the communications of value stressed over simple “duties”.
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It is permissible to claim a piece of the overall successes.
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When applying for a post abroad give the names of equivalent qualifications which can be easily understood by the reader. If there is no equivalent qualification, describe the diploma obtained.
eg. a D.E.U.G.: a University qualification obtained after two years’ study
WRITING A REPORT
Recommendations on writing reports:
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A report should be well organized with information presented in a logical order. There is no set layout for a report. The layout will depend on:
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The type of report (for example, it may the result of an investigation or a progress report; it may be short or long, formal or informal, etc.)
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The particular style that a company uses for its reports.
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The format used for this example is common for many formal reports:
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Title
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Terms of reference
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Procedure
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Findings
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Conclusions
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Recommendations
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Another common structure for a short report is:
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Title
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Introduction
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Main body (Findings)
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Conclusions
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Recommendations
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Formal reports normally contain:
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Sections and subsections
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Headings and subheadings
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A numbering system
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Indented information
All these help to make the report easy to read.
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Terms of reference/introduction usually includes:
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Who asked for the report
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Why the report is being written
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The purpose/ subject of the report
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When it should be submitted by
The introduction to the report sometimes contains the Procedure (also called Proceedings) – where/how you got the information.
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Findings are the fact you discovered.
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Conclusions are what you think about the facts and how you interpret them.
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Recommendations are practical suggestions as to what should be done to solve the problem, remedy the situation, etc.
A report sample
Report on staff lateness
Terms of reference
Louise Dawson, Personnel Manager has requested this report on staff lateness at the new London office. The report was to be submitted to her by 20 April.
Procedure
Out of 24 members of staff, 23 were surveyed about:
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Their method of transport.
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Time taken to get to work.
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Problems encountered.
Findings
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All staff are late at least once every two weeks.
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Fifteen members of staff use the underground, two use the bus and six travel by car.
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Travelling time varies between 20 minutes and one hour.
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All staff experienced problems.
(i)All members of staff experienced delays on the Underground (Circle, Central, Northern and District lines) due to:
1. Signal problems
2. Engineering work
3. Overcrowding
4. Poor train frequency on some lines
(ii) Members of staff who use the bus experienced delays due to traffic jams.
(iii) Members of staff who travel by car also experienced delays due to traffic jams and two had problems parking , particularly on Mondays and Tuesdays.
Conclusions
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All staff using public transport are late because the Underground and bus services are unreliable.
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A minority of members of staff who travel by car experienced problems with parking.
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The office opens at 9.00 am and so staff are forced to travel during the rush hour.
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Members of staff are leaving sufficient time for their journeys which are extended due to delays.
Recommendations
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Members of staff should leave longer for their journeys in order to allow for delays.
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Staff should investigate alternative routes and means of transport.
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It is recommended that staff who travel by car and experience parking problems use the new car park in Commercial Road, which opens next week.
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It is recommended that the Personnel Director investigates the possibility of introducing a flexitime system so staff do not have to travel during the rush hour.
John Atkinson
Office Manager
18 April
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