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ENGLISH FOR SPECIFIC PURPOSES

ENGLISH FOR BUSINESS MANAGEMENT

LECTURER : Mr. KOKOK DJOKO PURWANTO, M.Pd

THE MEMBERS OF 10th GROUP XR CLASS :

1. Tuhfatul Muna 201312500152


2. Nur Halimah 201312500184
3. Leni Miftahilah 201312500205
4. Yani Handayani 201312500185

ENGLISH EDUCATION PROGRAM


FACULTY OF LANGUAGES AND ARTS
UNIVERSITY OF INDRAPRASTA PGRI
2016
I. COMPANY, JOB, AND JOB DESCRIPTION

Company performance

We are the market leaders in three countries.

We have expanded our operations.

Our company has grown by one-third.

We make annual profits of $1 million.

Our turnover is in excess of $2 million.

Company structure

At the head is the President, or CEO.

Below the President is the Managing Director, who has overall responsibility
for the day-to-day running of the company.

The company is divided into different departments, each with its own
director. The Marketing and Sales department consists of the sales team, and
customer services. The Administration department also includes Human
Resources.

We employ more than 2000 people worldwide.

Talking about your products and services

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We make / produce packaging material.

We manufacture car engines.

We supply paper products.

We launched a new washing powder last month. It has revolutionized the


washing process. We have pioneered new ways of reducing energy costs in
domestic appliances.

We are researching new products for the home entertainment industry. We


hope to roll them out early next year.

We are developing new software for the internet. Our R&D department is
working closely with our international partners.

Talking About Your Job


Jack : Hi Peter. Can you tell me a little bit about your current job?
Peter : Certainly What would you like to know?
Jack : First of all, what do you work as?
Peter : I work as a computer technician at Schuller's and Co.
Jack : What do your responsibilities include?
Peter : I'm responsible for systems administration and in-house
programming.
Jack : What sort of problems do you deal with on a day-to-do basis?
Peter : Oh, there are always lots of small system glitches. I also provide
information on a need-to-know basis for employees.
Jack : What else does your job involve?
Peter : Well, as I said, for part of my job I have to develop in-house
programs for special company tasks.
Jack : Do you have to produce any reports?

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Peter : No, I just have to make sure that everything is in good working
order.
Jack : Do you ever attend meetings?
Peter : Yes, I attend organizational meetings at the end of the month.
Jack : Thanks for all the information, Peter.

Responsibilities
I report to the Marketing Manager.
I deal with customer enquiries.
We work closely with the sales team, who are in charge of customer accounts.
We co-operate with our offices worldwide.
We have more than one branch in some countries.
We are responsible for our own markets.

Job Description Example


Job Description
Title : Project Manager Customer Systems
The Project Manager Customer Systems will be responsible for the three
components of a successful systems launch: cost, quality, and schedule.
The Project Manager will forecast project costs as well as provide monthly
variance explanations. The ideal candidate will develop the system test plans
in accordance with the Center of Excellence standards to deliver high quality
results. In addition, the project manager will produce a fully resource loaded
project schedule that will be followed by a cross functional team.
Roles and Responsibilities include:
Project Schedule (50%) create and maintain a project schedule using
Microsoft Project. Ensure dependencies are identified, resources are
secured, and project is delivered within 30 days of the scheduled Go-Live
date.

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Testing Protocols (30%) establish system test protocols, load test
scenarios into Quality Center, and ensure 100% of functional enhancements
have passed testing before moving transports from the test environment
into production.
Project Finances (20%) maintain monthly budget status spreadsheets,
report results to the project management office (PMO) including forecast,
actual results, as well as variance summaries.

II. MANAGEMENT VOCABULARIES AT COMPANY


Annual General Meeting of a company's
AGM
shareholders.

Board of Directors A group of people chosen to establish policy for


and control a company
Chairman A person who heads a Board of Directors.
Chief Executive Officer - a person managing the
CEO
affairs of a corporation.

Headquarters A company's principal or main office or centre of


control.
Person elected by the shareholders to manage the
Director
company and decide its general policy.
A person responsible for day-to-day running of a
Manager
department (executive officer).
A senior director after the chairman responsible
Managing director
for day-to-day action.
Marketing A department that puts good on market, incl.

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department Packaging, advertising.
A table or plan showing a company's structure
Organisation chart
graphically.
Personnel A department responsible for recruitment and
Department welfare of staff or employees.
Production A department responsible for physical creation of
Department the product.
A department responsible for research and
R&D Department
development of new products.
The place where visitors and clients report on
Reception
arrival at a company.
A department responsible for finding customers
Sales Department
and making sales.
A person who holds or owns shares in or a part of
Shareholder
a company or corporation.
Any of several executive officers, each
Vice President
responsible for a seperate division.
Public Relations Department is responsible for
PR Department
communications with the public.
Chief Legal Officer - the chief lawyer of the
CLO
Legal Department (a general counsel).
Policy A set of plans or actions agreed on by a business.

The money and other benefits people receive for


Compensation
work.

Wage Compensation paid on an hourly basis.


Compensation paid on other than an hourly basis,
Salary such as weekly or monthly.

Money paid at the end of a specific period of time


Bonus for performance that exceeds the expected
standard.

All forms of compensation and services the


Employee Benefits company provides to employees in addition to
salaries and wages.

A company sponsored retirement plan that makes


Pension Plan
regular payments to employees after retirement.

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An employment plan that allows two people to
Job Sharing
share one full-time job.

Job Description A list of the basic tasks that make up a job.

A list of the qualifications a worker needs to do a


Job Specification
job.

All activities involved with acquiring,


Human Resources
developing, and compensating the people who do
Management (HRM)
the company's work.

A temporary or permanent reduction in the


Layoff
number of employees resulting from a change in
business conditions.
The release of an employee from the company
Discharge due to inappropriate work behavior.

Flextime A plan that lets employees choose their own work


hours, within specified limits.

Employee Assistance Provide confidential personal problem-solving,


Programs counseling, and support services for employees.

III. MEETING

Business English : Introduction to Meetings


One of the most common requirements of business English is holding meetings
in English. The following sections provide useful language and phrases for
conducting meetings and making contributions to a meeting.
Meetings generally follow a more or less similar structure and can be
divided into the following parts:
i. Introductions

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Opening the meeting welcoming and introducing participants stating the
principal objectives of a meeting giving apologies for someone who is
absent.
ii. Reviewing Past Business
Reading the minutes (notes) of the last meeting dealing with recent
developments.
iii. Beginning the Meeting
Introducing the agenda allocating roles (secretary, participants) agreeing on
the ground rules for the meeting (contributions, timing, decision-making,
etc).
iv. Discussing Items
Introducing the first item on the agenda closing an item next item giving
control to the next participant.
v. Finishing the Meeting
Summarizing finishing up suggesting and agreeing on time, date and place
for the next meeting thanking participants for attending closing the
meeting.

The following pages focus on each part of the meeting and the appropriate
language for each situation.
The following phrases are used to conduct a meeting. These phrases are useful
if you are called on to conduct a meeting :
A. Opening
Good morning/afternoon, everyone. If we are all here, let's get started /
start the meeting / start.
a) Welcoming and Introducing
Please join me in welcoming (name of participant) We're pleased to
welcome (name of participant) I'd like to extend a warm welcome to
(name of participant) It's a pleasure to welcome (name of participant)
I'd like to introduce (name of participant).
b) Stating the Principal Objectives

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We're here today to ... I'd like to make sure that we ... Our main aim
today is to ... I've called this meeting in order to ...
c) Giving Apologies for Someone Who is Absent
I'm afraid.., (name of participant) can't be with us today. She is in...
Unfortunately, (name of participant) ... will not be with us to day
because he ... I have received apologies for absence from (name of
participant), who is in (place).
d) Reading the Minutes (notes) of the Last Meeting
To begin with I'd like to quickly go through the minutes of our last
meeting. First, let's go over the report from the last meeting, which
was held on (date) Here are the minutes from our last meeting, which
was on (date).
e) Dealing with Recent Developments
Jack, can you tell us how the XYZ project is progressing? Jack, how is
the XYZ project coming along? John, have you completed the report
on the new accounting package? Has everyone received a copy of the
Tate Foundation report on current marketing trends?

B. Moving Forward
So, if there is nothing else we need to discuss, let's move on to today's
agenda. Shall we get down to business? Is there any other business? If
there are no further developments, i'd like to move on to today's topic.
a) Introducing the Agenda
Have you all received a copy of the agenda? There are X items on the
agenda. First, ... second, ... third, ... lastly, ... Shall we take the points
in this order? If you don't mind, I'd like to go in order today. skip item
1 and move on to item 3 I suggest we take item 2 last.
b) Allocating Roles (secretary, participants)
(Name of participant) has agreed to take the minutes. (name of
participant), would you mind taking the minutes? (name of
participant) has kindly agreed to give us a report on ... (name of

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participant) will lead point 1, (name of participant) point 2, and (name
of participant) point 3. (name of participant), would you mind taking
notes today?
c) Agreeing on the Ground Rules for the Meeting (contributions,
timing, decision-making, etc.)
We will first hear a short report on each point first, followed by a
discussion of ... I suggest we go round the table first. Let's make sure
we finish by ... I'd suggest we ... There will be five minutes for each
item. We'll have to keep each item to 15 minutes. Otherwise we'll
never get through.
d) Introducing the First Item on the Agenda
So, let's start with ... I'd suggest we start with... Why don't we start
with... So, the first item on the agenda is Pete, would you like to kick
off? Shall we start with ... (name of participant), would you like to
introduce this item?
e) Closing an Item
I think that takes care of the first item. Shall we leave that item? Why
don't we move on to... If nobody has anything else to add, lets ...
f) Next Item
Let's move onto the next item Now that we've discussed X, let's
now ... The next item on today's agenda is... Now we come to the
question of.
g) Giving Control to the Next Participant
I'd like to hand over to (name of participant), who is going to lead the
next point. Next, (name of participant) is going to take us through ...
Now, I'd like to introduce (name of participant) who is going to ...
h) Summarizing
Before we close today's meeting, let me just summarize the main
points. Let me quickly go over today's main points. To sum up, ...,.
OK, why don't we quickly summarize what we've done today. In brief,
... Shall I go over the main points?

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i) Finishing Up
Right, it looks as though we've covered the main items. If there are no
other comments, I'd like to wrap this meeting up. Let's bring this to a
close for today. Is there Any Other Business?
j) Suggesting and Agreeing on Time, Date and Place for the Next
Meeting
Can we set the date for the next meeting, please? So, the next meeting
will be on ... (day), the . . . (date) of.. . (month) at ... Let's next meet on
... (day), the . . . (date) of.. . (month) at ... What about the following
Wednesday? How is that?
k) Thanking Participants for Attending
I'd like to thank Marianne and Jeremy for coming over from London.
Thank you all for attending. Thank you for your participation.

C. Closing the Meeting


The meeting is finished, we'll see each other next ... The meeting is
closed...I declare the meeting closed.
The following phrases are used to participate in a meeting. These phrases
are useful for expressing your ideas and giving input to a meeting :
a) Getting the Chairperson's Attention
(Mister/Madam) chairman. May I have a word?... If I may, I think...
Excuse me for interrupting. May I come in here?
b) Giving Opinions
I'm positive that... I (really) feel that... In my opinion... The way I see
things... If you ask me,... I tend to think that...
c) Asking for Opinions
Are you positive that...
Do you (really) think that...
(name of participant) can we get your input?
How do you feel about...?
d) Commenting

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That's interesting . I never thought about it that way before. Good
point! I get your point. I see what you mean.
e) Agreeing
I totally agree with you. Exactly! That's (exactly) the way I feel. I
have to agree with (name of participant).
f) Disagreeing
Unfortunately, I see it differently.
Up to a point I agree with you, but...
(I'm afraid) I can't agree
g) Advising and Suggesting
Let's... We should... Why don't you.... How/What about... I
suggest/recommend that...
h) Clarifying
Let me spell out... Have I made that clear? Do you see what I'm
getting at? Let me put this another way... I'd just like to repeat that...
i) Requesting Information
Please, could you... I'd like you to... Would you mind... I wonder if
you could...
j) Asking for Repetition
I'm afraid I didn't understand that. Could you repeat what you just
said? I didn't catch that. Could you repeat that, please? I missed that.
Could you say it again, please? Could you run that by me one more
time?
k) Asking for Clarification
I don't quite follow you. What exactly do you mean? I'm afraid I don't
quite understand what your are getting at. Could you explain to me
how that is going to work? I don't see what you mean. Could we have
some more details, please?
l) Asking for Verification
You did say next week, didn't you? ('did' is stressed) Do you mean
that...? Is it true that...?

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m) Asking for Spelling
Could you spell that, please? Would you mind spelling that for me,
please?
n) Asking for Contributions
We haven't heard from you yet, (name of participant). What do you
think about this proposal? Would you like to add anything, (name of
participant)? Has anyone else got anything to contribute? Are there
any more comments?
o) Correcting Information
Sorry, I think you misunderstood what I said. Sorry, that's not quite
right. I'm afraid you don't understand what I'm saying. That's not quite
what I had in mind. That's not what I meant.
p) Keeping the Meeting On Target (time, relevance, decisions)
We're running short of time. Well, that seems to be all the time we
have today. Please be brief. I'm afraid we've run out of time. I'm afraid
that's outside the scope of this meeting. Let's get back on track, why
don't we? That's not really why we're here today. Why don't we return
to the main focus of today's meeting. We'll have to leave that to
another time. We're beginning to lose sight of the main point. Keep to
the point, please. I think we'd better leave that for another meeting.
Are we ready to make a decision?
IV. MAKING APPOINTMENT

Requesting an appointment:

Politely asking for a meeting

If possible, I would like to come by and see you [tomorrow]?

I was wondering if we could get together [on Tuesday]?

Do you think we could get together [next week]?

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Do you mind if we get together [sometime]?

Could I visit you [later today]?

Could I meet with you about this?

Can we get together and talk about this?

Is there a good time for us to get together [on Monday]?

Suggesting a time / date:

Could we meet at _________ on ________ the _____ of _____?

Could we meet at 10AM on Monday the 3rd of July?

Could we . . .

Can we . . .

Is it possible to . . .

Id like to see you at [time and date] . . .

Would [time and date] be good for you?

Rejecting a time / date:

Apologize and give a reason

Im sorry, Ive got another meeting then.

Im afraid I cant, Im out of town that day.

I wish I could, but . . .

[Date / time] is not good for me, Im sorry.

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Suggesting an alternative time / date:

How about next Friday, instead?

Maybe 11:00 a.m., instead?

How about . . .

Could you do it at . . .

Agreeing to a time and date:

Thats fine. Ill see you then.

That sounds fine/good/great/super to me.

Yes, lets try that.

Perfect, lets do it then.

Perfect, lets do that.

Practice the following dialog with a partner :

Henry : Hello, Mr. Zain? This is Henry Chu over at Hitachi.

Zain : Hello Henry, what can I do for you?

Henry : I was wondering if we could get together on Tuesday to talk


about the specs* on the relays you ordered.

Zain : Tuesday sounds fine to me, what time is good for you?

Henry : How about 2 p.m.?

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Zain : Im sorry, Ive got to meet with Mr. al Ghazi then, but any other
time is fine.

Henry : Can we try 3 p.m. then?

Zain : Thats perfect, see you then.

Henry : Thank you Mr. Zain, Ill see you Tuesday then, at 3 p.m.**

* specs are short for specifications or details


** repeat the time to confirm agreement -this is not always done

V. EMAIL

Whether youare writing to friends, colleagues or to a potential business


partner, your main goal is to get your message across, in other words, to ensure
the recipient understands you.
If you use improper or incorrect language and continuously make mistakes
in your e-mail, not only might you fail to make yourself understood, you might
also fail to make a good impression on the reader.
To avoid this, you can run your e-mail through a grammar and spell checker,
however, this in itself wont guarantee that youre using the right words and
expressions.

1) GREETINGS
Formal
Dear Sir/ Madam,
Dear Sir or Madam,
To whom it may concern: (especially AmE)
Dear Mr/ Ms Jones,
Dear Dr Smith,
(note: First names are NOT used. Using Miss or Mrs to address a
woman is not appropriate, as you dont know whether shes married
or not).
Informal
Hi Dennis,
Hello Claire,
Dear Mum,

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(note: salutations are followed by a (,) comma, exception : To whom it
may concern:).

2) REASON FOR WRITING / REPLYING


Formal
I am writing to make a reservation/ to apply for the position of/ to
confirm my booking/ to ask for further information about...
I am writing with regard to the sale of / to the complaint you made
on 29th February..
Thank you for your e-mail of 29th February regarding the sale of /
concerning the conference in Brussels...
With reference to our telephone conversation on Friday, I would
like to let you know that...
Semi-formal / Informal
Just a quick note to invite you to / to tell you that..
This is to invite you to join us for...
Thanks for your e-mail, it was wonderful / great to hear from you.
I wanted to let you know that / tell you about / ask you if..

3) MAKING A REQUEST / ASKING FOR INFORMATION


Formal
Could you please let me know if you can attend / if you are
available for a meeting on 12th December?
I would appreciate it if you could please send me a brochure/ if you
could please reply within two days.
Could you possibly arrange a meeting with the Logistics Manager?
I would also like to know if there are any swimming pools in your
area.
Please let me know how much the tickets cost.
Informal
I was wondering if you could come and see me sometime next
week.
Would you mind coming early to help me clear up the place?
Do you think you could call Jerry for me?
Can you call me/ get back to me asap? (as soon as possible)

4) OFFERING HELP / GIVING INFORMATION


Formal

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We are happy to let you know that your article has been selected for
publication.
I am glad to inform you that we will be holding our annual
conference in Brussels on 20 September 2014.
We regret to inform you that the show has been cancelled due to
bad weather conditions.
We are willing to arrange another meeting with the CEO.
We would be glad to send you another statement if necessary.
Please do let me know if I can be of further assistance.
Should you need any further information/assistance, please do not
hesitate to contact us.
Informal
Im sorry, but I cant make it tomorrow. (= I cant come
tomorrow).
Im happy to tell you that John and I are getting married next
month.
Would you like me to come early and help you clear up the place?
How aboutI come and help you out?
Do you need a hand with moving the furniture?

5) COMPLAINING
Formal
I am writing to express my dissatisfaction with / to complain
about...
I regret to say that I was not completely satisfied with the room you
provided us.
We regret to inform you that your payment is considerably overdue.
I would like to receive a full refund and compensation for the
damages.
I am interested to hear how your company can compensate us for
the distress we suffered.
Informal
Im sorry to say that youre late with the payments.
I hope you wont mind me saying that the place youd
recommended to us wasnt as nice as wed expected.

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6) APOLOGIZING
Formal
We would like to apologize for any inconvenience caused.
Please accept our apologies for the delay.
Please let us know what we can do to compensate you for the
damages caused.
We will make sure that this will not happen again in the future.
I am afraid I will not be able to attend the conference.
Informal
Im sorry for the trouble I caused.
I apologize for the delay.
I promise it wont happen again
Im sorry, but I cant make it to the meeting.

7) ATTACHING FILES
Formal
I am attaching my CV for your consideration.
I am sending you the brochure as an attachment.
Please see the statement attached.
Please find attached the file you requested.
I am afraid I cannot open the file you have sent me.
Could you send it again in format?
Informal
Im attaching / sending you the holiday photos.
Sorry, but I cant open it. Can you send it again in format?

8) ENDING
Formal
I look forward to hearing from you.
I look forward to hearing when you are planning to visit our town.

Informal
Hope to hear from you soon.
Im looking forward to seeing you.

9) CLOSING FORMULA
Formal
Yours faithfully, (when you start with Dear Sir/ Madam,)
Yours sincerely, (when you start with the name e.g. Dear Ms
Collins)

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Sincerely Yours, (AmE)
Sincerely, (AmE)
Yours Truly, (AmE)
Informal
Love,
Thanks,
Take care,
Yours,
Best regards, (semi-formal, also BR)

One more thing to keep in mind is that in formal correspondence contractions


are rarely used, so remember to write I do not instead of I dont or they cannot
instead of they cant and so on.

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