Business/Professional English: Useful Expressions: Part 2

The following information is used for educational purposes only.

Analyzing Problems



Focusing on the main problem/issue

What is the main problem?

What is the real issue (here)?

(I think) the major problem is . . .

Our primary concern is . . .

The crux of the matter is . . .

(As I see it), the most important thing is . . .

The main problem we need to solve is . . .

We really need to take care of . . .

It all comes down to this:




Asking for input

What should we do about it?

What needs to be done?

What do you think we should do?

What are we going to do about it?

Do you have any suggestions?

Any ideas?




Making Recommendations

I recommend that . . .

I suggest that . . .

I would like to propose that . . .

Why don't we . . .



Making Appointments

I'd like to make an appointment with Dr. Bill.

I'd like to schedule a meeting with Ms. Terry.

Could I schedule a time to meet with Mr. East?


What time is best for you?


When would be a good time for you?


Would 9:00 on Thursday be okay?


He'll be in on Tuesday.



His schedule is open all day Monday.



She's free any day but Wednesday.


Dr. Itup will be away until Friday.

Will Mr. Rodgers be in tomorrow?

Is he available next Wednesday?

Does he have any openings on Tuesday?

Does she have any time on Thursday?


Sorry, her calendar is full on Monday.


She will be out on Wednesday.


He doesn't have time on Tuesday.


How about Friday at 4:00?

Thursday at 10:00 will be fine.

Friday at 11:00 sounds good.

Okay. Tuesday morning at 9.

Monday at 8:00 is not good for me.

Wednesday is not possible.


Closing a Conversation




Pre-closing

It's been nice talking to you.

It's been great talking with you.

I really enjoyed meeting you.

It was nice meeting you, Mr. Brown.

I'm sorry, but I have to go now.

I'm afraid I have to leave now.

Thanks for the information/ the tour/ your time.

Thanks for taking the time to talk with us.

Follow up

I'll give you a call.

I'll send you an e-mail.

I'll put a packet in the mail for you.

We'll send out that information right away.

I'll have my secretary schedule an appointment.

Could you send me a brochure/some more information?

Could I contact you by e-mail/at your office?

How do I get in touch with you?

How can I reach/contact you?

Closing

I look forward to seeing you again.

We'll see you on Friday.

See you next week.

Let me give you my business card.

Here's my e-mail/office number.

Let's keep in touch by e-mail.

We'll be in touch.

Call me if you have any questions.

E-mail me.


Discussing Agenda Items



Let's start with . . .

Let's start by . . .

The first item on the agenda is . . .

We need to discuss . . .

Let's look at item number one.

Let's move on to number two.

The next item on the agenda is . . .

What's next on the agenda?

Does anyone have any comments?

Any comments?

Are there any comments on that?

What do you think?

Good idea.

Good point.

Does everyone agree on that?




Helpful Hints for Business Letters and E-mails


Before writing a business letter/an e-mail, consider the following:


Objective(s)

Why am I writing this letter/e-mail?

What do I hope to accomplish?

What action do I want from my reader?

Your Audience

Who will read this letter/e-mail?

How can I appeal to the reader's interest?

What attitude might the reader have toward this information?

Will the reader consider this good news or bad news?

Organization

What information should be included first/last?

What details does the reader need to know?

Does my conclusion motivate the reader to do something?

Do I end the letter in a positive and polite manner?

Professionalism

Do I use a professional business letter/e-mail format?

Do my language and style show a positive attitude toward the reader/the company/the product/the information.

Will my reader be offended by anything in the letter/e-mail?




Proofreading

Are there any spelling errors, typos, etc.?

Is the format of the letter/e-mail appropriate?

Have I signed my name?



Writer's Checklist



For Business Letters/e-mails

1. Receiver (Who are you writing this to?)

Someone you know (friend, colleague, business partner, group, company)

Some one you don't know (To whom it may concern, Dear Sir/Madam)

How do you expect the receiver to respond?

2. Sender (Who are you?)

What is your relationship to the reader/receiver(s)?

What role are you assuming in the letter/e-mail?

(friend, colleague, etc.)

3. Context (What background information does the reader need?)

Bring the reader up to date first.

Establish a connection

As requested . . .

It was nice meeting you in Toronto last week . . .

I read your article in Vague Magazine . .

Supporting details

Time frame (sequence of events)

4. Message (What do you want the reader to know or do?)

What do you hope to accomplish with the letter/e-mail/ (inform, persuade, initiate action)

I am writing to inquire about . . .

Could you please send me . . .

Polite requests

Please . . .

Would you mind . . .

Could you please . . .

Would you be so kind as to . . .

5. Medium (What is the appropriate format?)

Fax, e-mail, formal business letter, memo, informal note

6. Tone (What tone do you wish to convey?)

informative

polite

business-like

friendly

humble

assertive

urgent

irate

7. Other recipients (Are there others who need to be informed of this communication?)

cc: courtesy copy



Common Phrases for Business Letters



Request for information

I am writing to inquire about . . .


I am writing in reference to . . .

I read/heard . . . and would like to know . . .

Could you please send me . . .


at the address below/above

Thank you for your assistance.


I look forward to hearing from you.

Response to request

Thank you for your interest/inquiry

Enclosed is the information you requested.


You can learn more about this at . . .

If you have further questions,

If you require assistance, please contact:

If I can be of more help, please feel free to contact me at . . .

Sample Sentences: Requests

Could you please send me your most recent brochure?

Could you fax me the results of the market survey?

I would like to order ten copies of the book, Touchy Situations.

I would be very grateful if you could send me this information.

Please return the enclosed envelope with your payment.

Sample Sentences: Goodwill

Thank you for your hospitality.

I enjoyed having lunch with you last week while I was in New York.

Congratulations on your promotion to General Manager.

I want(ed) to congratulate you on your new position.

I was happy to hear that contract negotiations went well.

Sample Sentences: Introduction of Product/Service.

I am writing to tell you about . . .

(Our new product) is coming out next month.

This product/service is designed to (help you) . . .

Sample Sentences: Reference

I am writing in regard to . . .

I am writing in reference to . . .

Please refer to the enclosed invoice/brochure.

I hope you have had a chance to look over the materials we sent.

Sample Sentences: Confirmation

I am writing to confirm . . .

I would like to confirm what we discussed last Friday.

I would just like to confirm the main points we discussed . . .

Sample Sentences: Notification

I am writing to let you know that . . .

Please be aware/informed that . . .

I would like to inform you of a recent policy change.

I am happy to inform

you that . . .

Your request for funding has been approved.

Sample Sentences: Offering Assistance

We would be happy to . . .

If we can be of assistance, please don't hesitate to ask.

Sample Sentences: Collection

According to our records . . .

Our records show that . . .

Your monthly installment is past due.

Please send payment as soon as possible.



Business Letters (Samples)



**** Sample Letter: Modified Block Style ****


Trent Chang
56 Somerset Lane
Kai Tak, Kowloon
Hong Kong


April 21, 2001


Marketing Director
Dymon Publications
2201 South Maple Street
Salt Lake City, UT 84797
U.S.A.

Dear Sir/Madam,

I would like to order ten (10) copies of the book, Touchy Situations: A Conversation Text for ESL Students. I recently came across this book at a local teachers' conference and was very impressed by its format and contents. Could you please send the books by express mail? I need them for class next Monday. Also, would you mind sending your latest catalog or brochure?

Thank you for your prompt attention. I look forward to hearing from you soon.

Best regards,

Trent Chang



___________________________________________________________


**** Sample Letter: Block Style ****



Dymon Publications
2201 South Maple Street
Salt Lake City, UT 84797
U.S.A.

April 21, 2001

Trent Chang
56 Somerset Lane
Kai Tak, Kowloon
Hong Kong

Dear Mr. Chang,
Thank you for your order of Touchy Situations: A Conversation Text for ESL Students. I sent the books by RedFex on April 20. They should be arriving within a few days if they are not there already. Please let me know if there are any problems with the shipment.

As requested, I am enclosing a brochure, which provides information about our other products. You may also check out our web site at http://www.dymonbooks.com.

If you have further questions, please don't hesitate to contact me.

Sincerely,

Alan Gordon
Dymon Publications

Enc: brochure