Business English Tip of the Week

business-english-tipsEvery week we publish a business English tip concerning different aspects of business English. Topic areas include writing, speaking, listening, grammar, vocabulary, pronunciation, exams as well as general English. To receive 'Business English Tip of the Week' by email, just subscribe to our newsletter. You can choose whether to receive the newsletter weekly or monthly. Simply click on the link on the right to subscribe. It's free!

Open Punctuation /Full Blocked Layout Style

25 Oct 2015

In the past, writing and laying out a business letter was a pretty complex process. Not only did you have to be careful where you put your punctuation in the non-body sections of the letter, but certain parts of the letter itself needed to be indented, i.e. moved a number of spaces to the right. Putting a letter together like this took a lot of time.

Nowadays, business writers prefer simplicity over complexity. The punctuation and layout style preferred is the one that is the easiest and quickest to create. And it's the one that takes up the least thought.

Writers today tend to use OPEN PUNCTUATION and FULL BLOCKED LAYOUT STYLE.

Open Punctuation

In an Open Punctuation Style letter there is:

  • No punctuation at the end of lines in the inside address
  • No punctuation following the salutation and complimentary closing
  • No punctuation following references, enclosures, copies, etc.

Full Blocked Layout Style

When using a full blocked layout style in a business letter there is:

  • No indentation of the salutation and complimentary closing
  • No indentation in the paragraphs of the letter
  • No indentation to the date, reference, enclosures, copies, etc.

In this style, the only part of the letter that is centred is the company letterhead.

Sample Letter

Here's an example of a business letter with open punctuation and full blocked layout style.

Sunshine Holidays
124 High Street
Bury St Edmunds
Suffolk
I
P29 7HG

Our Ref SLS/RWT

2 April 20xx

Mr K Francis
29 Darlington Mews
Bury St Edmunds
Suffolk
1P29 5JA

Dear Mr Francis

HOLIDAY ENQUIRY

Thank you for your recent enquiry. Please find enclosed our holiday brochure containing weekend breaks in Rome.

We are very proud of our weekend breaks and feel sure you will find just what you are looking for.

If you would like to make a booking, or require any further information, please do not hesitate to contact us.

Yours sincerely


John Jackson
Manager

Enc

cc Susan James

 

General Tips to Improve your English

16 Aug 2015

Techniques

1) Some people like to learn by studying English grammar and then using it in sentences. Other people like to learn by listening to spoken English and then repeating it the best way they can. Actually, the best way to learn is to use both of these techniques together.

New Words

2) When you learn a new word, write it down in your notebook. Write the definition in English, not in your own language. Below the meaning, write down the sentence or phrase where you found the word.

3) Many verbs, nouns and adjectives are used with certain prepositions. For example: afraid + of or apply + for. Make sure that you learn the words together with their prepositions.

4) Out of the four skills: reading, writing, speaking and listening, the best way to learn new words is through reading.

Reading

5) Read the day's newspaper in your own language and then read one in English. This way, you already know the context and main ideas of the main stories. It will be easier for you to guess the meaning of new words.

6) Read graded readers. These provide excellent reading practice for elementary to advanced level learners.

7) Read something that you are interested in. If you like sports, read about sports. If you like fashion, read about fashion.

Writing

8) Find a penpal, the traditional way, or an epal from the Internet.

9) Try reading and leaving messages on an online message board.

Speaking

10) Speak as much and as often as you can in English. Don't worry too much about your grammar when you speak. It's ok to make mistakes.
 

How to Address Someone in English

17 May 2013

English learners often feel confused about how to address people properly. Many feel uncomfortable asking the question, "What should I call you?" Even native English people find this question awkward. For example, many women don't know how to address their boyfriend's mother. On the other hand, some parents don't know what to call their children's teacher.

Why is "What should I call you?" such a difficult question to ask? Perhaps it's because you are asking the other person to provide their status or position in the world in relationship to yours. This position may involve age, job, education, religion and even marital status.

Since English is a language, rather than a culture, it is difficult to teach English learners exactly how to address people. There will always be some people and some professions that require more formality than others. Addressing people in writing has different rules and formalities than in speaking.

Asking the Question

If you are unsure of what to call someone, it's best to use a formal address or simply ask one of these questions:

What should I call you?
What should I call your mother?
What should I call you manager?
Can I call you Richard
Is it okay if I call you Deano? [the nickname you've heard others use]
What's your name? (use in a casual situation like a party or classroom where first names are used)

Answering the Question

Please, call me Jane. [first name].
You can call me Wedgy. [nickname].
Call me Dan if you like. [short form]

 

Questioning Someone About Their Company

03 May 2013

In this week's business English tip, we'll show you three different ways in which you can ask someone about the company they work for.

You can question someone about their company in a number of ways. Let’s look at three different questions types.

Closed Questions

Closed questions in the present simple tense usually begin with phrases like ‘do you,’ ‘have you,’ or ‘are you.’ These questions elicit ‘yes’/’no’ answers, and refer to the company’s present situation. Let’s look at a few examples of closed questions in the present simple tense:

Do you have any regional offices in Asia?
Have you got an office in Germany?
Do you have any plans to establish operations in China?
Do you target the telecommunications industry as well?
Does your company cater to the international market too?
Do you have any clients in France?
Are you planning to set up an office here?

NOTE: Closed questions are useful when you want specific information. If you are answering a closed question, however, answering with ‘yes’ or ‘no’ is generally insufficient. You will also be expected to provide additional information.

Open Ended Questions

Open ended questions usually begin with the five ‘wh’ question words (who, what, when, where, why) or ‘how’. They give the other person the chance to expand their answer. Let’s look at some examples of open questions:

Who founded your company?
When did the company launch its overseas operations?
What does the personnel management department do?
Where did you set up your first office?
Why did the company decide to shut down its Boston office?
How long did it take for your company to establish itself in the market?
What are your company’s plans for the future?
How are you planning to fund these new operations?

Indirect Questions / Question Statements

In the early stages of a conversation, or when asking something sensitive, it is a good idea to use indirect questions or question statements. Such questions generally start with phrases such as ‘I was wondering,’ ‘Could you tell me,’ and ‘I’d like to know.’ Here are some examples:

Could you tell me about your experiences with former clients? (Indirect Question)
I’d like to know how long it would take you to respond to a complaint from a customer. (Question Statement)
I was wondering if the product has had good sales in the international market. (Question Statement)
Could you tell me if your company is an equal opportunities employer? (Indirect Question)
Could you tell me what your policy is on refunds for customers? (Indirect Question)

Remember to choose your question type carefully to get the right information that you are looking for. Closed questions tell the other person that you’re looking for a quick answer, while open questions ask for detailed answers. Indirect questions are polite questions and should be used when it is appropriate to be more polite.

 

Communication Problems in English

03 Feb 2013

In this week's tip, we'll provide you with some advice on what to say if you can't understand or hear someone clearly.

If you don't understand what someone says:

If you are speaking to someone and you don't understand the meaning of what they say, you could say:

I’m not sure what you mean. Could you rephrase that, please?

If you ask someone to rephrase something, you are asking them to express the same meaning using different words. This is a useful phrase since you might not have understood because of the language they've used.

You could also use these phrases to clarify the meaning of what’s been said:

Could you explain what you mean?
What do you mean?
I’m sorry I don’t understand.
Could you explain what you mean by….?
Could you clarify what you mean when you say….?

If you can't hear what someone says:

If you can't hear what someone has said, try these phrases:

Sorry, I didn’t hear the last part of what you said.
Sorry, I didn’t catch the last part of what you said.
Could you say that again please?
Could you please repeat that?
Would you mind repeating that?
Would you mind talking a little slower, because my English is not fluent yet?
Sorry, could you speak up a little, please?
Would you mind speaking a little louder, please?

If someone can't hear what you've said:

Sometimes people may not understand what you are saying if you make a grammar mistake or use vocabulary in the wrong way. In these situations, you can say:

Let me rephrase that.
Let me try and say that again in a different way.
I’m trying to say that….
I wanted to say that….
Let me try to explain.

 

Test

05 Dec 2011
test  

Speaking Tips

07 Nov 2010

In this week's tip, we'll give you a couple of useful speaking advice.

Keeping a Conversation Going

What can you say when you want to encourage people to keep talking to you?

Try making a comment or asking a question it shows the other person you're interested in what they're saying.

Here are some examples of what you can say:

  • Making Comments

    'No' to show surprise

    'I don't believe it' to show surprise

    'Wow' to show admiration and surprise

    'That's incredible / That's amazing / That's unbelievable' to show great interest in the subject of conversation.

  • Asking Questions

    'Really?' - to show surprise

    'And you?' when someone asks you how you are.

    'Did you?' can be used to encourage someone to tell their story. For example, 'I saw her with him last night', 'Did you', 'They looked like they were getting on really well with each other and '.'

Agreeing with People

In English conversations, people often say that they agree or disagree with each other. There are many ways of agreeing and disagreeing and the one you use depends on how strongly you agree or disagree. Here's a list of common expressions:

'I think you're right.'

'I agree with you.'

'I feel the same way as you about it.'

If you want to agree more strongly, you can use these expressions:

'I couldn't agree with you more.'

'You're absolutely right.'

 
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