ENGLISH FOR SPECIFIC PURPOSE ENGLISH FOR BUSINESS (SECRETARY) ARRANGED BY: RINI ANGGRINA (2215081388) 08 DIK A REG
ENGLISH LANGUAGE EDUCATION STUDY PROGRAM FACULTY OF LANGUAGES AND ARTS STATE UNIVERSITY OF JAKARTA 2011 TABLE OF CONTENTSUNIT 1 : Arranging a business meetingSkill : Reading – Writing a. Writing formal and informal letters (confirming for invitations) 1. Identify the informal and informal language of a letter 2. Identify the opening and closing phrases for different kinds of letter 3. Identify the tone of a letter 4. Identify how to begin and end a letter 5. Write a draft of formal and informal letter b. Writing a memo 1. Identify the informal language of a memo 2. Identify the phrasal verb of a memo 3. Identify the preposition used for a memo 4. Write a draft of a memoUNIT 2 : Making an order (confirmation)Skill : Reading-Writinga. Writing a letter of confirmation of an order - Identify the parts of letter used for confirmation of order letter - Identify the phrases used for confirmation of an order - State the formal language used for confirmation of an order
- Write a draft of confirmation of an order - Write a confirmation of an order letterUNIT 3 : Making an invitation lettersSkill : Reading-Writinga. Writing a letter of invitation (formal) - Identify the structure of a formal letter of invitation - Write a draft of a formal letter of invitation - Write a formal letter of invitationb. Writing a letter of acceptance (formal and informal) - Identify the formal language of a letter of acceptance - Identify the informal language of a letter of acceptance - Write a formal letter of acceptance - Write an informal letter of acceptancec. Writing a letter of declining an invitation and suggesting alternative arrangements (formal and informal) - Identify the phrases used for declining a formal invitation and suggesting alternative arrangements - Identify the phrases used for declining an informal invitation and suggesting alternative arrangements - Write a formal invitation and suggesting alternative arrangements - Write an informal invitation and suggesting alternative arrangementsd. Writing a press release - Identify the structure of press-release - Write a draft of press release - Write a press release
UNIT 4 : Writing reportsSkill : Reading-Writinga. Writing a note - Identify the formal and informal language used in writing a note - Identify the connectors used in writing a note - Write a noteb. Writing a report - Identify the structure of a formal report - Identify the phrases used in formal report - State the correct phrases used in formal report - Write a draft of formal report - Write a formal reportUNIT 5 : Making letters of complaint (ultimatum, apology, settlement)Skill : Reading-Writinga. Writing a letter of complaint - Identify the basic principles of a letter of complaint - Identify the phrases used for expressing complaint - Identify how to begin and end a letter of complaint - Identify the positive and negative word used in writing a letter of complaint - State the correct words in completing a letter of complaint - Write a draft of a letter of complaint - Write a letter of complaintb. Writing a letter of replying complaint - Identify the basic principles of a letter of replying complaint - Identify the formal and informal language used in writing a letter of replying complaint - State the correct words in completing a letter of replying complaint - Write a draft of a letter of replying complaint
- Write a letter of replying complaint Lesson PlanSubject : English for BusinessSpecification : Students of SecretaryTopic : letter asking confirmation of an orderTime allocation : 2 x 45 minutesSkills : Reading - WritingObjective : Students are able to write letters asking confirmation of an orderIndicators : • Students are able to identify the parts of letter used for confirmation of order letter • Students are able to identify the phrases used for confirmation of order letter • Students are able to write a draft of confirmation of order letter • Students are able to write a confirmation of order letterProcedures : • Pre-activity
In this part, the students are given an example of a confirmation of order letter. Then, the students are asked to read a confirmation of order letter then identify the parts of the confirmation of order letter. Then, the students are explained about the phrases used in the confirmation of order letter. • Whilst activity In this part, the students are expected to identify the phrase used in the confirmation of order letter. Then, the students are given a form of confirmation of order and have to write a draft of the confirmation of order letter based on the form completed. • Post activity In the last part or post activity, the students are asked to write a complete confirmation of order letter based on the instruction given in the task.Assessment :ASSESSMENT RUBRIC FOR CONFIRMATION LETTER Needs Excellent Good Satisfactory Improvement Includes all Includes all the Includes the Does not include requirements for a requirements for a requirements for a many elements of Elements & confirmation of confirmation of confirmation of a confirmation of Format order letter. order letter. order letter but order letter. Content is well Content is could be better Content is poorly organized. organized. organized. organized. Sentences and All sentences and Most sentences Many sentences paragraphs are paragraphs are and paragraphs and/or paragraphs Sentence & complete, well complete and well are complete and need work Paragraphs constructed and of constructed (no well constructed. varied structure. fragments or A few need some runons). work. There are no errors in There are 12 There are 34 There are more Grammar & grammar or spelling. Errors in grammar Errors in grammar than 4 errors in Spelling and/or spelling. and/or spelling grammar and/or spelling. There are no errors There are 12 errors There are 34 There are more in capitalization and in capitalization and errors than 4 errors inCapitalization & punctuation. punctuation. in capitalization capitalization and Punctuatioin and punctuation. punctuation.
]Learning materials:The task one is provided to fulfill the first learning indicators which are identifying the parts ofletter used for confirmation of an order letter. The following task is the task one:Parts of a letter (1)
Read at the letter. Then identify the parts of the letter based on its colors like the exampleabove! Letter asking confirmation of orderPerhaps you have placed an order through the phone or online, and after a couple of hours ordays of waiting, you still have not received any confirmation of your order. When this happens,you may find the need to write a letter which confirms your order. This will also serve as areminder to company about your business transaction.The purpose of writing a confirmation letter for an order you have placed is also to clarify detailsor specifications which are integral in the product that you need. This becomes useful when youare ordering different kinds of customized products. Also, when you are ordering products or
materials using promotions or discounts, you, too, have to indicate them in your confirmationletter. Take a look at this example:Camille JonesStore ManagerDEF Toy Store47 Poplar StOakland, NJ 07436April 27, 2010Dear Ma’am:I would like to confirm the placement of my order for 3 sets of the Nala Talking Dino Dollswhich are priced at $50 each, my bill having a total sum of $150. I placed the order by making aphone call through your Customer Hotline (201) 888-8888. The sales agent who took my order isnamed Melissa Jeans and the transaction was made yesterday, April 26 with transaction number479099912.I am expecting to have the toys delivered to my address at 57 Henry St. Hasbrouck Heights, NJ07604 within seven days through your speed delivery promo, which states that failure to deliverthe products on time would translate to a twenty-dollar discount on my next purchase from yourstore.Thank you for taking time to read my letter. Should you need more information my number is(201) 555-5821. You may also email me at firstname.lastname@example.orgYours sincerely,Claire HopkinsThe task two is provided to fulfill the second learning indicator which is identifying the phrasesof letter used for letter asking confirmation of an order. The following task is the task two:
Read the following letter. Here is the letter to an Italian supplier, Lanificio Bonardi SRL inMilan, confirming an order for cloth and other furnishings. Fill in the gaps using thephrases at the end of the letter! Re: order Ref. No. 184/32 May 29thDear Signora Caramellino,....(1) the order we discussed on the telephone this morning for the following: Quality Pieces Width x Length Colour Price 3707 15 120 40 180 6.000 22 “ “ 172 6.100 3 “ “ 171 1.300 (CIF London).....(2) it is essential that there should be no colour variation as the material must match thecarpets which are already in production....(3)that you can deliver to our factory by July 31 st....(4)Please ship the goods to our clearing agent in London, sending him the negotiable documents byair. No trans-shipment please....(5)the fact that the last shipment was badly creased.....(6) that thegoods are rolled full width in order....(7)...?Would you also please confirm the special terms weagreed by telephone, namely 120 days from....(8)..?Yours sincerely,J. WingateGeneral ManagerThe phrases used for letter asking confirmation of an order • Could you please check...
• We must point out... • The date of invoice. • This is to confirm.. • At latest • May we remind you of... • To avoid a recurrence • We would like to assurance...The task three is provided to fulfill the third learning indicators which is the students have towrite a draft a confirmation of an order letter. The following task is the task three:Look at the form of the confirmation of an order. Then, complete this confirmation orderform. Then, write your own draft of confirmation of an order letter based on thecompleting form!Lanificio Bonardi SRL MILANO CONFIRMATION OF ORDER Customer Order dated Customer’s Reference Confirmation dated Our Reference 4th June 8/MI/438 Terms of Payment Despatch Method To arrive................... Quality Colour Width cm Piece Length No. Of Pieces Price Special instructions Total Value...........
Signed...................The task four is provided to fulfill the fourth learning indicators which is the students have towrite a confirmation of an order letter. The following task is the task four:Write a letter dealing with payments and orders on products or merchandise of businessactivity are called order letters. The document confirms the seller that the customerrequires a particular number of products within a specified time. Writing these lettersdepends on the situation and the condition of the business. Before writing the letter, youneed to select the right words and phrase them correctly. If your letters are not exactcordial and tactful, you may lose your customers and their good will.In the letter, you should be definite and complete so that the reader feels exactly what thewriter wishes for.
JUSTIFICATIONIn developing materials, the writer adapted a book written by Cynthia Beresford, BusinessCommunication, BBC English course which this book just consist of two main skills to developEnglish skills. Both of those skills are reading and writing skills. This book is intended for anyonewho handles business communication in English. Based on this book, the writer decided to givemore concern in ‘Secretary Students’.The writer used this book to develop the learning material, because this book is appropriatedused to learn English for secretary students. There are many kinds of business formal andinformal letter that are provided by this book. Not only that, this book is also provided thereader about the way to write the kinds of letter well by using appropriate phrase or choicewords.Based on the book, the writer decided to take unit 3 as the materials to develop the writingskills of the students which is the students here are secretaries. In this unit, actually there arethree kinds of letter have to be learned, the material are confirmation of an order letter, letterof apology, and an insurance claim. But the writer just took “Confirmation of an Order letter”to develop as the materials in this assignment.In the writer opinion, Confirmation of an Order letter is very good to be learned by secretarystudents to develop their ability in writing skills of English. It is because the students have to bemasters in writing many kinds of business letter, formal and informal form.
ReferenceBusiness Communication: Practical written English for the modern business world. CynthiaBeresford. BBc English by Radio & Televisionresouceshttp://www.bestsampleresume.com/letters/order-letters.htmlhttp://www.ttykk.edu.ee/tekstid/order.pdfhttp://www.elf.stuba.sk/Katedry/KJAZ/E4PC/WWW/Resources/letter.pdfhttp://officewriting.com/category/sample-letters/confirmation-letter/