It’s my last day in the office on Friday, and I’m giving a small goodbye party, 16:30 in room 122. Hope you can come.
CU
Jenny
Sometimes people use abbreviations if they want to save time:
CU – see you
Thx – thanks
RUOK – are you OK?
Approx. – approximately
ASAP – as soon as possible
Attn – for attention
Cc – copy to
ETA – estimated time of arrival
FAO – for the attention
FYI – for your information
N.B. – please note
Pcs – pieces
Pp – on behalf of (per pro)
Re – regarding
Ref. – reference
RSVP – please reply
tba – to be advised/to be agreed
tbc – to be confirmed
Task: Use the notes and the diary page to write a short e-mail to all staff in the Marketing Department. Write about 30 words, using the useful phrases from the module.
M E S S A G E
For: Pierre From: Hank Date: Friday 10th of May Pierre, Can you organize a meeting with all Marketing staff, and email everyone to tell them the details? |
Thanks – see you when I get back from Amsterdam. Diary Tuesday 14 09:00 Meeting with Jacques until 11:00 10:00 ----------------------------------- 11:00 ----------------------------------- 12:00 Lunch with Nicole – until 14:00 14:00 ----------------------------------- 16:00 Taxi to airport 18:00 Flight KL1058 Amsterdam |
Subject: Attachments: none To all Marketing staff …………………………………………………….………………….. ………………………………………………………………………… |
Short reports
Some useful phrases.
Providing information
Could you send me a short report?
The members of the Board will hold a meeting
There is one thing missing in the report.
The purpose of the visit was to take part in the exhibition.
2000 enquiries were received.
We need to follow up customer enquiries immediately.
We recommend that the new agents should visit the UK.
Just one thing missing - could you please send the cost analysis?
Focus on facts and figures
This report shows sales from 2000-2003
Finance requested a report on expenditure.
We must ensure our prices are competitive.
We suggest looking at a number of alternatives.
Our recommendation is to sign the agreement.
Marketing expenditure rose this year.
Revenue last year exceeded $35K.
66 per cent of our customers are satisfied with our products.
A third of our customers are not satisfied.
Spending rose by 8 per cent last year.
Sales rose substantially.
There was a sharp rise of 40 per cent.
Sales were dropped slightly by 2 per cent.
Compared with last quarter, sales are higher.
The decline in sales is due to increased competition.
Profits rose in the last quarter.
A formal or informal report has a clear title and sub-headings. The format varies depending on the purpose of the report and individual company style, but usually has the following sections:
Title; Background/Introduction; Details/Findings; Actions/Recommendations; Conclusions.
Japan Visit Report Background The purpose of the visit was to take part in the Tokyo Technology Exhibition and appoint new agents to help promote our products in the Far East Details 10 000 visitors attended the Tokyo Exhibition. 2 000enquiries were received and 300 orders were placed. 2 new agents were appointed. Action/Recommendations. We need to follow up customer enquiries immediately. We recommend that the new agents should visit the UK to see our production processes. Conclusions The visit was very successful, resulting immediately in new business worth over £300 000. Japan will be a key market for us for the future. Report by Janet Robbins 14th October. |
Notices
Notices are used to inform people about changes of plan or to give instructions or warnings.
Notices need a clear heading.
The name and position of the person who wrote the notice and the date must be included.
Staff notice
On Wednesday 29 July, there will be a staff and management meeting to discuss opening a New York branch of the company. We look forward to hearing your suggestions as to how to ask for volunteers for relocation. Joanna Grey Office Manager, 26 July 2013 |
Meetings
Some useful phrases.
We need to set up a meeting. We are holding a meeting at 2 p.m. There will be a staff meeting tomorrow.
Can you let me know your availability next week?
How about next week sometime? What about Tuesday at 10 a.m. in my office?
Can you confirm the meeting on the 17th in Prague? Is 1 p.m. on Wednesday convenient?
I would be very pleased to visit you next Friday.
3 p.m. would be fine with me.
I look forward to seeing you again next week.
The purpose of the meeting is to brief you on the problem.
Please let me know in advance if you are unable to attend
Can you get back to me today?
It’s in my diary.
Can we reschedule for Monday?
Can you let me have all agenda items today please?
We’ll need to circulate the agenda.
Let me know if you want to make any changes.
We’ll need to rearrange the program.
I’ve attached the minutes of the meeting. (minutes of the meeting – are summary of the points discussed and agreed at the meetings).
Is it possible to put this on the agenda for Monday’s meeting?
I’d like to run through the final arrangements.
We need to ensure that everything runs smoothly.
Can you please send out amendment to everyone. (an amendment is a change).
I appreciate your comments on …(to pass something on means to give someone a message or information from someone else).
Your support is greatly appreciated.
An urgent meeting
M E M O R A N D U M (example)
To: all senior manages From: Rick Lovell, Chief Executive Date: 20 December We have a serious problem with the packing of one of our products. I want to meet urgently with all senior managers at 2 p.m. this afternoon in my office. The purpose of the meeting is to brief you (to give information) on the problem, decide the action we need to take and discuss how to manage the Media. Please clear your diaries for the whole of the afternoon RL |