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Letters, Memoranda
& Email
Course Workbook
Copyright & Acknowledgements
Original version: ©UNHQ Training Section (1982)
Updated and key added in Geneva (2001)
by C. Waites
Updated and converted to electronic format at
UNHQ (2004) by J. Nooyen
Ongoing updates
by UNHQ English Language Programme (ELP)
(Language &
Communications Programme (LCP), OHRM)
Last update:
4 February 2005
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___________________________________________________________________
UNIT
1: LETTER FORMAT
Letter Writing Model
FORMAT
FOR A BUSINESS LETTER
Click on a number for an explanation of the corresponding feature of
a United Nations letter.
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Department
/ Organization Letterhead (1)
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REFERENCE: DPKO/FALD/04 (1): (2)
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1 September 2004 (3)
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Dear Ms Barton, (4)
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Thank
you for your kind letter inviting me to attend the seminar on Interviewing Techniques
which will be held 16 September
2001. Although I am sure that I would have greatly benefited from
participating in such a seminar, I regret that I will be away on mission at
that time. (5)
I
appreciate this invitation very much and hope that perhaps I might have a
similar opportunity at some time in the future.
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Yours sincerely, (6)
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Martha Bell(7)
Secretary of DPKO/FALD (8)
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Ms. Ralph Barton
International
Communication Institute
Via delle Sette Chiese 142
00145 Rome, Italy (9)
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NOTES
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(1) Letterhead
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When writing letters for department or organization
matters, use the official letterhead.
This letterhead can be found in MS Word. For MS Word 2002, follow these
directions:
Go to FILE → NEW →GENERAL TEMPLATES →[Link
to templates for your Department]
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(2) Reference
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According to the UN Correspondence Manual (UNHQ, 2000) a
reference number should be assigned to each piece of outgoing
correspondence to faciliate retrieval.
This number may, for instance, consist of:
- the
initials of the department in which the letter originated,
- the
initials of the office/section/unit that drafted the letter,
- an
indication of the year, and
- a
serial number in parenthesis.
NOTE: Use of reference numbers can vary. If unsure, check with your supervisor to determine
the system preferred in your Department or office.
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(3) Date
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The date should be in the form “2 August 2005”. Use cardinal numbers. Do not abbreviate the names of the
months. Do not use commas.
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(4) Salutation
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Always begin a salutation with Dear . This is a sign of formality (not intimacy!) in English.
For most letters,
use the following:
- For men: Dear Mr.Smith,*
- For women: DearMs
Smith,* (in most cases) OR DearMrs. Smith,* (if you know she’s married and
prefers this)
*Replace ‘Smith’ with the family name or names. Even if you know the reader well, do not
use the first name in official letters.
For impersonal
letters (rare)
When you do not know or cannot find the name of your
reader, you may use the following:
For very formal
letters
Very formal letters, such as a letter to an ambassador,
should use the following saluation:
- For men: Dear
Mr. Ambassador,
- For women: Dear
Madam Ambassador,
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(5) Body Format
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In letters written for the UN, identify paragraphs by
indenting (click TAB at the beginning of the paragraph) AND by adding an extra line between
paragraphs.
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(6) Closing
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- For most letters, you should
use Yours sincerely, or Sincerely yours,
- For impersonal letters that
begin with ‘Dear Sir or Madam’, close with Yours truly,
- For extremely formal letters
that begin with ‘Dear Mr./Madam Ambassador,’ use: I remain,
Dear Mr./Madam Ambassador,
Yours Sincerely,*
*Please
note the use of spacing and punctuation.
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(7) Your Name & Signature
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Several lines below the closing, type your full name. Remember to sign your letter before
sending it.
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(8) Your Job Title & Department
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In the line immediately below your typed name, type your
job title, Department and office/section/unit.
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(9) Name & Address of Recipient
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In the lower left corner, alligned with the beginning of
the salutation, type Mr./Ms/Mrs. and your recipients full name. Under this, type this address.
This part of the letter format is still done at the
United Nations, even though it doesn’t serve the use it once did. Until about 1990, the UN used envelopes
with an ‘address window’. The typed
address would show through this window.
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Back to Top
___________________________________________________________________
UNIT 2: BEGINNINGS & ENDINGS
Wrting Letters: BEGINNINGS
The way you begin a letter is determined by
·
the circumstances which caused you to write and
·
what you are trying to do in your letter.
This should usually be clear from the first
sentence(s).
REASONS FOR WRITING
(A) Answering Previous Communications
Below are some typical beginnings.
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your letter of 12 June in which you request …
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I am writing in response to
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Thank you for
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your letter of 12 June in which
you requested …
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We have received
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I am pleased to inform you …
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In reply to your letter of 12
June,
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Referring to your letter of 12
June,
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Further to our (telephone)
conversation of 12 June,
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II.
REQUESTING OR INQUIRING
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I am writing
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to
inquire about …
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with
regard to …
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I would like
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to
have some information about …
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I would appreciate
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it
if you could send me some information about …
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Back to
Top
Letter writing models
WRITING LETTERS: CLOSINGS
The way you end your
letter depends on the nature of the letter and what you expect to happen next
(a prompt answer, an end
to the exchange, etc.)
Below are a few possible
ways to end a letter.
I.
THANKING
a.
If you have given information requiring action or made a request (for
information, service, etc.)
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Any
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help
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you
can provide
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will
be very much appreciated.
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assistance
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information
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Your
cooperation in this matter
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b.
If the addressee has done something specific
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(Once
again) I would/should like to thank you for your
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cooperation
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assistance
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information
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(kind)
invitation
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c.
If you are answering a letter requesting information, making comments or
suggestions (very general)
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Thank
you for
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your
cooperation.
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your
interest in our programme.
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II.
ENCOURAGING AN ANSWER
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I
look forward to hearing from you
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very
soon.
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at
your earliest convenience.
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I
would appreciate
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hearing
from you
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at
your earliest convenience.
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receiving
an answer
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III.
OFFERING FURTHER HELP
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Please
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Do
not hesitate to contact me
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if
I can be of any further assistance.
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feel
free to contact me
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If
you have any further questions
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If
you require any further
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assistance
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information
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IV.
IMPLYING AN END TO THE EXCHANGE
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I
hope
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this
information will be of some assistance.
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that
these arrangements will meet with your approval.
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V.
ENCOURAGING CONTINUED COMMUNICATION
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I
look forward to
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hearing
from you again.
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having
further opportunities to work together.
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Back to Top
UNIT
3 TYPICAL LETTER
PATTERNS (key
given)
Task
3.1:
Formulating beginnings and closings
Most business letters
have three parts: an introduction, a middle and a conclusion.
Normally, the introduction will refer to any previous communication and state
the purpose of this one. The conclusion will generally indicate what
the writer expects to happen as a result of this letter.
Some typical patterns
of letters might
be:
REFER
+
INFORM
+ OFFER FURTHER ASSISTANCE
REFER
+
REQUEST
+ ENCOURAGE A REPLY
REFER
+
REACT
+ IMPLY AN END OF
EXCHANGE
Assignment: Using each set of clues
given, write a brief, but complete letter following the suggested pattern:
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Letter
1
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REFER
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reply
- letter - 18 January - request - copies - our report - consumption -
alcoholic beverages - cafeteria
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INFORM
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inform
- 50 copies - sent - 20 February
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END OF EXCHANGE
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hope
- information provided - useful - to you
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ANSWER
KEY
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Letter
2
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REFER
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thank
- letter - 12 June - inquire - openings -computer programmers - our -
department
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INFORM
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as
- anticipate - several openings - person – your background and experience –
near future - appreciate -your calling - arrange - interview
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ENCOURAGE CONTINUED
COMMUNICATION
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look
forward - hear from you - soon
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ANSWER KEY
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Letter
3
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REFER
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received
- announcement - workshop - public speaking -held Washington D.C. 29-31 March
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REQUEST
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as
- interested - attend - such a workshop – grateful receive - further
information - and - registration form
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ENCOURAGE ANSWER
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ANSWER KEY
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Letter
4
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REFER
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reply
- letter - 19 June - regret - inform - books ordered - out of print
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INFORM
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however
- have - other publications - same topic - might - interest you
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OFFER HELP
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if
- can be - further assistance - not hesitate - contact me - again
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ANSWER KEY
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Letter
5
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REFER
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Further to -
conversation 13 May - consulted – several colleagues - regarding - suggestion
- change – annual meeting January to July
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REACT
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Most - feel - summer
not good time - many people – away on vacation. Suggest - inquire -
alternative dates agreeable to all - and - inform me - soon as possible
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THANK
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Your
cooperation - this matter - very much appreciated
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ANSWER KEY
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Back to
Top
UNIT
4 APPLICATIONS
Letter writing model
(Job Applications – note
all the alternatives are acceptable)
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10 February 2001
Dear Sir/Madam,
I am writing (in
response to / in reference to / in connection with) vacancy
12345. I believe that I have the qualifications and experience
you require and I would be interested in talking to you about this
position.
I received a PhD in International
Economics from Yale University in 1996 and have had five years
of relevant experience both in the United States and abroad (see enclosed
résumé). I am fluent in French and Spanish and am currently enrolled
in a Russian class.
I (would greatly appreciate / look forward to) hearing from you at
your earliest convenience.
Yours truly,
Margaret
Atwood
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Task
4.1
Cloze exercise
(Job Applications) (Key
given)
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21 October 2000
Dear Sir/Madam,
I am writing response your advertisement
appeared in the October 23 New York Times. I am very interested working
a bilingual secretary and feel that I have all
necessary qualifications.
I graduated Parks Secretarial School in 1998 and have been working
as a bilingual (English-Spanish) secretary for the King Export Company that time. I can take
shorthand in both English and Spanish and type at a rate of 85 wpm.
(See enclosed résumé.)
I am available for a
personal interview your
convenience and look forward
hearing from soon possible.
Yours ,
Jack
Robertson
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ANSWER
KEY
Task
4.2 Cloze exercise
(Job Applications) (Key
given)
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2442
17th Street
Washington D.C. 20009
31 October 2000
Dear Sir/Madam,
I am interested in for a position UNDP, either
New York or
the field.
you will see in the enclosed résumé, I have been working
a Land Resource Consultant
the Department of Parks
the last six years. I have a B.A.
Agricultural Engineering Cornell University and an M.A.
Business Administration
the University of Chicago.
I feel that this
combination of practical engineering experience and knowledge of administration
procedures me very
qualified a position with
your organization. I would therefore appreciate
an opportunity to discuss my application
you further detail.
I look forward to from you and hope to meet
with you your
convenience.
Yours truly,
John Robertson
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ANSWER
KEY
Task
4.3
Writing task (key given)
(Job Applications)
REVIEW
1.
Write an INTRODUCTION and a CONCLUSION to a letter applying for a job as
a personnel officer for
the United Nations in Geneva.
INTRODUCTION:
CONCLUSION:
2.
Write an INTRODUCTION and a CONCLUSION to a letter applying for a transfer
to FAO in Rome.
INTRODUCTION:
CONCLUSION:
ANSWER
KEY
Task
4.4 Writing task (no
key)
(Job Applications)
ASSIGNMENTS:
1.
Write a letter
applying for a job as an interpreter at the UN Secretariat. Below is
some information about your background.
2.
You may add
additional information that you wish:
Education:
(a) B.A. - English Literature
(Oxford University, 1977)
(b)
M.A. - French Language (Sorbonne, 1979)
(c)
Ph.D. - Linguistics (Harvard University, 1985)
Experience:
(a) teacher - English language
(1985-87)
(b)
translator - UNESCO, Paris (1987-92)
(c)
interpreter - FAO, Rome (1992-present)
2.
Write a letter applying for a job that you would like to have either at Headquarters
or with one of the UN agencies abroad.
Use your own personal
background information.
3.
Write a letter applying for the post presently occupied by your immediate
superior who will leave in a few months time.
Explain why you feel you
are qualified for this job and what contribution you could make to your
section if you were promoted to this post.
Back to
Top
UNIT
5 REQUESTS FOR
INFORMATION
Letter writing model (NB
all alternatives are acceptable)
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117 Bd. Bessieres
Paris, France 75017
28 June 2001
Dear Sir/Madam,
I am writing (in
connection with / with regard to / regarding / concerning) the
registration of my two children at UNIS for the coming school year.
As we will be transferred to New York in late August, I would like to
make the necessary arrangements before we arrive, if possible.
I would be grateful to
receive information regarding the academic curriculum and available school
facilities. In addition, I wish to know about admission standards,
registration procedures, tuition costs, and any financial aid programmes.
My sons, ages 14 and
15, are in their second and third years at the lycée, though I am not sure
of how this corresponds to your system. Their mother tongue is
French, and although they have both studied English, their knowledge is
quite limited. I would therefore be interested in knowing what means
are used to integrate non-English speaking students into your school and
what kind of advance preparation we might give them.
Any (help /
assistance / information) you can provide will be greatly appreciated.
Thanking you in
advance, I remain
Yours truly,
M. Olivier Delon
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Task
5.1
Cloze exercise (Key given)
(Requests for
Information)
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Dear Sir/Madam,
I am writing regard
my upcoming visit Rome for the annual conference on
“Fertilizers”, has
been scheduled for 5-11 March.
As I am not familiar the city
Rome, I would appreciate some information regarding
hotel accommodation and transportation facilities
the airport into the city and
the city itself.
my stay will be brief, I hope to take
of this occasion to visit some of the city and would therefore be for any tourist information
which might be useful in planning a small programme of sightseeing.
Any
which you can provide will be very much
. I look forward
hearing from you .
Yours truly,
Anthony Viola
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ANSWER
KEY
Task
5.2 Writing task (no
key)
(Requests for
Information)
REVIEW
1.
Write an INTRODUCTION and a CONCLUSION to a letter requesting information
about an
upcoming meeting in Addis Ababa.
INTRODUCTION:
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
CONCLUSION:
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a letter requesting information
about charter flights to Europe.
INTRODUCTION:
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
CONCLUSION:
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
Task
5.3 Writing task (no
key)
(Requests for
Information)
ASSIGNMENTS:
1.
You have just learned that you are to be transferred to an African capital
which you are not at all familiar with. You have been
given the name of someone
from your country who has lived and worked in this city for several
years. Write a letter to this person requesting general information
about living and working conditions in your future duty station.
2.
You have decided to return to school to further your education in some area,
but you haven’t yet decided where you will study.
Write a letter to a
school or university expressing interest in studying there and requesting information
about admission policy,
programmes of study,
tuition, financial aid, etc.
3.
You have decided to take your family on an extended trip to visit some parts
of the U.S. that are still unknown to
you.
Write a letter to a
travel agency which specializes in helping to plan low-cost family
vacations. Explain what requirements you have and request information
regarding possible itineraries, transportation, accommodation, costs, etc.
Back to
Top
UNIT
6 ANSWERS TO
REQUESTS FOR INFORMATION
Letter writing
(Answers to requests for
information – note all the alternatives are acceptable)
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27 November 2001
Dear Mr. Keogh,
I (have received /
am in receipt of / acknowledge receipt of) your letter dated 20 November 2001 (in which you request / requesting)
information on your upcoming visit to New York, and I will be happy to supply you
with all the information available at this time.
The conference will
last from 27 February to 4 March, so, if it is possible, you should plan to
arrive on or before 26 February. We will arrange for one of our
representatives to meet you at the airport. A room has been reserved
for you at the UN Plaza Hotel from 26 February to
5 March. Please
let us know if this meets with your approval.
A rather heavy schedule
of meetings is planned for this week, as you will see from the conference
programme which is attached. However, you will undoubtedly find some
time to do a little sightseeing in New York on the free afternoons we have
scheduled. I am also including herewith some documentation on the
subject of the conference which may be of interest to you.
I hope that the
information which I have provided will help you in making your plans.
Please (do not hesitate to / feel free to) contact me again (if
you have any further questions / if I can be of any further assistance).
I look forward to
meeting with you here in New York.
Yours sincerely,
Henriette Hill
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Task
6.1
Cloze test (Key given)
(Answers to requests for
information)
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Dear Ms. Grisenko,
I am
receipt your letter dated
24 December 2000 information
on the UN language classes, and I will be happy to answer your inquiries.
The next semester will
begin January. All
prospective Students some
previous knowledge of English must take a Placement Test
determine their class level. The Placement Test will be given December 11 3:30 p.m.
the Language Laboratory.
After
the exam, you will be assigned
a class. You will be
to indicate a time preference (morning, lunch time, or evening) and the
Training Service will try
far possible to give you
your first choice.
The classes for 12 weeks. At the
end of Levels 1-6 a final examination is
. After completing Level 7, you will be
to take the English Language Proficiency Exam. This exam is given two
times year.
I hope that the
information which I have
will be use to you.
Please feel to contact me
if I can be
any further assistance.
Yours sincerely,
Anna Freeman,
English Coordinator
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ANSWER
KEY
Task
6.2 Writing task (no
key)
(Answers to requests for
information)
REVIEW:
1.
Write an INTRODUCTION and a CONCLUSION to a letter in which you answer a
request for information about renting
apartments in New York.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a letter in which you answer a
request for information about a report
which you have just
written.
INTRODUCTION:
____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
6.3 Writing task (no
key)
(Answers to requests for
information)
ASSIGNMENTS:
1.
You receive a letter from a new staff member who is coming to work in your
office in a job similar to yours. He has asked you to give him some
information about the general nature of the work he will be doing and the
working conditions in your office.
Write an answer to his
letter.
2.
You receive a letter from a former colleague in your country who is
considering coming to New York to look for a job. He has
written to you to ask for information concerning employment opportunities,
general living conditions, prices, housing, schools, etc. Write an
answer to his letter.
3.
You receive a letter from a young university graduate in your country who is
a prospective UN employee. She is interested in knowing about working
at the UN from the point of view of benefits (salary, insurance, leaves,
pension, etc.) so that she might compare her prospects there with those in a
private company. Write an answer to her letter.
Back to
Top
UNIT
7 ANSWERS TO
REQUEST FOR INFORMATION / REFUSAL
Letter writing
(NB - all
alternatives are acceptable)
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23 November 2000
Dear Ms. Blakely,
In (reply / response)
to your letter of 20 November 2000, I regret to inform you that I
will be unable to attend the seminar on “Childhood Nutrition” which will be
held 6-7 December.
Although I am sure I would
have greatly benefited from participating in such a seminar, I will
unfortunately be away on mission at that time.
I thank you very much
for your kind invitation and hope I will have an opportunity to meet with
you again at some future date.
Yours sincerely,
Jane Phillips
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Task
7.1
Cloze test (Key given)
(Letters of
Request/Refusal)
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Dear Sir,
In
to your letter 21
December, I to
inform you that I will be
to speak at the upcoming conference on “Ageism”. Unfortunately, I
have a previous engagement
will require me to be away
the city that time.
I am greatly honoured
that you thought of me
your guest speaker and hope that you will feel free to contact me if I
can be service to you some future time.
Yours truly,
Jonathan Swift
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ANSWER
KEY
Task
7.2 Writing task (no key)
(Letters of
Request/Refusal)
REVIEW:
1.
Write an INTRODUCTION and a CONCLUSION to an informal letter refusing a dinner invitation.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a letter in which you turn down a
job
which you have been
offered.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
7.3 Writing task (no
key)
(Letters of
Request/Refusal)
ASSIGNMENTS:
1.
You have been asked to attend a three-week conference in South America. Although you would like to
go, the time of the
conference coincides with
your scheduled annual leave and you do not feel you can change your
plans. Write a letter to your
chief turning down this
opportunity and explaining the reasons for your refusal.
2.
You were recently “job hunting” and had several job interviews. You
have just been offered and accepted a job which you are
very pleased with when
you receive another offer from a different company. Write a letter to
this company turning down their offer of a position and explaining that you
have already accepted another job.
3.
You have been nominated by your colleagues in the office as their candidate
for Staff Union representative. Although you were
very honoured by their
choice, you do not feel you would be able to accept the responsibility if you
were elected. Write a letter to your colleagues refusing the nomination
and explaining why you do not feel you could accept it at this time.
Back to
Top
MULTIPLE
CHOICE QUIZ I (ANSWER KEY GIVEN)
Try
an electronic version of this quiz
(1)
I am writing in ______________ with our next monthly meeting.
(a)
response
(c) answer
(b)
reply
(d) connection
(2)
I would greatly appreciate hearing from you at your earliest _____________ .
(a)
time
(c) chance
(b)
possibility
(d) convenience
(3)
I am writing to you ______________ my health insurance policy.
(a)
connecting
(c) concerning
(b)
referring
(d) regardless
(4)
I would be grateful ______________ further information.
(a)
receiving
(c) receive
(b)
to
receive
(d) having receipt of
(5)
Any help you can provide will be ______________ .
(a)
grateful
(c) appreciative
(b)
gratifying
(d) appreciated
(6)
I am in ______________ of your letter dated 3 February.
(a)
receipt
(c) reception
(b)
receival
(d) request
(7)
Do not ______________ to contact me if you have further questions.
(a)
avoid
(c) hesitate
(b)
bother
(d) resist
(8)
I regret to ______________ you that I cannot attend the meeting.
(a)
say
(c) notice
(b)
inform
(d) reply
ANSWER
KEY
UNIT 8
LETTERS OF COMPLAINT
Letter writing
|
Dear Sir,
I wish to inform you
that because of the very poor service provided by your airline, I was
prevented from appearing at an important professional conference and
delivering a paper which I had spent nine months preparing.
I had made reservations
on flight 987 to Bombay three months prior to the
departure date and had been told that there was no need to pick up the
tickets in advance, as long as I arrived one hour before the flight.
When I arrived not one, but two hours before departure time, I was informed
that there was no record of my reservation and I would have to wait until
all the passengers already holding tickets were accommodated.
It soon appeared that
the flight had been overbooked and that I and several other passengers were
to be put on flight 357, which was scheduled to leave two hours
later. Had this flight left on time, I would have had only one
half-hour to make my connection in Brussels. As it turned out, the
flight left an hour late; I missed my connection and was unable to get a
flight to Bombay until the following day. There was then no
point in continuing my trip as the conference would already have ended by
the time I got there.
Failure to appear at
the conference caused me considerable personal embarrassment, not to
mention the loss of prestige, time and money. Though there is no way for
you to make up for the professional damage this has done, I feel that, at
the very least, the price of the ticket should be
refunded to me as a
small compensation for this most unfortunate incident.
I look forward to
hearing from you on this matter and I sincerely hope that better service
will be provided to future passengers on your airline – though I can assure
you that I will not be among them.
Yours truly,
Ricky Jhemok’e
|
Task
8.1 Cloze test (Key provided)
(Letters of Complaint)
|
3422
17th Street
Bayside Hills, New York 11375
15 September 2000
Dear Sir,
I would like to your attention the fact that my Sunday New
York Times has not been delivered before 10:30 a.m. for the past three weeks.
My original intention having the Times
home-delivered was to enjoy the pleasure of reading the paper my early Sunday morning
coffee. However, since I rise
7:30 a.m., I have enough time to drive
Manhattan to the New York Times
office, pick my own
paper, and return home to Queens
9:00 a.m. Thus, you see that receiving the paper at 10:30
a.m. is
no use
me all.
Therefore, unless it is
possible to have the paper delivered
7:00 a.m., as was originally promised, I will have
other choice to cancel my
subscription. I hope that this will not be necessary and look forward
finding my paper the doorstep early next
Sunday morning.
Yours truly,
Hardy Allen
|
ANSWER
KEY
Task
8.2 Writing task (no key provided)
(Letters of Complaint)
REVIEW:
1.
Write an INTRODUCTION and a CONCLUSION to a letter complaining about an
incorrect telephone bill which you have received.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a letter which you write to your
chief protesting against a decision you feel is unfair.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
8.3 Writing task (no
key provided)
(Letters of Complaint)
ASSIGNMENTS:
1.
You are unhappy about some condition which exists in your apartment building
(elevators, garbage disposal, heat, security, for example). Write a letter of
complaint to your landlord.
2.
You ordered some goods by mail from a department store, but what is sent is
not what you ordered. Write a letter of explanation to accompany the
goods which you are returning.
3.
You feel that some aspect of the work distribution in your office is
unfair. Write a letter of protest to your chief explaining what you
dislike and suggesting another approach.
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UNIT
9 LETTERS OF
THANKS
Letter writing
|
21 October 2000
Dear Mary,
Thank you so much for
the kind hospitality you and John showed us last week-end. It was
such a treat to get out of the city, and the children are still talking
about the apple picking and arguing over who collected the most.
We’re planning to make some apple pies tomorrow,
so you see that the
pleasures of the visit are still with us.
We hope that, if you
can tear yourselves away from the farm sometime in the next few months,
you’ll let us return your kindness by showing you some of the sights of the
city. Let us know when you plan to come down and, once again, thank
you for a truly enjoyable time.
Warm regards,
Rocco Wilson
|
UNIT 9
LETTERS OF THANKS
Letter writing
(Business Thank
you) NB all alternatives are acceptable
|
1 September 2000
Dear Mr. Greer,
I would like to express
my (appreciation/thanks) to you for the excellent presentation which
you made at our last monthly meeting. It was not only entertaining
but also informative, and I am sure that all the participants will find
your suggestions extremely useful in their daily work.
I feel that such a
presentation would be well worth repeating for a wider audience at some
future date, and hope that you will agree to return if this can be
arranged.
Once again, I thank you
for your valuable contribution and look forward to our continued
association.
Yours sincerely,
Jack Gibbons
|
Task 9.1 Cloze test (Key provided)
(Business Thank you)
|
Dear Mr. Heinz,
I would like to express
my to you for your kind
hospitality my visit to Vienna last week.
I had never been in Austria before and speak German, I’m sure I would
have encountered considerable difficulties
your generous attention.
As it was, I was not
only able to accomplish my purposes very efficiently but
had time to take of many
of the fine cultural attractions
your lovely city .
I look
to having the opportunity to return your
at some time in the future. Once
, may I thank you for all your
.
Sincerely yours,
Bob Zebrecki
|
ANSWER
KEY
Task
9.2 Writing task (no key provided)
(Letters of Thanks)
REVIEW:
1.
Write an INTRODUCTION and a CONCLUSION to an informal thank you letter to the
hostess of a party which you attended.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a letter thanking your chief for
recommending you for a promotion.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
9.3 Writing task (no
key provided)
(Letters of Thanks)
ASSIGNMENTS:
1.
You have just spent a week as the guest of a friend who lives in another
city. Write a thank you letter for this occasion.
2.
You recently wrote to one of your counterparts in a city to which you will
soon be transferred. He answered in great detail
giving you a lot of
useful information about living and working conditions there. Write a
letter thanking him for taking the time
to give you so much
information.
3.
You were recently sent on a study mission to learn about a project in the
field. A local field office staff member served as your guide and
interpreter and was very helpful to you in carrying out your study. Now
that you have returned to Headquarters, write a letter thanking him for his
service.
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UNIT 10
GIVING AN OPINION
Letter writing
(Giving an opinion) (NB –
all alternatives are acceptable)
|
Dear Sir/Madam,
I have just (heard/learned/been
informed) that the Staff Council is studying the possibility of establishing
Day Care Facilities for children of UN staff members and I would like to (state my
opinion/give my views) on this subject.
(First/To begin with),
it is well known that in recent years the UN has made a firm commitment to
working for the rights of women, and I believe one of the most basic of
these is the right to be employed. Of course, this is only possible
for women with small children if suitable childcare is available.
(However/Nevertheless),
as you are aware, good quality childcare in New York is not only very difficult to
find, but also very expensive. I know that many of my colleagues, out
of necessity, have had to settle for arrangements that are not completely
satisfactory. This situation naturally creates a certain tension that makes
it difficult for people who are both conscientious workers and
conscientious parents to work the most effectively.
(Therefore/Consequently),
if parents could feel secure in knowing that their children were happy and well-cared
for, I am sure their minds would be more at ease, their morale higher and
their efficiency on the job greatly improved.
(Finally/In
conclusion), in view of the fact that creating childcare facilities
would not only be a very clear demonstration of the Organization’s support
for the rights of women, but would also contribute to the overall
efficiency of the staff by reducing tension that interferes
with good job
performance, I would like to give my (wholehearted approval/unqualified
support) to this proposal.
I hope that my views
will be (taken into consideration/given serious attention/useful
to you).
Yours truly,
Ted Sullivan
|
Task
10.1
Cloze test (Key provided)
(Giving an opinion)
|
Dear Sir,
I have just that the UN is considering
the of establishing a
flexi-time policy would
allow staff members to fix their own working hours provided they worked 8-hour day, and I would
like to give my on the
subject.
, it is well-known that some people are “morning people” and have trouble getting
started early in the day. Therefore, permitting people to begin the working
day when they wished would allow for these personal differences.
, as you are aware, there is a great problem
traffic in the morning
and evening rush hours
for people who drive to work. If some could come a little earlier or
later than usual, they might be able to avoid
problems. Also,
who rely public
transportation could take advantage
the “off hours” to commute to work in more comfort.
, a flexi-time schedule would probably result
having each office “covered” for a longer period of each day, thus perhaps
allowing more work to be
.
For the reasons, I would like to give
my wholehearted to this
proposal and I hope my views will be given serious
.
Yours truly,
Sandra Claus
|
ANSWER
KEY
Task
10.2 Writing task (no key provided)
(Giving an opinion)
REVIEW:
1.
You have been asked
to give your opinion on the level of salaries at the UN.
Write an INTRODUCTION and
a CONCLUSION to a letter in which you state your views.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION
and a CONCLUSION to a letter in which you state your opinion
on the working conditions
in your office. Your chief has asked for your views.
INTRODUCTION: _____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
_______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
10.3 Writing task (no key provided)
(Giving an opinion)
ASSIGNMENTS:
1.
You have heard that there is a proposal to relocate the UN Headquarters in
another country, outside the United States.
Write a letter to Mr.
John Ward, Chairman of the “Site Search Committee” expressing your views on
where the new Headquarters should be located and why.
2.
It has been proposed that the UN eliminate the “geographical distribution”
requirement presently used for filling UN posts.
Write a letter to the
Chairperson of the Staff Committee expressing your views on this matter.
3.
As an economy measure, it has been suggested that, in the future, annual
leave be granted to staff members only once every three years rather than
once every two years as is now the policy. Write a letter to the
Chairperson of the Staff Committee expressing your opinion of this proposal.
4.
It has been proposed that in order to keep the UN from becoming a rigid,
conservative bureaucracy no more “permanent contracts” be granted to staff
members. Instead, such a policy would require that all people serve the
UN just for a fixed term and then return to their home countries. Write
a letter to the Chairperson of the Staff Committee expressing your views on
this subject.
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UNIT 11
GIVING DIRECTIONS
Task
11.1
Cloze test (Key provided)
(Giving Directions)
Cloze Exercise
|
Hotel de Russie
Geneva, Switzerland
412
1 November 2001
Dear Ms. Delany,
I have just been that the meeting is going
to go into extra sessions,
I will not be returning
Monday I had
originally planned. As there are a few things which I will need next week’s session, I
would greatly appreciate
sending them to me at the above address
soon possible.
First, please send the
report on “Census Statistics” which is in the top left-hand drawer my desk. It
would also be helpful to have the file on “Demography Studies” which, I
believe, is the second
file cabinet the door,
third drawer the
top under “D”. If it’s not there, it may still be somewhere top
the desk I was using just before I left.
If any urgent
correspondence has arrived, please forward
with the above-mentioned items. If you think it can wait, put it the correspondence file I return.
I apologize any inconvenience this may
cause you and thank you,
advance, for your kind help.
Yours sincerely,
Paul Kraatz
|
ANSWER
KEY
Task
11.2 Writing task (no key provided)
(Giving Directions)
ASSIGNMENTS:
1.
You are going to sub-let your apartment for the summer. As the tenant
will arrive after you have left you must leave some
instructions for this
person. Write a message which you will leave in your apartment for the
summer sub-letter. Explain such
things as where to find
certain items, how various things in the apartment work, how to care for any
plants, pets or other items
in the house that
need attention.
2.
You are away on mission and realize that you need some important information
and documents which you have left in your office at Headquarters. Write
a letter to someone in your office requesting that they send the necessary
items and explaining where they can be found.
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UNIT 12
MEMO FORMAT
Letter writing
FORMAT FOR MEMORANDA
|
TO:
Mr. Pedro Menendez,
Chief
22 September 2000
XYZ Division, DCS
FROM:
Mary Scott, Administrative Officer
XYZ Division, DCS
SUBJECT:
Measures taken to improve office security
1.
In response to your request of 5 September 2000, I am pleased to provide you
with the following information concerning recent measures taken to improve
security in the office:
(a)
Staff members have been advised to lock their desks whenever they leave the
office;
(b)
Locks have been installed on all file cabinets containing confidential
material and keys have been issued to a limited number of authorized
personnel;
(c)
Locks on all storage cabinets have been changed.
2.
I hope these measures will meet with your approval and I welcome any
additional suggestions you might have.
|
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UNIT 13
MEMORANDA: REQUESTING
Letter writing
Memoranda:
Requesting
REQUESTING:
BEGINNINGS
Below are some common ways
of beginning a memorandum that makes a request:
|
I am writing
|
to request permission …
|
|
to ask for your support
…
|
|
I would like to
|
request your
authorization …
|
|
ask for your
cooperation …
|
REQUESTING ENDINGS
A memorandum that makes a
request will often end by thanking (and implying an end to the
communication), or by encouraging a response:
|
Thank you for
|
your cooperation in
this matter …
|
|
your attention to this
matter …
|
|
I would appreciate
|
hearing from you at
your earliest convenience …
|
|
your approval of the
above request …
|
Letter writing
Memoranda:
Requesting
|
TO:
Mr. John Doe,
Director
10 November 2001
Division of ABC
FROM:
Mary Knight, Administrative Assistant Division of ABC
SUBJECT:
Request for leave without pay
1.
I would like to request a leave without pay for a period of one year,
beginning 30 January 2002.
2.
I have recently finished the course work for my PhD degree and am now ready
to write my doctoral thesis. If I were able to devote full-time
attention to this project, I could complete it in one year. As the
subject of the thesis (International Banking) is directly related to my
work, I feel that I will be able to make a much more valuable contribution
to the UN after a year of researching this topic.
3.
I would greatly appreciate (your kind approval of / a favourable
response to / your prompt attention to) my request,
- OR -
Your (consideration
of / approval of / attention to) this matter would be greatly
appreciated.
|
Task
13.1 Writing task (no key provided)
Memoranda:
Requesting
REVIEW:
1.
Write an INTRODUCTION
and a CONCLUSION to a memorandum requesting permission to leave work early
once a week in order to attend a university class.
INTRODUCTION:
____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a memorandum asking your chief to
write a letter in support of your
application for a parking
space in the UN garage.
INTRODUCTION:
____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
13.2
Cloze test (Key provided)
Memoranda:
Requesting
Cloze exercise:
Fill in the blanks in the memorandum below with an appropriate word.
|
TO:
FROM:
SUBJECT:
Request for emergency leave
1.
I am writing to request
to take an emergency leave
a period of three weeks
5 March 26 March 1982.
2.
I have just received a telegram
my country that my
mother is to have an operation
21 March. she lives
alone and is quite elderly, I feel I should be
to take care of her when she returns from the hospital. I have arranged to
have another family member replace me
three weeks, there is no
question of my not being able to return
the stated time.
3.
I realize that this is not
convenient time for me to be away
as I am an only son, I feel I must accept
responsibility. I would
greatly appreciate your
of this request.
|
ANSWER
KEY
Task
13.3 Writing task (no key provided)
Memoranda:
Requesting
ASSIGNMENTS:
1.
Write a memorandum to your chief asking that he/she support your application
for the United Nations External Studies Programme.
2.
Write a memorandum to your chief requesting permission to take a leave
without pay because of a personal problem that requires your immediate
attention.
3.
Write a memorandum to your chief requesting to be assigned to different duties
from those you are currently performing and explaining the reasons for this
request.
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UNIT 14
MEMORANDA: RESPONDING TO A REQUEST
RESPONDING TO A
REQUEST: BEGINNINGS
When you have been
specifically asked to prepare a memorandum on a given subject, you normally
indicate this at the beginning.
Below are some common
ways to do this:
|
As requested
|
in our meeting of 12
April
|
I am pleased to inform
you …
|
|
|
below are the figures …
|
|
|
in your letter of 16
May
|
|
|
I am submitting my
findings …
|
|
|
Further to our
conversation
|
of 3 May,
|
I am herewith
submitting …
|
|
|
I have outlined below …
|
|
|
Following your request
|
|
|
I have gathered the
following data …
|
|
RESPONDING TO A
REQUEST: ENDINGS
Memoranda of this type
often end with a request for approval. Below are some examples:
|
I hope that
|
this
|
meets with your
approval.
|
|
this information
|
will be useful to you.
|
|
this solution
|
is to your
satisfaction.
|
Letter writing
Memoranda:
Responding to Request (continued)
Sometimes a memorandum of
this type ends with a request for follow-up. Below are some examples:
|
I would appreciate
having
|
your comments
|
|
|
I would be grateful to
receive
|
|
|
any suggestions you
might have
|
|
|
I would be pleased to
hear
|
|
|
any feedback
|
|
|
I welcome
|
|
Can all of the
expressions on the left be used with all of those on the right? Which
expressions go together the best?
Which of the above
endings is the most formal? the least?
In what circumstances
might you choose each expression?
Memoranda of this type
also sometimes end with an offer of further assistance:
|
If you require
|
any further assistance
|
please contact me
|
|
additional information
|
|
I will be happy to
|
provide any additional
information you may need.
|
|
explain any points
which may need clarification
|
|
Please let me know
|
if I can be of any
further assistance
|
|
if you need any
additional information.
|
Letter writing
Memoranda:
Responding to a Request
|
TO:
FROM:
SUBJECT:
Staff preferences on working hours
1.
In response to your request of 20 November
2001, I
have questioned the staff members in our office and found that most prefer
to remain on a 9 a.m. to 5 p.m. work schedule.
2.
The two exceptions were Ms. Johannes and Mr. Nuran, both of whom prefer
the 9.30 a.m. to 5.30 p.m. scheduled because of their car
pool arrangements.
3.
As it would be convenient to have two staff members in the office until 5.30
to handle any last-minute matters, I would suggest that we continue to work
from 9 a.m. to 5 p.m., but allow Ms. Johannes and Mr.
Nuran to work on the later schedule.
4.
I would be pleased to provide any additional information you may need.
|
Task
14.1 Writing task (no key provided)
Memoranda:
Responding to a Request
REVIEW:
1.
Write an INTRODUCTION and a CONCLUSION to a memorandum responding to your
chief’s request that you submit your
annual leave schedule for
approval.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
2.
Write an INTRODUCTION and a CONCLUSION to a memorandum responding to a
request from your chief that you
give your ideas on how
the work in your office should be distributed.
INTRODUCTION:
_____________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
CONCLUSION:
______________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Task
14.2
Cloze test (Key provided)
Memoranda:
Responding to a Request
Cloze Exercise:
Fill in the blanks in the memorandum below with an appropriate word.
|
TO:
FROM:
SUBJECT:
Report on participation in the Staff Language Programme
1.
your request 18 June
2001, I
have prepared attached
report participation in
the Staff Language Programme
the term of January-April 2001.
2.
you will see from the
figures Table I,
participation of United Nations staff decreased slightly, while of members of permanent
missions significantly.
An explanation of this trend as
as a prediction for future terms is included in the
.
3.
Please do not to me if you need any information.
|
ANSWER
KEY
Task
14.2 Writing task (no key provided)
Memoranda:
Responding to a Request
ASSIGNMENTS:
1.
Write a memorandum to your chief in response to his request that you justify
your decision to take
a language course.
2.
Write a memorandum in response to your new chief’s request that you briefly
describe the duties you are
currently
performing.
3.
Write a memorandum to accompany some materials you have prepared for the
Executive Officer of your
Department, at his
request.
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UNIT 15
MEMORANDA: INFORMING AND ANNOUNCING
REASONS FOR WRITING
(continued)
INFORMING AND
ANNOUNCING: BEGINNINGS
Interoffice memoranda are
often used to make announcements or to convey information. Below are
some common
expressions used in
memoranda of this type:
|
This is to
|
inform you that
|
effective 1 January the
working hours will be 9 a.m. to 5 p.m.
|
|
advise you that
|
|
Please
|
be advised that
|
the monthly meeting of
the Staff Committee has been changed to …
|
|
note that
|
|
For your information,
|
effective 1 January,
the working hours …
|
|
the monthly meeting of the
Staff Committee …
|
Letter writing
INFORMING AND
ANNOUNCING: ENDINGS
Endings are not always
necessary for this type of memorandum, but some common closing remarks
include:
|
Thank you for
|
your cooperation in
this matter.
|
|
your attention to this
matter.
|
|
We look forward to
|
your cooperation in
this matter.
|
|
your participation in
this event.
|
|
Your cooperation
|
would be (very much)
appreciated
|
|
Your participation
|
Letter writing
Memoranda: Informing
and Announcing
|
TO:
FROM:
SUBJECT:
Access to the supply room
1.
This is to inform you that as of 2 January, the supply room will be locked
during working hours. The key will be available in Room 756 at the
desk of Ms. Montefleur.
2.
Staff members are asked to sign for the key and return it immediately after
use.
3.
Thank you for your cooperation in this matter.
|
Task
15.1
Cloze test (Key provided)
Memoranda:
Informing and Announcing
Cloze exercise: Fill
in the blanks below with an appropriate word:
|
TO:
FROM:
SUBJECT: Working
hours during the General Assembly
1.
Please be that the period of the
General Assembly, staff members are
to work an extra half-hour per day.
2.
, effective 15
September, the official end of the working day will be 6.00
p.m.
3.
Anyone prefers to work
from 9 a.m. to 5.30 p.m. is
to state request in
writing and send it to me by 12 September.
4.
Thank you for your in
this .
|
ANSWER
KEY
Task
15.2 Writing task (no key provided)
Memoranda:
Informing and Announcing
ASSIGNMENTS:
1.
Write a memorandum announcing that, as an economy measure, the heat in
offices will be lowered five degrees as of next Monday. Advise staff
members to dress accordingly.
2.
Write a memorandum advising all staff members that, because of a mouse
problem, eating at desks or anywhere in the office can no longer be permitted.
3.
Write a memorandum announcing a retirement party for one member of your
section and asking for a contribution for a gift.
4.
Write a memorandum announcing that the cafeteria will be closed for one week
due to construction, and advising staff members to make other eating
arrangements.
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multiple
choice quiz II
Click here to try an electronic version of this quiz
(1)
I would like to _________________ an urgent problem to your attention.
(a)
attract
(c) call
(b)
notify
(d) direct
(2)
I would appreciate your ________________ attention to this matter.
(a)
prompt
(c) considerable
(b)
soon
(d) fast
(3)
I would like to __________________ my appreciation to you all for your help.
(a)
give
(c) call
(b)
tell
(d) express
(4)
I look forward to our continued ________________.
(a)
friendliness
(c) association
(b)
relation
(d) reliance
(5)
I have just ________________ that a post is vacant in your department.
(a)
informed
(c) known
(b)
learned
(d) notified
(6)
I give your proposal my wholehearted ____________________.
(a)
approval
(c) approbation
(b)
sustenance
(d) advisement
(7)
I hope my opinion will be taken into ____________________.
(a)
attention
(c) advantage
(b)
advice
(d) consideration
(8)
Your _________________ to this matter will be greatly appreciated.
(a)
attention
(c) approval
(b)
consideration
(d) support
ANSWER KEY
UNIT
3 TYPICAL
LETTER PATTERNS (key given)
Task 3.1:
Formulating beginnings and closings
Letter 1
|
I am writing in reply to your letter of (or dated) 18 January in which you
request (or requesting) copies of our report on the consumption of alcoholic
beverages in the cafeteria.
I would like to inform you that 50 copies were sent (or will be sent) on 20
February.
I hope the information provided will be (or is) useful to you
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Letter 2
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I am writing to thank you for your letter of 12 June in which you inquire
about openings for computer programmers in our department.
As we anticipate several openings for a person of your background and
experience in the near future, we would appreciate your calling to arrange
an interview.
We look forward to hearing from you soon.
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Letter 3
|
I have received the announcement about the workshop on public speaking to
be held in Washington DC from 29 to 31 March.
As I am (or would be) interested in attending such a workshop I would be
grateful to receive further information and a registration form.
I would appreciate hearing from you at your earliest
convenience.
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Letter 4
|
In reply to your letter of 19 June I regret to inform you that the books you
ordered are out of print.
However, I (or we) have other publications on the same topic which might be
of interest to you (or which might interest you).
If I can be of further assistance do not hesitate to contact me again.
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Letter
5
|
Further to our
conversation of (or on) 13 May I have consulted several colleagues
regarding your suggestion to change the annual meeting from January to
July.
Most of us feel that
summer is not a good time as many people are way on vacation. They
suggest (that) I inquire about alternative dates agreeable to all and that
you inform me as soon as possible.
Your cooperation in this matter will be very much appreciated.
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(Job Applications)
|
3666
E. Third Street
New
York, New York 10021
21 October 2000
Dear Sir/Madam,
I am writing in
response to your advertisement which/that
appeared in the 23 October New York Times. I am very interested in
working as a bilingual secretary and feel that I have all the
necessary qualifications.
I graduated from
Parks Secretarial School in 1998 and have been working as
a bilingual (English-Spanish) secretary for the King Export Company since
that time. I can take shorthand in both English and Spanish and type
at a rate of 85 wpm. (See enclosed résumé.)
I am available for a
personal interview at your convenience and look forward to
hearing from you as soon as possible.
Yours sincerely,
Jack Robertson
Return
to Task 4.1
|
Task
4.2 Cloze Exercise
(Job Applications)
|
2442
17th Street
Washington D.C. 20009
31 October 2000
Dear Sir/Madam,
I am interested in applying
for a position at / with UNDP, either in New York or in the field.
As you will see in the enclosed
résumé, I have been working as a Land Resource Consultant for
the Department of Parks for the last six years. I have
a B.A. in Agricultural Engineering from Cornell University and an M.A. in
Business Administration from the University of Chicago.
I feel that this
combination of practical engineering experience and knowledge
of administration procedures makes me very qualified for
a position with your organization. I would therefore appreciate having
an opportunity to discuss my application with you in
further detail.
I look forward to hearing
from you and hope to meet with you at your convenience.
Yours truly,
John Robertson
Return
to Task 4.2
|
Task
4.3 Writing task
(Job Applications)
1.
Write an INTRODUCTION and a CONCLUSION to a letter applying for a job
as a personnel officer
for the United Nations in Geneva.
|
SUGGESTED INTRODUCTION:
Dear Sir or Madam,
I am writing with
reference to your advertisement which appeared on the bulletin board for a
personnel officer for the
United Nations in Geneva.
|
|
SUGGESTED CONCLUSION:
I am available for a
personal interview at your convenience and look forward to hearing from you
as soon as possible.
|
2.
Write an INTRODUCTION and a CONCLUSION to a letter applying for a transfer to
FAO in Rome.
|
SUGGESTED INTRODUCTION:
Dear Sir or Madam:
I am writing in response to the information
bulletin detailing a position for someone of my qualifications and
experience at the FAO in Rome. I am therefore writing
to request a transfer to this post.
|
|
SUGGESTED CONCLUSION:
I would be grateful
for the opportunity to discuss my suitability for this post further at
interview. I look forward to receiving a positive response.
|
Return
to Task 4.3
Task
5.1 Cloze exercise
(Requests for
Information)
|
Dear Sir/Madam,
I am writing in /
with regard to my upcoming visit to Rome for the annual conference on
“Fertilizers”, which
has been scheduled for 5-11 March.
As I am not familiar with
the city of Rome, I would appreciate having /
getting / receiving some information regarding hotel accommodation and
transportation facilities from the airport into the city and in
the city itself.
Although / While my stay will be brief, I hope
to take advantage of this occasion to visit some of the city and
would therefore be grateful for any tourist information which might
be useful in planning a small programme of sightseeing.
Any information
which you can provide will be very much appreciated.
I look forward to
hearing from you soon / shortly / in the not too distant future / at
your convenience / as soon as possible.
Yours truly,
Anthony Viola
|
Return
to Task 5.1
Task
6.1
Cloze test (Key given)
(Answers to requests for
information)
|
Dear Ms. Grisenko,
I am in receipt of
your letter dated 24 December 2000 requesting information
on the UN language classes, and I will be happy to answer your inquiries.
The next semester will
begin in January. All prospective students with
some previous knowledge of English must take a Placement Test to
determine their class level. The Placement Test will be given on
December 11 at 3:30 p.m. in the Language
Laboratory.
After sitting /
taking the exam, you will be assigned to a class. You will
be asked to indicate a time preference (morning, lunch time, or evening)
and the Training Service will try as far as possible to give
you your first choice.
The classes go / run
/ last for 12 weeks. At the end of Levels 1-7 a final examination
is given. After completing Level 7, you will be allowed /
able to take the English Language Proficiency Exam. This exam is
given two times a year.
I hope that the
information which I have detailed / given will be of use to
you. Please feel free to contact me if I can be of
any further assistance.
Yours sincerely,
Anna Freeman,
English Coordinator
|
Return
to Task 6.1
Task
7.1 Cloze test (Key)
(Letters of
Request/Refusal)
|
Dear Sir,
In response / reply
to your letter of / dated 21 December, I am writing / would
like to inform you that I will be unable to speak at the
upcoming conference on “Ageism”. Unfortunately, I have a previous
engagement that /which will require me to be away from
the city at that time.
I am greatly honoured
that you thought of me as your guest speaker and hope that you
will feel free to contact me if I can be of service to you at
some future time.
Yours truly,
Jonathan Swift
|
Return
to Task 7.1
MULTIPLE
CHOICE QUIZ I (ANSWER KEY )
(1)
I am writing in ____d__________ with our next monthly meeting.
(a)
response
(c) answer
(b)
reply
(d) connection
(2)
I would greatly appreciate hearing from you at your earliest _______d______ .
(a)
time
(c) chance
(b)
possibility
(d) convenience
(3)
I am writing to you ____c__________ my health insurance policy.
(a)
connecting
(c) concerning
(b)
referring
(d) regardless
(4)
I would be grateful _____b_________ further information.
(a)
receiving
(c) receive
(b)
to
receive
(d) having receipt of
(5)
Any help you can provide will be ______d________ .
(a)
grateful
(c) appreciative
(b)
gratifying
(d) appreciated
(6)
I am in ______a________ of your letter dated 3 February.
(a)
receipt
(c) reception
(b)
receival
(d) request
(7)
Do not ________c______ to contact me if you have further questions.
(a)
avoid
(c) hesitate
(b)
bother
(d) resist
(8)
I regret to ________b______ you that I cannot attend the meeting.
(a)
say
(c) notice
(b)
inform
(d) reply
Return to Multiple Choice Quiz 1
Task
8.1 Cloze test (Key)
(Letters of Complaint)
|
3422
17th Street
Bayside Hills, New York 11375
15 September 2000
Dear Sir,
I would like to draw
/ call your attention to the fact that my Sunday New
York Times has not been delivered before 10:30 a.m. for the past three weeks.
My original intention for
having the Times home-delivered was to enjoy the pleasure of reading the
paper with my early Sunday morning coffee. However, since I
rise at 7:30 a.m., I have enough time to drive from
Manhattan to the New York Times office,
pick up my own paper, and return home to Queens by / before 9:00
a.m.
Thus, you see that receiving the paper at 10:30 a.m. is of no use to
me at all.
Therefore, unless it is
possible to have the paper delivered by / before 7:00
a.m.,
as was originally promised, I will have no other choice but
to cancel my subscription. I hope that this will not be necessary and
look forward to finding my paper on the doorstep early next
Sunday morning.
Yours truly,
Hardy Allen
|
Return
to Task 8.1
Task
9.1
Cloze test (Key )
(Business Thank you)
|
Dear Mr. Heinz,
I would like to express
my gratitude to you for your kind hospitality during my
visit to Vienna last week. As / Considering /
Since I had never been in Austria before and speak no / little
German, I’m sure I would have encountered considerable difficulties without
/ but for your generous attention.
As it was, I was not
only able to accomplish my purposes very efficiently but also / I
also had time to take advantage of many of the fine cultural
attractions which your lovely city provides .
I look forward
to having the opportunity to return your generosity at some
time in the future. Once again , may I thank you for all
your kindness .
Sincerely yours,
|
Return
to Task 9.1
Task
10.1
Cloze test (Key)
(Giving an opinion)
|
Dear Sir,
I have just heard
that the UN is considering the idea / possibility of establishing a flexi-time
policy which / that would allow staff members to fix their own
working hours provided that they worked an 8-hour day, and I
would like to give my opinion / ideas / thoughts on the subject.
Firstly, it is well-known that some
people are “morning people” and do not have trouble getting
started early in the day. Therefore, permitting people to begin the working
day when they wished would allow for these personal differences.
Secondly , as you are aware, there is a
great problem with traffic jams / hold ups / congestion in
the morning and in the / the evening rush hours for people who drive
to work. If some could come a little earlier or later than usual,
they might be able to avoid such / these problems. Also, those
who rely on public transportation could take advantage of the
“off hours” to commute to work in more comfort.
Thirdly / Lastly , a flexi-time schedule would
probably result in having each office “covered” for a longer period
of each day, thus perhaps allowing more work to be achieved / accomplished
.
For the above
reasons, I would like to give my wholehearted support to this
proposal and I hope my views will be given serious consideration .
Yours truly,
|
Return
to Task 10.1
Task
11.1
Cloze test (Key provided)
(Giving Directions)
Cloze Exercise
Hotel de Russie
Geneva, Switzerland 412
|
1 November 2001
Dear Ms. Delany,
I have just been told
/ informed that the meeting is going to go into extra sessions, and
/ so / therefore I will not be returning on Monday as
I had originally planned. As there are a few things which I will need
for next week’s session, I would greatly appreciate you / your
sending them to me at the above address as soon as possible.
First, please send the
report on “Census Statistics” which is in the top left-hand drawer of
my desk. It would also be helpful to have the file on “Demography
Studies” which, I believe, is in the second file cabinet by /
near the door, third drawer from the top under “D”.
If it is not there, it may still be somewhere on top of the
desk I was using just before I left.
If any urgent
correspondence has arrived, please forward it with the
above-mentioned items. If you think it can wait, put it into the
correspondence file for when I return.
I apologize for
any inconvenience this may cause you and thank you, in advance, for
your kind help.
Yours sincerely,
Paul Kraatz
|
Return
to Task 11.1
Task 13.2
Cloze test (Key)
Memoranda:
Requesting
Cloze exercise: Fill
in the blanks in the memorandum below with an appropriate word.
TO:
FROM:
SUBJECT:
Request for emergency leave
1.
I am writing to request permission to take an emergency leave for
a period of three weeks from 5 March to / till / until 26 March 1982.
2.
I have just received a telegram from my country which states /
stating / saying / which says that my mother is to have an operation
on
21 March. As she
lives alone and is quite elderly, I feel I should be available /
there / at home to take care of her when she returns from
the hospital. I
have arranged to have another family member replace me for three
weeks, so / therefore there is no question of my not
being able to return at
/ by the stated time.
3.
I realize that this is not a convenient time for me to be away, but
as I am an only son, I feel I must accept the / this
responsibility. I would
therefore greatly appreciate your approvalof
this request.
Return
to Task 13.2
Task
14.2
Cloze test
Memoranda:
Responding to a Request
Cloze Exercise:
Fill in the blanks in the memorandum below with an appropriate word.
TO:
FROM:
SUBJECT:
Report on participation in the Staff Language Programme
1.
FOLLOWING/ WITH REFERENCE TO your request OF 18 June 2001, I have prepared
THE attached report
CONCERNING / ON participation in the Staff Language Programme FOR
the term of January-April
2001.
2.
AS you will see from the figures IN Table I, participation of
United Nations staff decreased slightly,
while THAT of members of
permanent missions INCREASED significantly. An explanation of this
trend
as FAR as a prediction
for future terms is included in the REPORT.
3.
Please do not HESITATE to CONTACT me if you need any FURTHER information.
Return
to Task 14.2
15. 1 Cloze test (Key
provided)
Memoranda:
Informing and Announcing
Cloze exercise:
Fill in the blanks below with an appropriate word:
TO:
FROM:
SUBJECT: Working
hours during the General Assembly
1.
Please be INFORMED that DURING the period of the General Assembly, staff
members are REQUESTED to work
an extra half-hour per
day.
2.
THEREFORE / CONSEQUENTLY, effective 15 September, the official end of the
working day will be 6.00 p.m.
3.
Anyone WHO prefers to work from 9 a.m. to 5.30 p.m. is REQUESTED / ASKED to state
THEIR request in writing
and send it to me by 12
September.
4.
Thank you for your CONSIDERATION in this MATTER.
Return
to Task 15.1
|