English for researchers

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Министерство образования и науки Российской Федерации Южно-Уральский государственный университет Кафедра иностранных языков Ш143.21-9 К893

Н.Н. Кузьмина ENGLISH FOR RESEARCHERS: ACADEMIC CORRESPONDENCE Учебное пособие

Челябинск Издательский центр ЮУрГУ 2017

ББК Ш143.21–923 К893

Одобрено учебно-методической комиссией института лингвистики и международных коммуникаций

Рецензенты: Н.Е. Кунина, А.А. Селютин

Кузьмина, Н.Н. К893 English for researchers: academic correspondence: учебное пособие / Н.Н. Кузьмина. – Челябинск: Издательский центр ЮУрГУ, 2017. – 104 с. Целью пособия является развитие лингвистической компетенции и навыков написания различных видов писем, необходимых для магистров, аспирантов, молодых ученых и научно-педагогических работников на английском языке. Пособие представляет собой комплекс заданий, отражающих основные этапы деятельности, направленной на ведение переписки в научных целях. В уроках пособия отражены следующие основные этапы: написание академического резюме и сопроводительного письма к нему, прохождение собеседования, нетворкинг, поиск конференций, написание отзыва на статью и ответ на отзыв, составление служебных записок и протоколов. Пособие призвано помочь молодым ученым вести переписку в различных ситуациях в соответствии с международными стандартами.

ББК Ш143.21–923

© Издательский центр ЮУрГУ, 2017

CONTENTS UNIT 1. INTRODUCTION TO ACADEMIC CORRESPONDENCE........................................ 4 UNIT 2. STRUCTURE OF A LETTER…………………...……………….………………….... 11 UNIT 3. CONTENT AND STYLE ………………………………………...………................... 26 UNIT 4. ACADEMIC RESUME………………...……………...………………………………. 34 UNIT 5. COVER LETTER ….……………………………………………………….................. 40 UNIT 6. MOTIVATION LETTERS ………………………………………….……………...… 47 UNIT 7. REFERENCE LETTERS …........................................................................................... 52 UNIT 8. FOLLOW UP LETTERS ……………………………...………………..…………….. 58 UNIT 9. NETWORKING …………………………………………………………..................... 64 UNIT 10. INQUIRY LETTERS ………………………………………………………………... 69 UNIT 11. RESEARCH PROPOSALS AND STATEMENTS …………………………………. 78 UNIT 12. REFEREE’S REPORT ……………………………………………………................. 84 UNIT 13. REPLIES TO THE REFEREE’S REPORT ……………..……………...................... 89 UNIT 14. MEMORANDUMS, MINUTES …………………………………………………….. 94 REFERENCES……..………………………………………………...………………….............. 104

UNIT 1. INTRODUCTION TO ACADEMIC CORRESPONDENCE LEAD-IN 1. Share your experience on the following:  Do you remember the last time you wrote a letter by hand? Who did you write to? When? What was the occasion?  How often do you write letters in English? Are they mostly emails or handwritten letters?  What types of emails do you write in your professional activity?  Why is correspondence essential?  Do you have problems in writing letters, if yes, what are they? Make a list and share with your neighbor. ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 1: 1. to adjust our speech - адаптировать нашу речь 2. to anticipate the needs or expectations of your audience - предвидеть потребности или ожидания вашей аудитории 3. target audience - целевая аудитория 4. to cite evidence - привести доказательства 5. to be guided by some/ а purpose - руководствоваться целью 6. to explore an idea - исследовать идею 7. to entertain or amuse one’s reader - развлекать или удивлять своего читателя 8. to inform people - информировать людей 9. to explain an idea - объяснить идею 10. to propose one’s ideas - предлагать, провозглашать свои идеи 11. to argue for or against an idea - поддерживать или возражать против идеи 12. to persuade one’s reader - убедить своего читателя 13. to evaluate or solve a problem - оценить или решить проблему 14. to mediate - быть посредником 15. to negotiate - вести переговоры 16. to convince readers to see your point - убедить читателя понять вашу точку зрения 17. the most demanding audience in terms of knowledge - наиболее требовательная в отношении знаний аудитория 3. Discuss in groups of four: 1. As a lecturer, do you adjust your speech to the audience? How do you do this? 2. What is the target audience you usually write letters to? 3. How can you entertain your reader when writing a letter? 4. How do you persuade the students to learn your subject? 5. Have you ever participated in negotiations? 6. Do you usually succeed in convincing people that your opinion is the right one? How do you do this? 7. Do you find your boss demanding? Why? Why not? 8. Can we call a teacher/scientist a mediator? What does he/she mediate? 9. How do you think what is the difference between «evaluate» and «judge»? What can we judge and what can we evaluate?

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4. Read the text and answer the questions: 1. What are the purposes for writing letters? 2. What strategies can be used to achieve your purpose? 3. What strategies do you mostly use in your letters? Purpose of a Letter The first question for any writer should be, "Why am I writing?" "What is my goal or my purpose for writing?" For many writing contexts the long-range purpose of writing is to communicate to a particular audience. In order to communicate successfully to your audience, understanding your purpose for writing will make you a better writer. Purpose is the reason why you are writing. You may write a laboratory report to describe a chemistry experiment. You may write an argumentative essay in order to persuade someone to change the parking rules on campus. You may write a letter to a friend to express your excitement about her new job. Notice that selecting the form for your writing (report, essay, letter) is one of your choices that helps you achieve your purpose. You also have choices about style, organization; kinds of evidence that help you achieve your purpose. Focusing on your purpose as you begin writing helps you know what form to choose, how to focus and organize your writing, what kinds of evidence to cite, how formal or informal your style should be, and how much you should write. Types of Purpose When we communicate with other people, we are usually guided by some aim. We may want to express our feelings. We may want simply to explore an idea or perhaps entertain or amuse our listeners or readers. We may wish to inform people or explain an idea. We may wish to argue for or against an idea in order to persuade others to believe or act in a certain way. We make special kinds of arguments when we are evaluating or problem solving. Finally, we may wish to mediate or negotiate a solution in a tense or difficult situation. Remember, however, that often writers combine purposes in a single piece of writing. Thus, we may, in a report, begin by informing readers of the facts before we try to persuade them to take a certain course of action. Purposes and Strategies A purpose is the aim or goal of the writer or the written product; a strategy is a means of achieving that purpose. For example, our purpose may be to explain something, but we may use definitions, examples, descriptions, and analysis in order to make our explanation clearer. A variety of strategies are available for writers to help them find ways to achieve their purpose(s).  Definition  Analysis  Illustration and Example  Description  Classification  Process Analysis  Comparison and Contrast  Narration  Cause/Effect Analysis

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5. Complete the following text with the words: significantly, audience, expert, message, demanding, professors, academic. Audience When we talk to someone face-to-face, we know just who we are talking to. We automatically adjust our speech to be sure we are communicating our (1)_______. Many writers don't make those same adjustments when they write to different (2)_________, usually because they don't take the time to think about who will be reading what they write. To be sure that we communicate clearly in writing, we need to adjust our message – how we say and what information we include – by recognizing that different readers can best understand different messages. In an (3)__________ course, the reader will be the professor and often the other teachers. In addition, there are other academic situations in which the assignment may directly or indirectly state who the audience will be. For example, a master’s degree candidate writing comprehensive exams knows that the audience consists of a committee of (4)___________ in his or her major. Also, a person applying for a scholarship usually has to write a statement of purpose, which will be read by the committee granting the scholarships. In each of these cases, the writing should be formal (serious and objective) and contain pertinent information the committee needs to know regarding why the candidate deserves to pass the comprehensive exam or get the scholarship. Types of Audience Audience come in all shapes and sizes. They may be a group of similar people or combinations of different groups of people. You'll need to determine who they are in order to analyze your audience. Writers determine their audience types by considering:  Who they are (age, sex, education, economic status, political/social/religious beliefs);  What Level of Information they have about the subject (novice, general reader, specialist or (5)___________);  The Context in which they will be reading a piece of writing (in a newspaper, textbook, popular magazine, specialized journal, on the Internet, and so forth). You'll need to analyze your audience in order to write effectively. Three Categories of Audience Three categories of audience are the "lay" audience, the "managerial" audience, and the “experts”. The "lay" audience has no special or expert knowledge. They connect with the human interest aspect of articles. They usually need background information; they expect more definition and description; and they may want attractive graphics or visuals. The "managerial” audience may or may have more knowledge than the lay audience about the subject, but they need knowledge so they can make a decision about the issue. Any background information, facts, statistics needed to make a decision should be highlighted. The "experts" may be the most (6)___________ audience in terms of knowledge, presentation, and graphics or visuals. Experts are often "theorists" or "practitioners." For the "expert" audience, document formats are often elaborate and technical, style and vocabulary may be specialized or technical, source citations are reliable and up–to–date, and documentation is accurate. Audience Awareness and Purpose Writers need to consider both audience and purpose in writing because the two elements affect the paper so (7)_____________ , and decisions about one will affect the other. Remember: analyze your audience BEFORE you start writing, so you'll know what format, style, vocabulary, or level or information is expected. Knowing the knowledge level of your audience will help you determine how to write, how much information to include, how long to make your text, how subjective or objective you should be, and how formal or informal your text should be. Source: https://unmtaosenglish.files.wordpress.com/2012/11/writing-context.pdf

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6. Write out the English equivalents for the following words used in the texts. Practice their pronunciation. средство достижения цели ______________ развлекать удивлять читателя адаптировать нашу речь

или _____________ своего

______________ информировать людей

_____________

предвидеть потребности ______________ объяснить идею или ожидания вашей аудитории

_____________

целевая аудитория

______________ предлагать, _____________ провозглашать свои идеи

привести доказательства

______________ убедить читателя

руководствоваться целью

______________

своего _____________ _____________

поддерживать или возражать против идеи исследовать идею

______________ наиболее _____________ требовательная в отношении знаний аудитория

7. In pairs, discuss the questions: a) Why is it important to analyze the audience you are writing to? b) What categories of audience do you know? Can you characterize them? 8. Match two columns. Be sure you have in your letter: 1. A title or lead–in that focuses accurately on the content of the text. 2. Some sentences or paragraphs that set the context for this topic. 3. Sentences that give the thesis, claim, or main point of the text. 4. Paragraphs that focus on a single main idea.

a) Readers like to know why they should read this text. b) Readers don't like to be mislead about the focus of the text. c) Readers like to deal with one major idea at a time, to avoid becoming confused. d) Readers want to know the main point in order to process the information in the text. 5. Transitions between paragraphs or major e) Readers want some proof for assertions that ideas. your text makes. 6. Supporting evidence, facts, examples, f) Readers don't want to be distracted by statistics. awkward sentences, spelling errors, or grammatical problems. 7. Clear sentences and an error–free style. g) Readers like to know how the previous idea is connected or related to the next idea. 7

9. Read about the main types of letters and discuss in pairs. Type

Purpose

Format

Points to Remember

Letting someone Acknowledge– know you have 1. Short, polite note mentioning when the item arrived and express thanks. received ment something sent Letters to you.

Complaint Letters

Adjustment Letter

Application Letter

Acceptance Letters

1. The opening includes all identifying data. Customers 2. The body explains logically and clearly what asking that happened. certain situations 3. Conclusion should be friendly and request should be action. corrected.

Response to a complaint letter

1. Open with whatever you believe the reader will consider good news. 2. Explain what caused the problem. 3. Explain specifically how you intend to make the adjustment. 4. Express appreciation to the customer for calling your attention to the situation. 5. Point out any steps you may be taking to prevent a recurrence. 6. Close pleasantly. Avoid recalling the problem in your closing.

1. Identify an employment area or state a specific job title. 2. Point out your source of information about the job. A sales letter, 3. Summarize your qualifications for the job, marketing your tailored to job requirements. skills, abilities 4. Refer the reader to your resume. and knowledge. 5. Ask for an interview, stating where you can be reached and when you will be available for an interview.

1. Accept the job; State the salary. 2. Indicate moving and reporting for work dates Accepting a job 3. Conclude stating that you are looking forward offer to working etc.

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Be sure of your facts. Include copies of any support information. Avoid overtones of accusations.

Tone is critical. Emphasize what you are doing to correct it. Explain organisation's policies. Avoid law admissible, condemning terms.

Catch the reader's favorable attention. Convince the reader you are qualified. Be sincere and honest. Don't duplicate the resume. Request an interview.

Type

Purpose

1. Start on a positive note. 2. Explain why you are leaving in an objective and factual manner. Avoid recriminations. 3. Give enough notice to allow for replacement. 4. Close positively.

Resignation Letter

Reference Letters

Inquiry Letters

Refusal Letters

Format

1. Identify yourself: name, title or position, employer and address. 2. State how long you have known the applicant and the circumstances of your acquaintance. Recommending 3. Address specifically the applicant's skills, someone for abilities, knowledge and personal employment characteristics in relation to the requested objective. 4. Conclude with a statement of recommendation and a brief summary of the applicant's qualifications.

To request assistance, information, or merchandise

1. Keep questions concise but specific and clear. 2. Phrase questions so that the reader will know immediately what type of information you are seeking, why you are seeking it, and how you will use it. 3. If possible, present your questions in a numbered list. 4. Keep questions to a minimum 5. Offer inducement for the reader to respond. 6. Promise to keep responses confidential (where appropriate). 7. Express appreciation.

Refuse some kind of request

1. 2. 3. 4.

A buffer beginning. A review of the facts. The bad news, based on the facts. A positive and pleasant closing.

Points to Remember

Don't burn bridges.

Be familiar with the applicant's abilities to offer an evaluation. Truthfully communicate that evaluation to the inquirer.

Include the address to which the material is to be sent. Improve response by enclosing a stamped, self addressed return envelope.

Place yourself in the reader's position.

Source: https://geosoc.org/schools/adult/english/types.html

10. Use proper prepositions to complete the phrases. 1. communicate ______ a particular audience 2. communicate _________ people 3. to appeal ________ that specific audience 4. focus ________ a purpose

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11. Match each of the extracts from letters (a–k) with the type of a letter (1–11) from which it is taken. 1) letter of invitation 2) response to an enquiry 3) letter of rejection 4) letter of apology 5) letter of enquiry 6) letter of application 7) letter of complaint 8) written warning 9) reservation

a) Mr Kazoulis would like a double room with shower and full board from 12 to 14 September inclusive. b) I am extremely sorry about the incident last week during the visit of your representative to our offices. Unfortunately ….. c) This is not the first time that this has happened and I must inform you that if it happens again we shall be compelled to issue a formal reprimand. d) I regret to inform you that your application for the post of associate professor has been unsuccessful. Thank you for… e) Please find enclosed my CV and a recent photograph. f) I should be grateful if you would send me more information about your courses including details of prices and discounts. g) Thank you for your letter of 9 June. Please find enclosed a price list and full details of... h) Kazoulis communications would be pleased to welcome Udo Schmidt to the opening of its new… i) I wish to draw your attention to the very poor treatment our representative received when she called on you last week.

Source: Данько О.А. Методические указания к практическим занятиям по деловой корреспонденции, 2002.

12. Do the crossword “Types of letters”.

1 2

Across

2. accepting a job offer 5. refuse some kind of request 6. a request for information or assistance 7. letting someone know you have received something sent to you 8. a letter saying you are not satisfied about something and ask that certain situation to be corrected

3

4

5 6

7

Down

8

1. recommending someone for employment 3. response to a complaint letter 4. a sales letter, marketing your skills, abilities and knowledge

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UNIT 2. STRUCTURE OF A LETTER LEAD-IN 1. Share your experience on the following:  Do you think the structure of a letter is important? Why? Why not?  Can you name the components of a letter?  Does the Closing depend on the Salutation? How? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 2: 1. To Whom It May Concern - по месту требования 2. yours faithfully - с уважением 3. yours sincerely - искренне ваш 4. thank your correspondent for his letter - поблагодарите Вашего корреспондента за его письмо 5. introduce yourself and your organisation - представьте себя и свою организацию 6. state the subject of the letter - сформулируйте предмет/тему письма 7. set out the purpose - изложите цель 8. to encourage further correspondence - вдохновить на дальнейшую переписку 9. I look forward to hearing from you soon. - C нетерпением жду Вашего скорого ответа. 10. use lists to draw attention to specific information - используйте списки, чтобы привлечь внимание к конкретной информации 11. everything is flush with the left margin - все выровнено по левому полю 12. paragraphs are indented - параграфы с красной строки (с отступом) 13. specific requirements for letter writing - конкретные/особенные требования к написанию письма 14. to grasp information quickly - быстро ухватить информацию 15. letterhead stationary - фирменный бланк письма 16. subsequent pages - последующие страницы 17. to write a date in full - написать дату полностью 3. Discuss in groups of four: 1. When should you write “To Whom It May Concern”? 2. How can you thank your correspondent for his letter? 3. What are the ways to encourage further correspondence? 4. Is it important to use lists to draw attention to specific information? Why? 5. How should you organize a letter for the recipient to grasp information quickly?

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4. Look through the common components of letters and match figures (1-11) to the components below.

ECONOMIC DEVELOPMENT Ltd. 1

Cornell House, Cornell Street, London SE23 1JF, UK Chairman John Franks O.B.E. Directors S.B. Allen M.Sc., N. Ignot, R. Lichens B.A. Telephone (081)566 1861 Fax:(081)5661385 e–mail:[email protected] www.edevel.com 20th May 2016

2

Ms A. Joyce Lexington Ave. 1105 New York 25 N.Y. USA

3

Your ref: Our ref:

4

For the attention of the Economics Department Dean

5

Dear Ms Joyce,

6

Re: The letter of inquiry

7

8

Thank you very much for your letter of 11th May from which I learn that you are studying the problem of economic development in African countries. It certainly is a very important problem of today and I wish уou every success in your work. In accordance with your request I have enclosed the Statistical Year Book for 2015. I would be happy if I could be of any further help to you in future, and look forward to hearing from you.

Yours sincerely,

9

p.p. D. Sampson Sales manager

10

Enc. Statistical Year Book

11

(c.c.)

12

1. Letterhead with the Sender’s or Return Address or Outside Address and the date 2. Inside Address 3. References 4. Attention Line / Private or Confidential 5. Salutation 6. Subject Line 7. Body 8. Complimentary Close 9. Signatures 10. Enclosure Lines 11. Copy Line 5. Give the Russian equivalents to the common components of a letter: a) Letterhead with the Sender’s or Return Address or Outside Address and the date b) Inside Address c) References – Your Ref:/Our Ref: d) Attention Line / Private or Confidential e) Salutation f) Subject Line g) Body: introductory paragraph, main (middle) paragraph(s), concluding paragraph h) Complimentary Close i) Signatures j) Enclosure Lines k) Copy Line – courtesy copies, blind copy 6. Choosing from the words in the box, label the parts of the letter. date references concluding paragraph (typed) signature position/title

main paragraph salutation recipient's address complimentary ending signature

letterhead introductory paragraph (sender's) address enclosures (abbreviation)

(1)

WIDGETRY LTD

(2)

6 Pine Estate, Westhornet, Bedfordshire, UB18 22BC Telephone 9017 23456 Telex X238WID Fax 9017 67893

(3)

31 January 1999

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(4)

Michael Scott, Sales Manager, Smith and Brown plc, Napier House, North Molton Street, Oxbridge OB84 9TD

(5)

Your ref. MS/WID/15/88 Our ref. ST/MN/10/88

(6)

Dear Mr Scott,

(7)

Thank you for your letter of 20 January, explaining that the super widgets, catalogue reference X–3908, are no longer available but that ST–1432, made to the same specifications but using a slightly different alloy, are now available instead.

(8)

Before I place a firm order I should like to see samples of the new super widgets. If the replacement is as good as you say it is, I shall certainly wish to reinstate the original order, but placing an order for the new items. Apart from anything else, I should prefer to continue to deal with Smith and Brown, whose service has always been satisfactory in the past. But you will understand that I must safeguard Widgetry's interests and make sure that the quality is good.

(9)

I would, therefore, be grateful if you could let me have–a sample as soon as possible.

(10) (11) (12) (13)

Yours sincerely,

(14)

Enc.

Simon Thomas, Production Manager

7. This second letter has been revised so many limes by Mr Thomas that it has become all mixed up and his word processor has failed to reorganize it. Arrange the letter so that everything is in the right place. The first point in the letter is: (2) WIDGETRY LTD (1)

Simon Thomas

(2)

WIDGETRY LTD

(3)

6 Pine Estate, Westhornet, Bedfordshire, UB18 22BC Telephone 9017 23456 Telex X238 WID Fax 9017 67893

(4)

I look forward to hearing from you.

(5)

Your ref. MS/WD/22/88 Our ref. JB/MS/48/88

(6)

Yours sincerely,

(7)

James Bowers, Sales Manager, Electroscan Ltd, Orchard Road Estate, 14

Oxbridge UB84 10SF (8)

Production Manager

(9)

Thank you for your letter. I am afraid that we have a problem with your order.

(10) (11)

6 June 2016 Unfortunately, the manufacturers of the part you wish to order have advised us that they cannot supply it until September. Would you prefer us to supply a substitute, or would you rather wait until the original parts are again available?

(12)

Dear Mr Bowers

Source: Данько О.А. Методические указания к практическим занятиям по деловой корреспонденции, 2002.

8. Put the phrases below in the correct order to form a letter of invitation.

Dear Dr. Baskin, __ to be held in Moscow from 3rd to 9th July. __ The Organizing Committee for the III International Congress on Economic Development officially invites you to participate in the work of the Congress __ hope we shall have the pleasure of seeing you at the Congress. __ We would appreciate an early reply to this invitation and __ Further arrangements will be expedited if __ Please find enclosed a preliminary list of topics, __ your immediate acceptance of the invitation is written directly to the Organizing Committee. __ which can cover your field of scientific activities. __ We kindly request you to inform us the title of your paper. __ Yours sincerely, __ Chairman of the Organizing Committee __ Frank R. Williams

9. Study the text below and answer the questions. a) Why is it essential for letters to have a rather strict format? b) What makes up the heading? c) How many pages could a letter be? What pages can be printed on letterhead stationary? What is the layout for the subsequent pages? d) What does the letterhead consist of? e) How should you write dates? As a letter is an effective way to communicate a message, its format should allow readers to quickly grasp information. Information should stand out to readers as they scan the document. Remember, a letter reflects your professionalism. Letterhead with the Sender’s (Return or Outside) Address and the date Readers should always be able to quickly locate your contact information. This information is located at the top of the letter in the return address or in the letterhead. The letterhead and the date the letter is sent (usually printed two lines below the letterhead) make up the heading. 15

Print only the first page of any letter on letterhead stationary, with subsequent pages on blank paper, with the heading looking like this: Ms. Leslie Scott Page 2 May 23, 2016 Do not number the first page. Letterheads The printed letterhead of an organisation gives a great deal of information about it. a) Type of an organisation The abbreviation Ltd. after the organisation's name tells you that the organisation has limited liability, which means that the individuals who own the organisation, or part of it, i.e. the shareholders, are only responsible for their holding (the capital they have contributed) and no more than that if the organisation goes bankrupt. The abbreviation PLC (Public Limited Organisation) is used to show that the organisation's shares can be bought by the public; Ltd. continues to be used for private limited companies whose shares are not available. In the USA the term Incorporated (Inc.) is used. If the organisation is a joint stock organisation, the names of the directors will appear on the letterhead. b)Addresses In addition to the address of the office from which the letter is being sent, the letterhead may also give the address of the head office or registered office if different and the address of any branches or other offices the organisation owns. Telephone, fax numbers, e–mail, web–site may also be given. In correspondence that does not have a printed letterhead; the sender's address is written on the top right–hand side of the page. c) Date The date is written below the sender's address, sometimes separated from it by a space. In the case of correspondence with a printed letterhead, it is also usually written on the right–hand side of the page. The month in the date should not be written in figures as they can be confusing; for example, 11.01.16 means 11th January 2016 in the UK but 1st November 2016 in the USA. Nor should you abbreviate the month, e.g. Nov. for November, as it simply looks untidy. It takes a moment to write a date in full, but it can take a lot longer to find a misfiled letter which was put in the wrong file because the date was confusing. Many firms leave out the abbreviation 'th' after the date, e.g. 24 October instead of 24th October. Other firms transpose the date and the month, e.g. October 24 instead of 24 October. These are matters of preference, but whichever you choose you should be consistent throughout your correspondence. 10. Complete the following text with the words: unmarried, position, surname, degrees, address. Inside (or receiver’s or recipient’s) Address a) Surname known If you know the (1)__________ of the person you are writing to, you write this on the first line of the address, preceded by a courtesy title and either the person's initial(s) or his/her first given name, e.g. Mr J.E. Smith or Mr John Smith, not Mr John. Courtesy titles used in addresses are as follows: Mr (with or without a full stop; pronounced ['mistǝ]) is the usual courtesy title for a man. Mrs (with or without a full stop; pronounced ['misiz]) is used for a married woman. Miss (pronounced [mis]) is used for an unmarried woman. 16

Ms (with or without a full stop; pronounced [miz] or [mǝz]) is used for both married and (2)___________ women. Many women now prefer to be addressed by this title, and it is a useful form of address when you are not sure whether the woman you are writing to is married or not. Messrs (pronounced ['mesǝ:z]; abbreviation for Messieurs) is used occasionally for two or more men (Messrs P. Jones and B.L.Parker) but more commonly forms part of the name of a firm (Messrs Collier & Clerke & Co.). There are a lot of special titles which could be included in addresses. They include academic or medical titles: Doctor (Dr.), Professor(Prof.); military titles: Captain (Capt.), Major (Maj.), Colonel (Col.), General (Gen.); aristocratic title: Sir (which means that he is a Knight; not to be confused with the salutation Dear Sir and always followed by a given name – Sir John Brown, not Sir J. Brown or Sir Brown), Dame, Lord, Baroness, etc. Esq (with or without full stop; abbreviation for Esquire and pronounced [es'kwaiə]) is seldom used now. If used, it can only be used instead of Mr and is placed after the name. Don't use Esq and Mr at the same time: Bruce Hill Esq, not Mr Bruce Hill Esq. All these courtesy titles and special titles, except Esq, are also used in salutations. The titles, scientific (3)____________ and professional occupations are placed after the surname, preceded by a comma: Mr. S.R. Jones, B.A. B.A. – Bachelor of Arts; Ph.D. – Doctor of Humanities / Philosophy; Lit.D. – Doctor of Literature; M.D. – Doctor of Medicine; M.Pd. – Master of Pedagogy; B.C. – Bachelor of Chemistry; M.C. – Master of Chemistry; D.C. – Doctor of Chemistry. b) Title known If you do not know the name of the person you are writing to, you may know or be able to assume his/her title or (4)___________ in the organisation, (e.g. The Sales Manager, The Finance Director), so that you can use it in the address. c) Department known Alternatively you can address your letter to a particular department of the organisation (e.g. The Sales Department, The Accounts Department). d) Organisation known Finally, if you know nothing about the organisation and do not want to make any assumptions about the person or department your letter should go to, you can simply (5)_________ it to the organisation itself (e.g. Columbia University, Soundsonic Ltd., Messrs Collier & Clerke & Co.). e) Order of inside addresses After the name of the person and/or organisation receiving the letter, the order and style of addresses in the UK is as follows: Name of house or building Number of building and name of street, road, avenue, etc. Name of town or city and postcode Name of country

Industrial House 34–41 Craig Road Bolton BL4 8TF UNITED KINGDOM

Source: Новик Д.В. Business Correspondence: метод. указания для студентов эконом. специальностей, 2001.

11. Answer the questions on the text above: a) What courtesy titles do you know? What other titles can you use to address the person you are writing to? b) What are the ways of addressing a letter? (when you know only the department, the organisation etc.)

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12. Put the following names and addresses in order. Example: Search Studios Ltd./Leeds/LS4 8QM/Mr L. Scott/150 Royal Avenue Mr L Scott Search Studios Ltd. 150 Royal Avenue Leeds LS4 8QM 1. Warwick House / Soundsonic Ltd. / London / Warwick Street / SE23 1JF 2. Piazza Leonardo da Vinci 254 / The Chief Accountant / 1–20133 / D. Fregoni / Fregoni S.p.A. / Milano 3. Bente Spedition GmbH / Mr Heinz Bente / D–6000 Frankfurt 1 / Feldbergstr. 30 / The Chairman 4. Sportique et cie. / 201 rue Sambin / The Sales Manager / F–21000 Dijon 5. Intercom / E–41006 Sevilla / 351 Avda. Luis de Morales / The Accountant / Mrs S. Moreno 6. Miss Maria Nikolakaki / 85100 Rhodes / Nikitara 541 / Greece 7. Excel Heights 501 / Edogawa–ku 139 / 7–3–8 Nakakasai / Japan / Tokyo / Mrs Junko Shiratori 8. 301 Leighton Road / VHF Vehicles Ltd. / London NWS 2QE / The Transport Director / Kentish Town 13. Fill in the blanks with appropriate prepositions. You may choose from: in, between, to (2), for, of, on. References References are quoted to indicate what the letter refers (1)_______ (Your Ref.) and the correspondence to refer to when replying (Our Ref.). References may either appear (2)________ figures, e.g. 661/17 in which case 661 may refer to the chronological number of the letter and 17 to the number (3)________ the department, or, DS/MR, in which case DS stands (4)________ Donald Sampson, the writer, and MR for his secretary, Mary Raynor. Attention Line / Private or Confidential When you cannot address a letter (5)_________ a particular person, use an attention line. Use the attention line if you want an organization to respond even if the person you write to is unavailable. In this instance, put the name of the organization or division (6)_______ the first line of the inside address and the attention line immediately afterwards: International University 1–5 Greenfield Road Liverpool L22 OPL For the attention of the Headmaster Dear Sir,

'Private and confidential' This phrase may be written at the head of a letter, and more importantly on the envelope, in cases where the letter is intended only for the eyes of the named recipient. There are many variations of the phrase – “Confidential”, “Strictly Confidential” – but little difference in meaning (7)_______ them.

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14. In pairs, discuss the questions about the text below: a) What is salutation followed by? When can we use the phrase “To Whom It May Concern”? b) What is the role of the subject line in a letter? Salutation The salutation directly addresses the recipient of the letter and is followed by a colon (except when a friendly, familiar, sociable tone is intended, in which case a comma is used). Salutations add a personal touch to your letter. Dear followed by a courtesy title and the person's surname. Initials or first names are not generally used in salutations: Dear Mr Smith, not Dear Mr J. Smith or Dear Mr John Smith. If you don’t know the name of the person you are writing to you may use: Dear Sir opens a letter written to a man whose name you do not know. Dear Sirs is used to address an organisation. Dear Madam is used to address a woman, whether single or married, whose name you do not know. Dear Sir/Madam is used to address a person of whom you know neither the name nor the sex. "To Whom It May Concern" is also a salutation you may use when you know neither the person nor the organisation that could be interested in your letter. The best solution is to make a quick, anonymous phone call to the organization and ask for a name; or, address the salutation to a department name, committee name, or a position name: "Dear Managing Editor," "Dear Personnel Department," "Dear Recruitment Committee," "Dear Chairperson," "Dear Director of Financial Aid". Subject Line Some firms open their letters with a subject line. This provides a further reference, saves introducing the subject in the first paragraph, immediately draws attention to the topic of the letter, and allows the writer to refer to it throughout the letter. Re: Application for the post of a typist. Source: Новик Д.В. Business Correspondence: метод. указания для студентов эконом. специальностей, 2001.

15. Study the following information about the paragraphs of a letter. Name the paragraphs (Introductory, Main or Concluding paragraph). Answer the questions: a) What are the paragraphs of a letter? b) What does each of them serve for? Body The actual message of course is contained in the body of the letter. The body of a letter is typically single–spaced and has three paragraphs:  introductory (first) paragraph  one or more main (middle) paragraphs  concluding (final) paragraph (1)_______________ paragraph The first sentence or paragraph of a letter is an important one since it sets the tone of the letter and gives your reader his first impression of you and your organisation. Generally speaking, in the first paragraph you will thank your correspondent for his letter (if replying to another one), introduce yourself and your organisation if necessary, state the subject of the letter, and set out the purpose of the letter. Here are two examples:

We thank you very much indeed for your contribution to the “Journal of Geology”. Your paper "The Migration of Mercury in the Earth's Crust" has appeared in October's issue. 19

Thank you for your letter of 19 August which I received today. We can certainly supply you with the books you asked about, and enclosed you will find a catalogue illustrating our wide range of books which are used by scientists throughout the world. (2)____________ paragraph(s) This is the main part of your letter and will concern the points that need to be made, answers you wish to give, or questions you want to ask. As this can vary widely with the type of letter that you are writing, it will be dealt with in the relevant units. It is in the middle paragraphs of a letter that planning is most important to make sure that your points are made clearly, fully and in a logical sequence. (3)________________ paragraph When closing the letter, you should thank the person for writing, if your letter is a reply and if you have not done so at the beginning. Encourage further enquiries or correspondence, and mention that you look forward to hearing from your correspondent soon. You may also wish to restate, very briefly, one or two of the most important points you have made in the main part of your letter. Here are some examples:

Once again thank you for writing to us, and please contact us if you would like any further information. To go briefly over the points I have made – we would like to maintain scientific co-operation with your laboratory and establish an exchange of data and information in our field of work. I look forward to hearing from you soon. I hope I have covered all the questions you asked, but please contact me if there are any other details you require. May I just point out that according to the decision of the editorial board the journal will appear in a March – April issue and will reach you around 15th May. I hope to hear from you in the near future. We are sure that you have made the right choice in choosing this particular line as it is proving to be a leading seller. If there is any advice or further information you want we shall be happy to supply it, and look forward to hearing from you. A letter introduces one main idea and then supports this idea. At the end of the letter, always include a way for your readers to contact you. Finally, consider how your letter looks. If you have nothing but paragraph after paragraph of text, you might use lists to draw attention to specific information. Lists are effective ways to present information because they break down large amounts of text and are visually pleasing. 16. Read the text and answer the questions: a) What complimentary close can you use? b) What does a signature block include? What does p.p. stand for? c) What are the last two components of a letter? What do the abbreviations cc: and bc: stand for?

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Complimentary Close Your letter begins with:  Dear Sir, Dear Sirs, Dear Madam or Dear Sir or Madam  a personal name – Dear Mr James, Dear Prof. Robinson, Dear Ms Jasmin

You close it with: Yours faithfully, Yours sincerely,

Avoid closing with old–fashioned phrases such as “We remain yours faithfully”, “Respectfully yours”, etc. Note that Americans tend to close even formal letters with “Yours truly” or “Truly yours”, which is unusual in the UK in commercial correspondence. But a letter to a friend or acquaintance may end with “Yours truly” or the casual “Best wishes”. Signatures Always type your name after your handwritten signature and your position in the organisation after your typed signature. This is known as the signature block. Even though you may think your signature is easy to read, letters such as 'a', 'e', 'o', 'r', and “v” can easily be confused. It is, to some extent, a matter of choice whether you sign with your initial(s) (D. Jenkins) or your given name (David Jenkins), and whether you include a courtesy title (Mr, Mrs, Miss, Ms) in your signature block. But if you give neither your given name nor your title, your correspondent will not be able to identify your sex and may give you the wrong title when he/she replies. It is safer, therefore, to sign with your given name, and safest of all to include your title. Including titles in signatures is, in fact, more common among women than among men, partly because many women like to make it clear either that they are married (Mrs) or unmarried (Miss) or that their marital status is not relevant (Ms), and partly because there is still a tendency to believe that important positions in an organisation can only be held by men. It would do no harm for men to start including their titles in their signatures. It is also possible to include the title in the typewritten signature, usually in brackets, as in this example:

The term per pro (p.p.) is sometimes used in signatures and means for and on behalf of. Secretaries sometimes use p.p. when signing letters on behalf of their bosses. Enclosure Lines To make sure that the recipient knows that items accompany the letter in the same envelope, use such indications as "Enclosure," "Encl.," "Enc.," "Enclosures (2)." For example, if you send a resume and writing sample with your application letter, you would do this: "Encl.: Resume and Writing Sample." If the enclosure is lost, the recipient will know. Copy Line cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies in alphabetical order. If, for example, you were upset by a local merchant's handling of your repair problems and were sending a copy of your letter to the Better Business Bureau, you would write this: "cc: Better Business Bureau." If you plan to send a copy to your lawyer, write something like this: "cc: Mr. Raymond Mason, Attorney." If you do not want your reader to know about the other copies, type bc (blind copy) on the copies only, not the original. Source: Данько О.А. Методические указания к практическим занятиям по деловой корреспонденции, 2002.

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17. Study the text about letter formats. In pairs, discuss the differences between them. LETTER FORMATS If you are writing a letter, select one of the common formats:  the full block style  the modified block style  the modified semi–block style. Which of these formats to use depends on the ones commonly used in your organization or the situation in which you are writing. Try to keep your letter to one page, but if your letter is longer, begin your subsequent page 3 blank lines below the heading. Subsequent page should include at least three lines of text, otherwise, evaluate the contents of previous pages. Full block format The main characteristic of full block letters is that everything (except maybe a pre–printed letterhead) is flush with the left margin. Full block letters are a little more formal than modified block letters. Study an example of a full block letter below.

EXECUTIVE TRAINING VIDEOS 1048 Wiltshire Avenue San Diego California 92107 12 June 2016 Ms. E. J. Harding Johnson Engineering Offley Industrial Park Birmingham B9 6HL Your Ref: BE/HT OurRef: MS/IP Dear Ms. Harding: Re: TRAINING VIDEOS Thank you for your letter of 3 June enquiring about our range of training videos. Unfortunately the video you require is temporarily out of stock, but we are expecting some more in the near future. I will contact you again as soon as they arrive. You may be interested in other items from our product range, and I am enclosing our latest brochure and price list. Thank you for your interest in our training videos and please do not hesitate to contact me if you have any further questions. I look forward to hearing from you soon. Yours sincerely, Robert Kapferer Sales Manager Enc. Current brochure and price list.

Source: Данько О.А. Методические указания к практическим занятиям по деловой корреспонденции, 2002.

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Modified block format The main characteristic of modified block letters is that everything is flush with the left margin (except the sender’s address, date, references, complimentary close, signatures and your title). Modified block letters are a little less formal than full block letters. Study an example of a modified block letter below.

_______ Better Books Makers, Inc. ___ 5555 Widget Avenue Silver City, CO 80456 February 20, 2016 Your Ref: BE/HT Our Ref: MS/IP Mr. Jim Dandy, Jr. Purchase Department Columbia University 2525 E. 34th Street Greeley, CO 80631 Dear Mr. Dandy: Re: Please accept my apology for the incorrect shipment of the books and the delay in reshipping the order. It was our mistake. The 300 books (Ref. # XT111) that you originally ordered were shipped out freight free today. You should receive them tomorrow via Red Label delivery. We value your business and trust that you will find this action satisfactory. In addition, as there is no excuse for the delay and inconvenience, I have instructed our accounting department to credit your account in the amount of $ 136.80. This reflects the 10% discount routinely applied to orders larger than $2,500.00. Sincerely, Frank Thompson Customer Service Representative Enc.: cc.:

Modified semi–block format Modified semi–block letters are the same as modified block letters, except the paragraphs are indented. Modified semi–block letters are a little less formal than full block letters. Study an example of a modified semi–block letter below. 23

BredgadeSl, DK 1260, Copenhagen K, DENMARK 6th May 2016 Soundsonic Ltd., Warwick House, Warwick Street, Forest Hill, London SE23 1JF UNITED KINGDOM For the attention of the Sales Manager Dear Sir or Madam, Please would you send me details of your quadrophonic sound systems which were advertised in the April edition of Sound Monthly? I am particularly interested in the Omega range of equipment that you specialize in. Yours faithfully, B. Kaasen Enc. Source: Новик Д.В. Business Correspondence: метод. указания для студентов эконом. специальностей, 2001.

18. These statements refer to modern letters. Mark them True (T) or False (F). Correct the false statements. 1. At the top of the letter the order is: reference, receiver's address, date. 2. “Our Ref.” often contains the initials of the typist. 3. Today is 12 June 1998. In Europe you write 12.06.98 and in the USA you write 06.12.98. 4. It is normal to write “Mr J. Smith” in the first line of the receiver's address, and underneath to write “Dear Mr Smith” without the initial. 5. The subject heading usually comes before “Dear Mr Smith”. 6. There is one clear line space between every section at the top of the letter. 7. In modern letters “Dear Mr Smith” and “Yours sincerely” are followed by a comma. 8. When you address a person by name (Dear Mr. Smith), you close with “Yours sincerely”. When you don't know the person's name (Dear Sir/Madam), you close with “Yours faithfully”. 9. American letters often close with “Sincerely” or “Yours truly”. 10. When writing to a colleague/contact you know – but who is not a personal friend – you can close the letter with all of these: “Kind regards”, “With best wishes”, “Best wishes”. 11. These days many women prefer to be known as Ms rather than Miss or Mrs. 12. A typist will often put one space after a comma and two spaces after a full stop. 13. pp is used when somebody signs for another person. 14. Formal language is often used in modern letters to show respect.

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19. Read this letter from a computer organisation to an organisation trainer, and fill in the blanks with the correct verb taken from the list below. leave travel stay have to be able suit meet visit return need arrive Dear Mr Jackson, Re: Nicosia Computer Training Course Thank you for your letter of 18 May giving us the dates of your visit. I am writing to inform you of the arrangements we have made on your behalf. You (1) ______ at Larnaca airport by the organisation driver, and (2) _______ at the Amathus Beach Hotel for the first night. When you (3) ______ Larnaca, you (4) ______ up to Nicosia and spend four days at the training centre. Most of the trainee operators (5) ________ some experience of the new program by the time you (6) ________, but they (7) ________ some instruction on the more complex areas of the system. Unfortunately, Mr Charalambides (8) _______ to meet you on Thursday 15 June, as you requested, because he (9) ________ subsidiary in Spain. However, he (10) _________ by the following Monday, 19 June, so I have arranged for him to see you at 2.30 p.m. Please let me know if these arrangements (11) ________ you. I look forward to hearing from you. Yours sincerely, Elena Theodorou Training Manager

UNIT 3. CONTENT AND STYLE LEAD-IN 1. Share your experience on the following:  Why should you think about content and style of a letter?  Do you have any problems connected with the length of a letter?  Do you know where you should put important information? Why?  How should you end your letter? Why? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 3: 1. to rely on memory - полагаться на память 2. to state the main business purpose or subject matter - указать основную цель или предмет 3. to avoid round–about beginnings - избегать «хождения вокруг да около» 4. to be easily overlooked - легко упустить из виду 5. to emphasize points - подчеркнуть идеи 6. to convey bad news positively - позитивно передать плохие новости 7. recipient–oriented style ("you–attitude") - стиль, ориентированный на получателя 8. to keep an average sentence length – сохранить среднюю длину предложения 9. longwinded - замысловатый 10. ambiguous - неоднозначный 3. Discuss in groups of four: 1. When should you rely on memory? What are the occasions? 2. Why is it important to avoid round–about beginnings? 3. How do you understand a recipient–oriented style ("you–attitude")? 4. Is it possible for you to keep an average sentence length in a letter? 4. Read the text below and answer the questions. a) Why do executives prefer written documents to other forms of communication? b) What are the main rules for successful letter writing? Characterize each of them. Even though no one formula exists for a perfect letter, some basic guidelines will help you, regardless of the form, purpose, and audience of the document. Many executives still prefer a written document over other forms of communication, because the document can serve as a contract, the facts will be on record in writing, and executives do not have to rely on memory. This is why it is important to write a good letter, and the principles below will help you do so. State the main business purpose or subject matter right away. Let the reader know from the very first sentence what your letter is about. Remember that when people open a letter, their first concern is to know what the letter is about, what its purpose is, and why they must spend their time reading it. Therefore, avoid round–about beginnings. If you are writing to apply for a job, begin with something like this: "I am writing to apply for the position you currently have open...." If you have bad news for someone, you need not spill all of it in the first sentence. Here is an example of how to avoid negative phrasing: "I am writing in response to your letter of July 24, 2016 in which you discuss problems you have had with an electronic spreadsheet purchased from our organisation."

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Dear Sirs, I am greatly interested in your graduate program leading to a Ph. D. degree and would like to apply for admission to graduate status. Could you kindly let me have an information brochure giving particulars on various academic curricula that are available as well as information on the facilities in the Department of the English Language? Yours faithfully,

If you are responding to a letter, identify that letter by its subject and date in the first paragraph or sentence. Busy recipients who write many letters themselves may not remember their letters to you. To avoid problems, identify the date and subject of the letter to which you respond: Dear Mr. Stout: I am writing in response to your September 1, 20XX letter in which you describe problems that you've had with one of our products. I regret that you've suffered this inconvenience and expense and ... Dear Ms. Cohen: I have just received your August 4, 20XX letter in which you list names and other sources from which I can get additional information on the ... Keep the paragraphs of most letters short. The paragraphs of letters tend to be short, some only a sentence long. Letters are not read the same way as articles, reports, or books. Usually, they are read rapidly. Big, thick, dense paragraphs over ten lines, which require much concentration, may not be read carefully – or read at all. To enable the recipient to read your letters more rapidly and to comprehend and remember the important facts or ideas, create relatively short paragraphs of between three and eight lines long. In letters, paragraphs that are made up of only a single sentence are common and perfectly acceptable. "Compartmentalize" the contents of your letter. When you "compartmentalize" the contents of a letter, you place each different segment of the discussion – each different topic of the letter – in its own paragraph. Study each paragraph of your letters for its purpose, content, or function. When you locate a paragraph that does more than one thing, consider splitting it into two paragraphs. If you discover two short separate paragraphs that do the same thing, consider joining them into one. 5. Fill in the blanks with the words: beginning, overlooked, better, middle. Place important information strategically in letters. Information in the first and last lines of paragraphs tends to be read and remembered(1)_________. Information buried in the middle of long paragraphs is easily (2)__________ or forgotten. Therefore, place important information in high–visibility points. For example, in application letters which must convince potential employers that you are right for a job, locate information on appealing qualities at the (3)_________ or end of paragraphs for greater emphasis. Place less positive or detrimental information in less highly visible points in your letters. If you have some difficult things to say, a good (and honest) strategy is to de–emphasize by placing them in areas of 27

less emphasis. If a job requires three years of experience and you only have one, bury this fact in the (4)________ or the lower half of a body paragraph of the application letter. The resulting letter will be honest and complete; it just won't emphasize weak points unnecessarily. Here are some examples of these ideas below. 6. Complete the revisions. Problem: In July I will graduate from the University of Kansas with a Bachelor of Science in Nutrition and Dietetics. Over the past four years in which I have pursued this degree, I have worked as a lab assistant for Dr. Alison Laszlo and have been active in two related organizations, the Student Dietetic Association and the American Home Economics Association. In my nutritional biochemistry and food science labs, I have written many technical reports and scientific papers. I have also been serving as a diet aide at St. David's Hospital in Lawrence the past year and a half. (The job calls for a technical writer; let's emphasize that first, then mention the rest) Revision: In my education at the ____________, I have had substantial experience writing ________ reports and scientific papers. Most of these reports and papers have been in the field of ________ and dietetics in which I will be receiving my _________of Science degree this July. During my four years at the University I have also handled plenty of paperwork as a ______ assistant for Dr. Alison Laszlo, as a member of two related organizations, the Student _________ Association and the American Home ___________ Association, and as a diet aide as St. David's Hospital in __________ in the past year and a half. Problem: To date, I have done no independent building inspection on my own. I have been working the past two years under the supervision of Mr. Robert Packwood who has often given me primary responsibility for walk–throughs and property inspections. It was Mr. Packwood who encouraged me to apply for this position. I have also done some refurbishing of older houses on a contract basis and have some experience in industrial construction as a welder and as a clerk in a nuclear construction site. (Let's not lie about our lack of experience, but let's not put it on a billboard either!) Revision: As for my work experience, I have done numerous building __________ and property inspections under the supervision of Mr. Robert Packwood over the past two years. Mr. Packwood, who encouraged me to apply for this ________, has often given me primary __________ for many inspection jobs. I have also done some _________ of older houses on a __________ basis and have some experience in ___________ construction as a welder and as a clerk in a __________ construction site. 7. Read the information and complete the revisions. Find positive ways to express bad news in your letters. Often, letters must convey bad news: your article cannot be accepted, or an individual cannot be hired. Such bad news can be conveyed in a tactful way. Doing so reduces the chances that business relations with the recipient of the bad news will end. To convey bad news positively, avoid such words as "cannot," "forbid," "fail," "impossible," "refuse," "prohibit," "restrict," and "deny" as much as possible. The first versions of the example sentences below are phrased in a rather cold and unfriendly negative manner; the second versions are much more positive, cordial and tactful:

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Problem: Because of the amount of information you request in your letter, I simply cannot help you without seriously disrupting my work schedule. Revision: In your letter you ask for a good _______ of information which I would like to help you locate. Because of my work _________, however, I am going to be able to answer only a few of the questions ... Problem: If you do not complete and return this advertisement contract by July 1, 2004, you will not receive your advertising space in this year's Capitol Lines. If we have not heard from you by this deadline, we will sell your advertisement space to some other client. Revision: Please complete the ________ contract and return it to us by _______, 2004. After this ________, we will begin selling any unrenewed advertisement _______ in this year's Capitol Lines, so I hope we hear from you before then. 8. Study the next rules for successful letter writing. In pairs, discuss them. a) Focus on the recipient's needs, purposes, or interests instead of your own. Avoid a self–centred focusing on your own concerns rather than those of the recipient. Even if you must talk about yourself in a letter a great deal, do so in a way that relates your concerns to those of the recipient. This recipient–oriented style is often called the "you–attitude", which does not mean using more yous but making the recipient the main focus of the letter. Dear Prof. Johnson, I want to thank you dearly for all that you have done for me and especially for the materials you sent me last week. I understand how much of your valuable time you spent on me and my problems. And knowing how busy you are, I truly appreciate your assistance in this matter. Maybe some time in the future I will be able to repay you to some degree for all that you have done for me. Yours sincerely, Source: Ступин Л. П. Письма по-английски на все случаи жизни, 1997.

b) Give your letter an "action ending" whenever appropriate. An "action–ending" makes clear what the writer of the letter expects the recipient to do and when. Ineffective conclusions to letters often end with rather limp, noncommittal statements such as "Hope to hear from you soon" or "Let me know if I can be of any further assistance." Instead, or in addition, specify the action the recipient should take and the schedule for that action. If, for example, you are writing an inquiry letter, ask the editor politely to let you know of his decision in a month. If you are writing an application letter, try to set up a date and time for an interview. Here are some examples: As soon as you approve this plan, I'll begin contacting sales representatives at once to arrange for purchase and delivery of the microcomputers. May I expect to hear from you within the week? I am free after 2:00 p.m. on most days. Can we set up an appointment to discuss my background and this position further? I'll look forward to hearing from you.

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9. In pairs, discuss the length of a letter according to the following text. Length People often ask how long their letter should be. The answer is, as long as necessary and this will depend on the subject of the letter. The right length Your letter should be neither too long nor too short. It is better to include too much information than too little. Your reader cannot read your mind. If you leave out vital information, he won't know what he wants to know, unless he writes back again and he may not bother to do that. If you include extra information, at least he'll have what he wants, even though he may be irritated by having to read the unnecessary parts. Provided, of course, that you include the vital information as well as the extras. Dear Dr. Winston: It is a pleasure to receive your letter dated March 17, 2016 from which I am happy to learn that you have established a new journal. From the numerous problems your journal intends to raise I can judge of the importance and usefulness it will have in developing this branch of science. It is very kind of you to invite me to co-operate with your journal and to submit my papers for publication there. I will be very glad to comply with your request and send you future articles for your consideration. I have also called the attention of some research workers in this country to contribute papers to your journal and I trust you will shortly hear from them. Here are the names of some of them: Prof. V.B. Smirnov, Prof. G.N. Goldberg, Dr. R.A. Smirnov and Dr. P.S. Spasskaya. All of them seem to take a great interest in your journal and wish it a good start and much success. I would also like to add my personal wishes. Looking forward to hearing from you again. Sincerely yours, Arthur P. Petrov

10. Study the text and rewrite the suggested long sentence. Keep your sentence average length low Sentence length is crucial to good writing. Almost everything written by good writers has an average sentence length of between 15 and 20 words. This doesn’t mean writing every sentence the same length. Good writers naturally vary the length and rhythm of their sentences – longer sentences balanced with shorter ones – but they keep their average sentence length well below 20 words. Compare these examples: Long Sentence I refer to my letter of 13th June and am writing to advise you that if we do not receive your completed application form within the next fourteen days, I shall have no alternative but to arrange property insurance on the bank's block policy. (One Sentence – 45 words)

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Shorter Sentences I have not yet _______________________ ___________________________________. If we do not _________________________ ____________________________________, I shall have to ________________________ ____________________________________. (Two sentences – 13 words and 24 words)

11. Study the text and change the complex words into simple ones. Use: previous, check, extra, bought, equipment, must. Use simple words rather than complex ones Many writers have difficulty keeping their message simple and clear. Instead of using everyday words they use complex or unfamiliar words. Simple, everyday words will help you get your message across. Too often we use words such as additional, indicate, initiate and proliferate for extra, show, start and spread. Complex words As we noted in the preceding section, if you purchased additional printer options, such as a second printer tray, it is a requirement you verify its correct installation.

Simple words As we noted in the (1)_______ section, if you (2)_______ (3)________ printer (4)_________, such as a second printer tray, you (5)_______ (6)_______ you install it correctly.

12. Read the better version of the letter, in which the ideas and information are in the logical order. Put the correct forms of the verbs in brackets. Dear Dr. Simpson, I (1)_____ (to be) very happy to hear from you at last. It's a long time since we (2)__________ (to communicate) with each other. Dr. Hilton who was here on a short business trip (3)_______ (to tell) me about the success of your laboratory. As soon as your paper (4)______ (to be) published, please send me a copy. We (5)_____ still _______ (to go) on with our work in ... and hope to complete it by the end of June. As for your request I can (6)_________ (assure) you that we'll do our best to make Dr. Johnson (7)________ (to feel) comfortable and help him in all respects. It won't be difficult to arrange an official visit to our institute. When he (8)______ (arrive) here we'll discuss the details. Hoping to hear from you soon. Sincerely yours, Nikolai S. Konstantinov 13. Read the text below and answer the questions: a) What voice (verbs) should you use? b) What are seven c’s that you should follow? Use active verbs rather than passive verbs Using active verbs rather than passive verbs is the key to good writing. Why? Because passive verbs are longwinded, ambiguous, impersonal and dull. Active verbs make your writing simpler, less formal, clearer and more precise. Here's an example: Passive: It was agreed by the committee... Active: The committee agreed... Passive: At the last meeting a report was made by the Secretary... Active: At the last meeting the Secretary reported... Passive: This form should be signed and should be returned to me. Active: You should sign the form and return it to me. Prepositions Special care should be taken when using prepositions. There is a big difference between “The price has been increased to £15.00”, “The price has been increased by £15.00”, and “The price has been increased from £15.00”. 31

Follow the seven c's. Each letter/memorandum should be:  Clear  Concise  Correct  Courteous  Conversational  Convincing  Complete Source: http://www.lupinworks.com/roche/pages/busLetter/plainEnglish.php

14. In the English language we use Anglo–Saxon and Latin words. Latin words are mainly used in written English while Anglo–Saxon words are more appropriate for informal language. Look at these pairs of word and think which words are better to use in correspondence. get/obtain thanks/thank you tell/inform go back/return because/due to the fact that about/with reference to

I'll/I will job/occupation ask/inquire try/attempt need/require now/at the present time

15. Match each phrase on the left with a phrase on the right. Informal (spoken) language 1. Thanks for your letter. 2. I've just seen your advert in ... 3. Can you tell me about...? 4. because 5. Sorry, I can't make the meeting. 6. Here are ... 7. What exactly do you need? 8. Just send the stuff back. We'll pay. 9. I've got some bad news. There's no more until next month. 10. Good news! I've just heard that... 11. There isn't much left. You better move fast. 12. If you'd like any more details, just let me know.

a) b) c) d) e) f) g) h) i) j) k) l)

Formal (written) language I am writing with reference to the advertisement in.. due to the fact that Thank you for your letter dated 14 March. Please find enclosed ... I am afraid I will not be able to attend the meeting. I would be grateful if you could send me some information about... Please return the goods at our expense. We are pleased to inform you that... Please let me know your exact requirements. If you require any further information, please do not hesitate to contact me. We regret to advise you that the goods you require are temporarily out of stock. Please note that our stocks are limited. We advise customers to order as soon as possible to avoid disappointment.

16. The phrases below are typical of informal spoken English. Rewrite them as sentences for a letter. Some words have been given to help you. 1. It's about that ad. we saw in Marketing Monthly. (writing/reference to/recent edition) 2. Can you send us something about what your university offers? (grateful/information/range) 3. Thanks for your letter of March 12 asking about what we offer. (dated/enquiring/courses) 4. I have some bad news. I'm afraid your article is not taken. (regret/inform/accepted) 5. See you in Frankfurt next month! (look forward) 17. Write “Letter”, “Fax” or “e–mail” next to each of these descriptions. 1. This is used in routine day–to–day communication where the correct choice of words is not so important. The subject title is important to help the reader find it in the files later. The style is 32

informal and very direct. The content is very short as only the basic information is mentioned. 2. This is used for those situations where the writer wants to make a good impression or where the correct choice of words is important (e.g. for a first contact with a possible new customer or for making a complaint). The style is careful and polite and there is much use of standard expressions. 3. This is used for some day–to–day communication, particularly to transmit copies of documents that are not in electronic form. The style is intermediate and depends on who will read it. Informal, direct language can be mixed with some longer, standard expressions. 18. Write “Letter” or “e–mail” next to each of these phrases. 1. 2. 3. 4. 5.

a) longer sentences a) much use of contractions a) words of Latin origin (verify, inform, return) a) ideas presented politely and carefully a) much use of standard expressions

b) shorter sentences b) less use of contractions b) words of Anglo–Saxon origin (check, tell, send back) b) ideas presented simply and directly b) less use of standard expressions

19. The language in the texts below is informal, spoken English. Rewrite it in a clear, simple, positive style appropriate for a letter. Keep the basic meaning of the original, but change words and phrases freely. Hi Sue, I got the letter you sent on 2nd of March. You want the article by the 20th? You must be joking! If you want a good job it's going to take at least two weeks. You'll be lucky to get anything from us until early April. Anyway, you haven't even published the last article we sent you! We need that article right now. You're not getting anything else until you publish. All the best

Thanks for your letter – sorry I didn't get in touch until now. Well, about your problem with the machine – it's not our fault. You obviously didn't follow the instructions – that's why it's broken. You want to claim for it under your guarantee? No way! Don't you remember – you didn't renew your maintenance contract last year. Anyway, someone from our Service Department will contact you some time to talk about when our engineers are coming. I'll be here if you want a chat. Source: http://connellynet.com/245/letters/BizBuild5_2b.pdf

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UNIT 4. ACADEMIC RESUME LEAD-IN 1. Share your experience on the following:  Have you ever written a resume? What was the occasion?  Have you ever written an Academic resume? Why?  Why do you need to know how to write an Academic resume? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 4: 1. highly developed research qualitative and analytical skills with a strong capacity to conduct independent research - развитые навыки проведения качественных и аналитических исследований со способностью проводить независимые исследования 2. to demonstrate ability to develop goals, objectives and implement strategies through lesson planning and teaching experience - демонстрировать способность разрабатывать цели, задачи и реализовывать стратегии посредством планирования уроков и опыта преподавания 3. proven ability to conceptualise problems and develop well-reasoned and integrated solutions, as demonstrated throughout PhD research - доказанная способность концептуализировать проблемы и разрабатывать обоснованные и комплексные решения, продемонстрированные на протяжении всего исследования на степень PhD 4. working knowledge of Word, Excel, PowerPoint and Statistical Package for Social Scientists - актуальные знания Word, Excel, PowerPoint и статистического пакета для ученых в области социальных наук 5. to be proficient in (language) – быть знатоком (языка) 6. to co-design a new course structure – совместно разработать новую структуру курса 7. to devise and implement learning objectives, lesson plans and activities to meet targets разработать и реализовать цели обучения, планы уроков и мероприятия для достижения целей 8. to conduct evaluations at sites – проводить оценку на месте 9. to prepare appropriate questionnaire and interview participants – подготовить соответствующий вопросник и опросить участников 10. to conduct statistical testing – проводить статистическое тестирование 11. to assist in the design of market research survey – помогать в разработке исследования рынка 3. Discuss in groups of four: 1. Do you possess highly developed research qualitative and analytical skills with a strong capacity to conduct independent research? 2. Do you have working knowledge of Word, Excel, PowerPoint and Statistical Package for Social Scientists? 3. What language are you proficient in? 4. Have you ever co-designed a new course structure? 4. Study the text below and answer the questions: a) What’s a resume? b) What’re the two basic resume designs and what’s the choice of your resume design based on? c) What’s the layout of the functional design? Who is this design preferable for? d) What are the differentiating features of the thematic approach? e) What are the sections of a resume? 34

f) What are the elements of the heading? g) What’s the best place in a letter according to the specialists where you should place the most important information? h) What information do you present in the body of a resume and how is it arranged? i) What information should you provide under the “work experience” title? j) What should you do if you can’t keep all the details about your experience and education to one page? k) What follows the experience section? l) What do you write in the conclusion? RESUME A resume is a short summary of candidate’s background and qualification. In Britain a resume is often referred to as a curriculum vitae. An excellent resume may help you get the job of your dream and a poor resume may mean a lost opportunity. To begin planning your resume, decide which type of resume you need. This decision is in part based on requirements that prospective employers may have, and in part based on what your background and employment needs are. There are two basic, commonly used plans or designs you can consider using. Functional design starts with a heading; then presents either education or work experience, whichever is stronger or more relevant; then presents the other of these two sections; then ends with a section on skills and certifications and one on personal information. Students who have not yet begun their careers often find this design the best for their purposes. Thematic design – another approach to resumes. It divides your experience and education into categories such as project management, budgetary planning, financial tracking, personnel management, customer sales, technical support, publications – whichever areas describe your experience. Often, these categories are based directly on employment advertisements. If the job advertisement says that Organisation ABC wants a person with experience in training, customer service and development, then it might be a smart move to design thematic headings around those three requirements. If you want to use the thematic approach in your resume, take a look at your employment and educational experience – what are the common threads? Project management, program development, troubleshooting, supervision, inventory control? Take a look at the job announcement you're responding to – what are the three, four, or five key requirements it mentions? Use these themes to design the body section of your resume. These themes become the headings in the body of the resume. Under these headings you list the employment or educational experience that applies. Sections in Resumes. Resumes can be divided into three sections: the heading, the body, and the conclusion. Each of these sections has fairly common contents. Heading. The top third of the resume is the heading. It contains your name, phone numbers, address, and other details such as your occupation, titles, and so on. Headings can also contain a goals and objectives subsection and a highlights subsection. Highlights (summary section) occurs just below the heading and just above the main experience and education sections. This is an increasingly popular section in resumes. Resume specialists believe that the eye makes first contact with a page somewhere one–fourth to one–third of the way down the page – not at the very top. If you believe that, then it makes sense to put your very "best stuff" at that point. Therefore, some people list their most important qualifications, their key skills, their key work experience in that space on the page. Actually, this section is useful more for people who have been in their careers for a while. It's a good way to create one common spot on the 35

resume to list those key qualifications about yourself that may be spread throughout the resume. Otherwise, these key details about yourself are scattered across your various employment and educational experience – in fact, buried in them. Objectives, goals – also found in some resumes. It is a section just under the heading in which you describe what your key goals or objectives are. Body. In a one–page resume, the body is the middle portion, taking up a half or more of the total space of the resume. In this section, you present the details of your work, education, and military experience. This information is arranged in reverse chronological order. In the body section, you also include your accomplishments, for example, publications, certifications, equipment you are familiar with, and so on. Work EXPERIENCE is an integral part of any resume. List your experience starting with your most recent place of employment and work backwards. Write the exact days of employment, your position, and the name of the organisation you worked for. Provide information about your responsibilities, emphasizing important activities. List your responsibilities in short statements that do not include the words “my” or “I”. Amplification page. Some people have a lot of details that they want to convey about their qualifications but that don’t fit well in any of the typical resume designs. To keep the main part of the resume from becoming unbalanced and less readable, they shift all of this detail to an amplification page. On the first page of this resume, the writer divides the presentation into experience and education sections and takes a chronological approach to each. On the second page, he only provides organisation names, job titles, dates, and discussion of duties. Following experience, you should list your special SKILLS. These include your language skills, computer abilities, and any other talent that are relevant to your statement of intent. When describing your language abilities you should be honest about the level of your knowledge: “fluent English”, “native Russian”, “intermediate German” and “beginning French” are the ways to describe your language abilities. Conclusion. In the final third or quarter of the resume, you can present other related information on your background. For example, you can list activities, professional associations, memberships, hobbies, and interests. At the bottom of the resume, people often put "REFERENCES AVAILABLE ON REQUEST" and the date of preparation of the resume. Source: Юлаева С.С. Английский язык: Учебное пособие, 2003.

5. Consider the following sample of resume. What is the design of this resume?

Amanda Ambani 17 Gibson Street, Clayton VIC 3168 0412 345 678 amanda.ambani@ monash.edu.au Academic Qualifications 02/2014 - date

PhD Department of Sociology Monash University, Clayton Campus Doctoral Thesis: "Dilemmas in Child Abuse Prevention"

02/ 2011 – 11/2013

Master of Arts Department of Sociology Monash University, Clayton Campus Masters Thesis: "Problems in Intervention: The Crisis of Teenage Pregnancy" 36

02/2006- 11/2010

Bachelor of Arts (First Class Honours) Majors: Sociology and Literature Flinders University, Adelaide, SA Honours Thesis: "A Sociopolitical Analysis of HIV/AIDS in Australia"

Scholarships and Awards 11/2014 11/2010 11/2009 – 02/2010 11/2009

Australian Postgraduate Award, Monash University Flinders award for Academic Excellence, Flinders University Elaine Brough Memorial Vacation Research Scholarship Dean’s Commendation Certificate, Faculty of Arts

Professional Profile  Highly developed research qualitative and analytical skills with a strong capacity to conduct independent research  Demonstrated ability to develop goals, objectives and implement strategies through lesson planning and teaching experience  Proven ability to conceptualise problems and develop well-reasoned and integrated solutions, as demonstrated throughout PhD and Honours research  Working knowledge of Word, Excel, PowerPoint and Statistical Package for Social Scientists  Proficient in Mandarin (Chinese Cert I & II, Box Hill Institute of TAFE, 2010) Academic Employment – Teaching and Research 07/2009 – 03/2014

Tutor Department of Social and Political Inquiry, Monash University Responsibilities  Taught Introduction to Sociology and Methods of Social Research to first-year level students for two semesters Achievements  Co-designed a new course structure with a redistribution of classroom and home based learning in a time of funding cuts from administration  Devised and implemented learning objectives, lesson plans and activities to meet targets  Delivered a high quality learning experience to students which was met with consistently positive feedback by independent Faculty evaluation

07/2011 – 01/2012

Research Assistant to Professor J. Blank Department of Social and Political Inquiry, Monash University Responsibilities  Investigated the effect of prevention programs on the child rearing and disciplining behaviour of specific populations 37

 Conducted evaluations at sites in the inner metropolitan areas of Melbourne  Prepared appropriate questionnaire and interviewed participants Employment History – General 09/2009 – 01/2010

Marketing Assistant SELL Solutions Pty Ltd, Adelaide  Conducted statistical testing of product receptivity in pre-defined markets  Assisted in the design of market research survey

06/2008 – 09/2009

Sales Assistant Orb Duty Free, Adelaide  In store sales of duty free items - ranging from electrical to cosmetic and alcohol

Publications  (Forthcoming) Ambani, A. "Bosnian Immigrants and the Sociology of Race and Ethnicity: Limits of the Assimilation Perspective", in Australian Journal of Social Issues 2014  Ambani, A. "Sociology for a New Age?" in Sociology for a New Millennium: Challenges and Prospects, M. Collin, L. Terry and S. Russell eds., pp.200 - 239, Melbourne University Press , 2013 Presentations  "When Prevention Fails: The Role of Context in Persistent Child Abuse". Presented at The Australian Sociological Association Conference 2014, Brisbane, April 2014  (Poster Session) "The Use of Survey Research Techniques in Psychocultural Studies”. Presented at The Australian Sociological Association Conference 2013, Perth, April 2013 Extra Curricular Activities 05/2006 – date

Volunteer Brotherhood of St Laurence, Adelaide and Melbourne  Provide administrative support  Participate in the organisation of fundraising activities  Contribute to the editing of monthly newsletter

03/2010 – 11/2011

Secretary Focus (Friends on Campus) Committee; a support network for matureage students

07/2008 – 11/2009

Student Representative Faculty of Arts Standing Committee, Monash University 38

Professional Memberships 2010 – date 2010 – date

The Australian Sociological Association South Australian Council of Social Service

Interests Sketching, travelling (Asia for three months from 2010 - 2011), collecting antique postcards Referees Professor Joan Lector Faculty Head Department of Social and Political Inquiry Monash University Phone: (03) 9905 3109 Email: [email protected]

Professor John Blank Senior Lecturer Department of Social and Political Inquiry Monash University Phone: (03) 9905 3456 Email: j.blank @email.com

Terry Quench Marketing Manager SELL Solutions Pty Ltd Phone: (03) 9845 8954

Source: http://www.monash.edu/__data/assets/pdf_file/0003/580215/academic-resume.pdf

6. Write down your own Academic CV.

UNIT 5. COVER LETTER LEAD-IN 1. Share your experience on the following:  Have you ever written a Cover Letter? If yes, when?  Where else should you write a Cover Letter?  Is this letter of great importance for readers of your letter? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 5: 1. to be particularly interested in the offered position - быть особо заинтересованным в предлагаемой должности 2. previous experience and academic background - предыдущий опыт и теоретические знания 3. to be successful in this post / position - быть успешным на этой должности 4. to gain the experience and skills that are required - приобретать требуемый опыт и навыки 5. Please accept this letter as an expression of interest in the position of … - Пожалуйста, примите это письмо как выражение интереса к должности … 6. an advertisement for a vacant position / post - объявление о вакантной должности 7. refer to the enclosed curriculum vitae / resume for further particulars - обратитесь к приложенному резюме для более подробной информации 8. to work on smb’s own - работать самостоятельно 9. to have the opportunity to work on own initiative and to take on a certain amount of responsibility - иметь возможность работать проявляя инициативу и брать на себя определенную долю ответственности 10. to offer enough scope to develop own ideas - предлагать достаточно возможностей для развития собственных идей 11. to be familiar with the requirements for success in the profession - быть знакомым с требованиями для успешной работы в профессии 12. to possess the right combination of research qualitative and analytical skills - обладать необходимым сочетанием навыков проведения качественных и аналитических исследований 13. Thank you for your time and consideration - Спасибо за ваше время и внимание 14. to personally discuss potential contributions to a company - лично обсудить потенциальный вклад в компанию 15. my experience and qualifications match this position's requirements - мой опыт и квалификация соответствуют требованиям, предъявляемым к этой должности 16. to graduate Cum Laude from the SUSU - окончить с отличием ЮУрГУ (the SUSU) 17. to complete my Associate Degree in (Sociology) - получить диплом по (Социологии) 3. Discuss in groups of four: 1. What experience and academic background do you have? 2. Do you prefer to have the opportunity to work on your own initiative and to take on a certain amount of responsibility? 3. Are you familiar with the requirements for success in your profession? What are they? 4. What degree have you completed? 4. Read the text below and in pairs, discuss the questions: a) What’s the role of a Cover Letter? b) If the Cover Letter isn’t a lengthy summary of the resume, then what’s it? 40

c) What are the principles for writing a successful Cover Letter? COVER LETTERS In many job applications, you attach an application letter to your resume. Actually, the letter comes before the resume. The role of the application letter is to draw a clear connection between the job you are seeking and your qualifications listed in the resume. To put it another way, the letter matches the requirements of the job with your qualifications, emphasising how you are right for that job. The application letter is not a lengthy summary of the resume – not at all. It selectively mentions information in the resume, as appropriate. Employers receive hundreds of letters and resumes for each advertised position vacancy. Your letter, therefore, will have to be well written and designed to attract attention in a positive way in order to receive a favorable response. Your cover letter should communicate something personal about you along with information that is specific for the division or organisation to which the letter is being sent. This lets the reader know that you have spent some time researching the organization and writing a personal letter. Your resume and cover letter must be individually written and originally typed, single spaced on a good quality paper matching the paper used in your resume. The cover letter should be one page in length and addressed to a specific individual in charge of the department or unit in which you want to work or to human resources department. Different employers handle resumes differently and you might want to try writing to both. Source: http://career.utk.edu/students/resumes-interviewing/cover-letters

5. Write the name of each paragraph (Introductory, Main body, Closing) in the blanks and answer the questions: a) What are the sections in a successful Cover Letter? b) Characterize the introductory paragraph. c) Characterize the body of the Cover Letter and the two approaches which can be used here. d) Should information about your work experience and education cover all your background? e) What paragraph in the body is worth considering for people just starting their career? f) What should you indicate in the closing paragraph? g) What shouldn’t you say explaining why you left the previous positions? h) How to explain why you are applying for the position? Common Sections in Application Letters (1)________________ paragraph. This first paragraph of the application letter is the most important; it sets everything up – the tone, focus, as well as your most important qualification. A typical problem in the introductory paragraph involves diving directly into work and educational experience. Bad idea! A better idea is to do something like the following:  State the purpose of the letter – to inquire about an employment opportunity.  Indicate the source of your information about the job – newspaper advertisement, a personal contact, or another.  State one eye–catching, attention–getting thing about yourself in relation to the job or to the employer that will cause the reader to want to continue. 41

And you try to do all things like these in the space of a very short paragraph – no more than 4 to 5 lines of the standard letter. (2)________________paragraphs. State why you are interested in the position, the organisation, its products or services, and, above all, indicate what you can do for the employer. In the main parts of the application letter, you present your work experience, education, training – whatever makes that connection between you and the job you are seeking. Remember that this is the most important job you have to do in this letter – to enable the reader see the match between your qualifications and the requirements for the job. There are two common ways to present this information:  Functional approach – This one presents education in one section, and work experience in the other. If there was military experience, that might go in another section. Whichever of these sections contains your "best stuff" should come first, after the introduction.  Thematic approach – This one divides experience and education into groups such as "management," "research," "financial," and so on and then discusses your work and education related to them in separate paragraphs. Of course, the letter is not exhaustive or complete about your background – it highlights just those aspects of your background that make the connection with the job you are seeking. Another section worth considering for the main body of the application letter is one in which you discuss your goals, objectives – the focus of your career – what you are doing, or want to do professionally. A paragraph like this is particularly good for people just starting their careers, when there is not much to put in the letter. Of course, be careful about loading a paragraph like this with "sweet nothings." For example, "I am seeking a challenging, rewarding career with a dynamic upscale organisation where I will have ample room for professional and personal growth" – come on! You might as well say, "I want to be happy, well–paid, and well–fed." (3)____________________ paragraph. In the last paragraph of the application letter, you can indicate how the prospective employer can get in touch with you and when the best times for an interview are. This is the place to urge that prospective employer to contact you to arrange an interview.  Please let me know if there are any other details you need. Meanwhile, I look forward to hearing from you.  I hope to hear from you in due course. Please let me know if you would like further information about me.  I will be able to give you more detailed information at an interview, and look forward to seeing you. If you have had more than one job, you could explain why you left each position. This is often left for an interview. But you should never use explanations such as leaving for more money, better fringe benefits, advantages besides salary, e.g. better pension, health scheme, social facilities, car, or conditions. Whether it is justified or not, employers do not like to feel staff leave companies for these reasons. You should also not state you were bored with the work you were doing, after all, you accepted the job; and never criticize the firm you worked for, the products or services they offered, or staff you worked with. Explanation for leaving an organisation could include the following:  I left (name of firm) in (date) as (new employer) offered me a chance to use my (skills or specialized knowledge, e.g. languages, knowledge of computers etc.)…  In 2016 I was offered a chance to join (name of organisation) where there was an opportunity for me to gain more experience in ………  I was offered promotion (a chance to advance) by (name of organisation) in (date) and therefore left (organisation) as this meant I could (explanation)………  I joined (name of organisation) in (date) as they offered an opportunity for advancement, being a much lager concern. 42

All companies will want to know why you applying for a particular position. This not only means explaining why you want the job but why you think your particular skills and experience would be valuable to the firm.  I am particularly interested in the position you offer as I know my previous experience and academic background would be valuable in this area of (engineering, teaching, accountancy, etc.)  I am sure I would be successful in this post as I have now gained the experience and skills that are required.  As (title of post) I know my background in (area of work) would prove valuable to you, especially as I have been dealing with (explanation)………  This position would require someone who has extensive experience of (area of work) which I have gained both academically and commercially at (college and companies). 6. Use proper prepositions to complete the phrases. 1. In Britain a resume is often referred ___ ___a curriculum vitae. 2. This information is arranged ____ reverse chronological order. 3. List your experience starting ____ your most recent place of employment and work backwards. 4. Sometimes a letter ___ recommendation can add that little extra appeal when applying ___ a new job. 5. The letter of recommendation provides a good review ____ the qualifications. 6. One way is to state _____ the bottom of your resume that your letters of recommendation and references are available _____ request.

7. You attach an application letter ____ your resume. 8. The letter matches the requirements ____ the job with your qualifications, emphasising how you are right ___ that job. 9. _____ view of my qualification, I would expect a salary _____ about … 10. I am ___ present earning … ____ annum. 11. However I would like to change ____ industrial products since I believe they offer a greater potential. 12. During the last three years Karen has worked her way ____ clerical worker _____ part of our management team.

7. Use a proper word(s) to complete the sentences. 1. An excellent resume may help you get the job of your dream and a poor resume may mean ___. 2. Headings can also contain a ______ subsection and a highlights subsection. 3. Resume specialists believe that the eye makes first contact with a page somewhere ________ of the way down the page. 4. To keep the main part of the resume from becoming unbalanced and less readable, they shift all of this detail to_________. 5. At the bottom of the resume, people often put "_______________" and the date of preparation of the resume. 6. The role of the application letter is to ______________ between the job you are seeking and your qualifications listed in the resume. 7. Your cover letter should communicate something ________ about you along with information that is ______ for the division or organisation to which the letter is being sent. 8. Your resume and cover letter must be _____ written and _______ typed, ______ spaced on a good quality paper matching the paper used in your resume. 9. State one _______, attention–getting thing about yourself in relation to the job or to the employer that will cause the reader to want to continue. 10. My present position is ________ one month’s notice.

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8. Study the text below and find the distinctions between Academic and Business Cover Letters. Distinctions between Academic and Business Cover Letters A cover letter for an academic job has a function similar to one for a business job, but the content differs significantly in quantity and kind. While the general advice for business cover letters—such as tailoring your letter for the specific job and selling your strengths—still applies, a cover letter for an academic position should be long enough to highlight in some detail your accomplishments during your graduate education in research, teaching, departmental service, and so on. The typical letter is thus usually one and a half to two pages long, but not more than two— roughly five to eight paragraphs. Tailoring for Your Audience In an academic context knowing your audience means reading the job notice carefully and knowing the type of institution to which you are applying. Most graduate students have studied a broad range of material within their discipline before specializing in a narrow field for the dissertation project. Since it is rare to find a job notice specifying your exact qualifications, you need to emphasize those aspects of your graduate training that seem particularly relevant to the position advertised.  Job notice: If you've written a political science dissertation on populism in early twentiethcentury US national politics, you probably won't respond to a notice seeking a specialist in international politics during the Cold War. But you may wish to apply for a position teaching twentieth-century US political parties and movements. In this case you would want to stress the relevance of your dissertation to the broad context of twentieth-century US politics, even though the study focuses narrowly on the pre-World War I period. You might also highlight courses taken, presentations given, or other evidence of your expertise that corresponds to the job notice.  Type of institution: Often the job notice will provide a brief description of the college or university, indicating such factors as size, ownership (public, private), affiliation (religious, nonsectarian), geography (urban, suburban, rural), and so on. These factors will influence the kind of information emphasized in your letter. For example, for a job at a small liberal arts college that focuses on undergraduate teaching, you would emphasize your teaching experience and pedagogical philosophy early in the letter before mentioning your dissertation. On the other hand, for a job at a large research university you would provide at least one detailed paragraph describing your dissertation early in the letter, even indicating your plans for future research, before mentioning your teaching and other experience. Other Advice If you're still working on your dissertation, you should mention somewhere in the letter when you expect to be awarded the Ph.D., even being as specific as to mention how many chapters have been completed and accepted, how many are in draft version, and what your schedule for completion is. Last-paragraph tips include the following:  Mention your contact information, including a phone number where you can be reached if you will be away during a holiday break.  If you will be attending an upcoming major professional conference in your field, such as the MLA convention for language and literature professionals, indicate that you will be available for an interview there. Be sure to mention that you are available for telephone or campus-visit interviews as well.  If you have some special connection to the school, type of institution, or region, such as having attended the school as an undergraduate or having grown up in the area, you may wish to mention that information briefly at some point.  Mention your willingness to forward upon request additional materials such as writing samples, teaching evaluations, and letters of recommendation. Source: https://owl.english.purdue.edu/owl/resource/639/1

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9. Read the following Cover Letter and complete the gaps with the correct form of the verbs in brackets. November 2, 1998 Dr. Naomi Sellers Chair, English Search Committee Box 58 Baxter College Arcadia, WV 24803 Dear Dr. Sellers: I (1)___________ (to write) to apply for the position as assistant professor of English with an emphasis in rhetoric and composition that you advertised in the October MLA Job Information List. I (2)_______ (to be) a graduate student at Prestigious University working on a dissertation under the direction of Professor Prominent Figure. Currently revising the third of five chapters, I expect (3)_________ (to complete) all work for the Ph.D. by May of 1999. I believe that my teaching and tutoring experience combined with my course work and research background in rhetoric and composition theory make me a strong candidate for the position outlined in your notice. As my curriculum vitae (4)_______ (to show), I (5)________ (to have) excellent opportunities to teach a variety of writing courses during my graduate studies, including developmental writing, first-year writing for both native speakers and second language students, advanced writing, and business writing. I have also worked as a teaching mentor for new graduate students, a position that involved instruction in methods of composition teaching, development of course materials, and evaluation of new graduate instructors. Among the most satisfying experiences for me as a teacher (6)_______________ (to instruct) students on an individual basis as a tutor in our university Writing Lab. Even as a classroom instructor, I find that I always (7)________ (to look forward) to the individual conferences that I hold with my students several times during the semester because I believe this kind of one-on-one interaction to be essential to their development as writers. My work in the composition classroom has provided me with the inspiration as well as a kind of laboratory for my dissertation research. My project, The I Has It: Applications of Recent Models of Subjectivity in Composition Theory, examines the shift since the 1960s from expressive models of writing toward now-dominant postmodern conceptions of decentered subjectivity and self-construction through writing. I (8)_______ (to argue) that these more recent theoretical models, while promising, cannot have the liberating effects that are claimed for them without a concomitant reconception of writing pedagogy and the dynamics of the writing classroom. I relate critical readings of theoretical texts to my own pedagogical experiments as a writing teacher, using narratives of classroom successes and failures as the bases for critical reflection on postmodern composition theory. After (9)________ (to develop) my dissertation into a book manuscript, I plan to continue my work in current composition theory through a critical examination of the rhetoric of technological advancement in the computer-mediated writing classroom.

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My interest in the computer classroom has grown out of recent experience teaching composition in that environment. In these courses my students have used computers for writing and turning in notes and essays, communicating with one another and with me, conducting library catalogue research and web research, and creating websites. I (10)______________ (to encourage) my students to think and write critically about their experiences with technology, both in my class and elsewhere, even as we have used technology to facilitate our work in the course. Syllabi and other materials for my writing courses can be viewed at my website: http://machine.prestigious.edu/~name. In all of my writing courses I encourage students to become critical readers, thinkers, and writers; my goal is always not only to promote their intellectual engagement with cultural texts of all kinds but also to help them become more discerning readers of and forceful writers about the world around them. I (11)________ (to include) my curriculum vitae and would be happy to send you additional materials such as a dossier of letters of reference, writing samples, teaching evaluations, and past and proposed course syllabi. I will be available to meet with you for an interview at either the MLA or the CCCC convention, or elsewhere at your convenience. I can be reached at my home phone number before December 19; between then and the start of the MLA convention, you can reach me at (123) 456-7890. I thank you for your consideration and look forward to (12)__________ (to hear) from you. Sincerely,

Source: https://owl.english.purdue.edu/media/pdf/20061113033354_639.pdf

10. Write down your own Cover Letter to accompany the Academic CV.

UNIT 6. MOTIVATION LETTERS LEAD-IN 1. Share your experience on the following:  What is a Motivation Letter?  Is it the same as a Cover Letter?  Have you ever written a Motivation Letter?  Why do you need it? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 6: 1. I am writing to inquire about a possible internship opportunity with your organisation for the spring of 2018. - Я пишу, чтобы узнать о возможной стажировке в Вашей организации на весну 2018 года. 2. I would like to utilize my international background to pursue a career in the field of … - Я хотел бы использовать свой международный опыт для продолжения карьеры в области … 3. I strongly believe that with the combination of my experiences, education, and motivation I am an appropriate candidate for the internship and would greatly contribute to you and your organization. - Я твердо убежден в том, что благодаря сочетанию моего опыта, образования и мотивации я являюсь подходящим кандидатом на стажировку и внес бы значительный вклад в Вашу организацию. 4. I would be very grateful if you accepted my application form for your consideration. - Я был бы очень признателен, если бы Вы приняли мою заявку на рассмотрение. 5. I look forward to working with you. - Я с нетерпением жду совместной работы с Вами. 6. I would like to apply for a fall semester internship at your university. - Я хотел бы подать заявку на стажировку на осенний семестр в Вашем университете. 7. My learning is focused on … - Мое обучение сосредоточено на … 8. to be prior interest for me – представлять первостепенный интерес для меня 9. to broaden my horizons while enhancing my career profile - расширять мой кругозор, повышая профессиональный уровень 10. to be able to adapt quickly to new environment - быстро адаптироваться к новой среде 11. Please contact me if you require any further details or documents. - Пожалуйста, свяжитесь со мной, если вам потребуются какие-либо дополнительные данные или документы. 3. Discuss in groups of four: 1. What is prior interest for you? 2. Are you studying anything at the moment? What is your learning focused on? 3. Are you able to adapt quickly to new environment? Explain how you do it. 4. Study the text below and answer the questions: a) What is a motivation letter? b) What parts does a motivation letter focus on? c) What is the Step-by-Step Guide for writing a motivation letter? A motivation letter expresses your impetus why you are applying for a certain program or job position. You need to picture your motivating factors to convince the institution or organisation, agency that they need to have you. Traditionally a motivation letter focuses on the following parts:  Introduction i.e. general welcome, name, age, nationality, a place of study, a place of work; 47

  

Education and skills i.e. university course, qualification, and skills you possess etc.; Past relevant work experience, and previous internships completed; Area/field you would like to investigate, example of tasks you would like to complete and what you hope to learn and achieve. The letter should not be too short or too long – A4 page is enough to get the organizers to notice you. Do not just copy what you have said in other documents that you submit each letter pursues its own purpose. Step-by-Step Guide Step 1: In the first paragraph you should introduce yourself, saying about your current position in an organisation or university. Focus on your major and a degree you are going to obtain or have already obtained. Think of how all that makes you suitable for the program/position you are applying. Step 2: The second paragraph contains the information about your professional goals and explains the connection between them and your studies. You should present your long-term plans, and say how the program you are applying for will help you achieve these goals. Step 3: Beyond the particular skills required by each program, a motivation letter should show you as a clear-headed person, highly motivated and committed to learning. The third paragraph indicates your motivating factors to study at the university you apply for and explains your desire to continue your education there. Step 4: Summarize all the facts you presented in order to convince finally organizers that you meet their requirements properly. Step 5: The concluding sentence contains some words of gratitude to the admission committee for time they paid to you. Source: http://www.gotostudyabroad.com/study-abroad.htm

5. Read and translate the following Motivation Letter. Name the parts of it. 10.10.2017

Date

To the referee: Grant Administrator The Bethlox Foundation, Inc. P.O. Box 915048

Inside Address

Dear Sir,

Salutation

I am currently a junior at XX University, working towards my bachelor’s degree in Computer Science and Engineering. I am writing to inquire about a possible internship opportunity with your organisation for the spring of 2018.

Introduction/ Statement of inquiry

Due to my father’s occupation, I was raised and educated in Sri Lanka for more than 17 years. I attended an international school under a British curriculum and a multicultural environment. The exposure to an international environment at an early age made me grow up as a person with a diverse understanding of languages and cultures, proactive personality, and good interactive skills. In the future, I would like to utilize my international background to 48

Background information/ Personal skills

pursue a career in the field of network and telecommunication. Therefore, an internship at Telecom Organisation in London would greatly help me guide to my future career path. As a student, I am new to the field of network and telecommunication. However, I am very much eager to learn and expand my skills in this area.

Motivating factors

I strongly believe that with the combination of my experiences, education, and motivation I am an appropriate candidate for the internship and would greatly contribute to you and your organization.

Convincing factors

I would be very grateful if you accepted my application form for your consideration.

Conclusion

I look forward to working with you. Sincerely yours, Gabriella Swan

6. Look at the example above. Identify the parts of the following motivation letter as in the example. 21.09.2017 To the referee: Admission Office Oregon State University, Corvallis, Oregon 97331-4501 Academic Program: Sport Management

………………. ………………..

USA Dear Sir, I would like to apply for a fall semester internship at your university. Currently, I am studying Sport Management and Economics in my third year at Sport University Cologne (Germany). My learning is focused on Sport Management, Marketing, Economics and Psychology. During my studies, I have found that Sport Management with emphasis on management strategies and public relations is prior interest for me. I would like to visit the United States and gain new experience in my field of study so as to broaden my horizons while enhancing my career profile. Completing the internship would give me an excellent insight into your educational system and it would be an outstanding opportunity for me to explore different strategies of management and practice new knowledge further in my professional life. Owing to my previous short-term working experience in a Sport marketing organisation in Sri Lanka, I gained good 49

………………..

……………..

………………..

………………...

communication skills which help me introduce my ideas in a fluent and confident manner. Friends and colleagues all testify the fact that I relate to people easily and that I am able to adapt quickly to new environment. I enclose my curriculum vitae and a reference letter from the Dean of Sport University, Cologne. Please contact me if you require any further details or documents. I look forward to hearing from you soon. Sincerely yours, Max Mustermann

………………... .……………... ………………...

Source: Сидоренко Т.В. Профессиональный английский язык: основы академического письма, 2010.

7. Read the following motivation letter by a Master student. Make this letter less wordy cutting out the redundant words. Dear Sir or Madam, I am writing due to the fact I have my interest in applying for a Master's Degree Programme which is planning to start in autumn 2017. I truly believe my educational background would enable me to make a very strong contribution at the University. I have to mention that I graduated in 2008 year, from Business Information Technology programme and I got a bachelor degree in Business Administration. My learning results as a matter of fact has been always on top of my class. I have been one of the active members of the IT League Academy for the North Region of Finland where I have been involved into several projects connected with development of software. Moreover, it is my duty to say that I would like to continue my studies in order to gain new knowledge and new experiences owing to academic research and I believe a Master Degree Programme in Interactive Systems Engineering would offer me the possibility of receiving the complete picture of all aspects of this field I am going to study. The reason for my choosing this specific Master Programme comes from the fact that in my near future I would like to get to know more things regarding, for example, Artificial Intelligence studies. I already got some ideas in my head, but unfortunately until now I did not have the right knowledge and the right tools for putting them into practice and that is why I know that this Master Programme would be an excellent starting point for me. Also if I get selected for this programme I will have the opportunity to study in an international environment, where students from all over the world can communicate and it will give me the privilege to create new relationships with some people from different cultures. I am also aware of the kind of dedication and perseverance I will need to have for achieving the best results in the field of study and I truly believe my background will qualify me for such a Master Programme. Finally, I can say that I look forward to joining this Master Degree Programme in order to prove my abilities and gain new knowledge and skills. I will be patiently waiting for a positive reply. With respect, XXXX Source: https://ru.scribd.com/doc/87778096/Motivation-Letter-for-Master-Application

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8. Choose a Master Programme (MSc) or PhD Programme where you need to write a motivation statement. Your letter should not exceed one page and is to reflect the following points:  why you are applying for the programme;  explain your reasons for undertaking graduate work;  mention about your academic interests;  explain your professional goals;  your contribution to the programme.

UNIT 7. REFERENCE LETTERS LEAD-IN 1. Share your experience on the following:  What is a reference?  Has anyone ever written you a reference? If you managed to see the letter, were you pleased with it? Why (not)?  When and how should you choose your referees?  Is it ethical to write your own reference letter and then get your referee to sign it? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 7: 1. I am pleased to have the opportunity to thoroughly recommend … for the position of … - Я рад возможности рекомендовать ... на должность 2. I can strongly recommend the candidate … - Я могу настоятельно рекомендовать кандидата ... 3. It gives me pleasure to … - Мне доставляет удовольствие ... 4. I am a full professor at the Department of … - Я штатный профессор кафедры ... 5. I was the candidate's tutor during … - Я был преподавателем кандидата во время ... 6. The candidate demonstrated great intuitiveness in solving … - Кандидат продемонстрировал догадливость в решении ... 7. to play a major role in - играть важную роль в 8. I very much hope that the candidate’s application will be taken into serious consideration / I very much hope her candidacy will be taken into serious consideration - Я очень надеюсь, что заявление кандидата будет серьезно рассмотрено / Я очень надеюсь, что ее кандидатура будет серьезно рассмотрена 9. I am sure that (name) represents an excellent candidate. - Я уверен, что (имя) является отличным кандидатом. 10. Best regards – С наилучшими пожеланиями 3. Discuss in groups of four: 1. Do you have colleagues who you can strongly recommend for working abroad? 2. What department are you a full professor at? 3. What plays a major role in your profession? 4. Read the text below and answer the questions: a) What is a reference? b) What information should you provide? c) When should you ask for a reference letter? When applying for an internship or a research position, the candidate is often asked for a 'reference'. A reference is the name of someone (typically a professor) who knows you personally, has tutored you, or whose lab you have worked in. A 'referee', in the context of job applications, is the person who gives their name as a reference and who may be requested by the 'employer' to give a reference, i.e. a written appraisal of the candidate or an oral appraisal via telephone. On your CV / resume, it is common to put the names of three or four references, located at the bottom of your CV and laid out as follows: 52

Professor Ekaterina Alenkina (my thesis tutor), University of London, e.alenkina@londonuni. ac.uk, www.ekaterinaalenkina.com Professor Johannas Doe (in whose lab I did a 3-month internship), University of Harvard, [email protected], www.harvard.edu/johannasdoe Provide the following information: • name • their relationship to you • where they work • their email address (so that the HR person can contact them) • their website (so that HR can learn more about them) Asking for a reference letter A reference letter is a letter written by your referee. It covers both you academic achievements and your personality. The best time to ask for a reference is when you are still in daily contact with your 'referee', i.e. while you are still doing an internship or PhD at the referee's department. You can then ask the referee face to face. This is important as your referee will know exactly who you are, whereas if you wait a few months and contact them by email, they may have only a vague memory of you. Source: Wallwork A. English for Academic Correspondence, 2016.

5. Can you spot any problems with the email below? Hi Susan, I am applying for a PhD in Denmark and I was hoping that I could add you as a referee. Here is a link to the PhD offer: http://www.edu.dn/1788674/skol. The deadline is for January 15 so let me know if you are too busy and do not have time to do it. If you don't mind being my referee there is a recommendation form to be filled out before the 15th on this link: www.edu.dn/1788674/referee . The code is BORGEN_0608. Merry Christmas! Hildegard Bingen

6. Check if you agree or disagree with the following: The problems are: • addressing your ex-professor by their first name may be considered too informal by the recipient (however it may also be appropriate if the professor had an informal relationship with his/her students) • Susan (the professor who Hildegard wants to act as her referee) may have no memory of who Hildegard is. Remember that professors see hundreds of students every year, and cannot possibly remember who they all are. 7. In fact, Hildegard received the following email in reply. Can you think of your own version? It's been a while since you've been here and I'm rusty on details. To do a reference properly I need an update. Can you send me on an updated CV so I can write a more informed one? I should be able to find time, but as before please contact me on the 14th just to make sure I don't forget!

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8. Complete the gaps in the summary: • remind the referee who you are e.g. I worked in __________. ___________________________. • provide an up-to-date version of your CV (label the CV with __________) • put a photo on your CV, so that at least if the referee doesn't remember your name they may remember __________ • give the referee the option not to write the letter (if you are _________) • follow up your email with a reminder nearer the date of __________ 9. Use the words or phrases in the box to fill in the gaps in the text below: weaknesses provided MBA relevant the referee the applicant

performance

Typical questions that a reference letter addresses. The letter typically answers the following questions, which (1)___________ may be asked to answer on an online form (2)___________by the university where you are applying for a position. 1. How long have you known (3)____________and in what capacity? 2. What do you consider to be the applicant’s main strengths and (4)_____________? 3. Can you give one or two specific examples of the applicant's (5)____________? 4. What is your opinion of the applicant’s suitability for an (6)___________/ PhD program? 5. Is there any other information which you feel is (7)_______________? 10. Read the following mail and answer the questions: a) How may alternatively your referee be contacted? b) Do you think it’s a better way to know about the ability to undertake advanced study and research? Re Ms Haana Mahdad The above named student has applied to our Department for admission to a Postgraduate Programme of Study (PhD) and has given your name as someone who can inform me of her ability to undertake advanced study and research leading to a higher degree in Physics. Would you please let me know, in confidence, your opinion of Ms Mahdad's ability, character and capacity for postgraduate study. Thank you in advance for your cooperation.

11. Use the words or phrases in the box to fill in the gaps in the text below: contact honesty agencies sum up detrimental employ If you are applying for a job in an organisation, then the organisation might employ an agency to verify that you are who you say are you. These (1)___________will ask your referee questions such as: 1. When did you last have (2)__________ ? 2. Having known (name of candidate) for some time, is there anything that you feel we should know that you would consider (3)_____________to him/her, or about his/her character? 3. Do you have any reason to doubt his/her (4)______________? 4. If you were looking to fill a vacancy that (name of candidate) had the appropriate experience for, would you (5)_____________him/her? 5. How would you (6)________________(name of candidate)?

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12. Put the following sentences into the right order to give a structure and template for a reference letter. Use them to fill in gaps 1-8 of the grid below. a) Positive opening sentence (It gives me pleasure to …) b) Referee’s position (I am an assistant professor at …) c) Candidate's name in bold, centered d) Details about candidate’s qualifications e) Referee’s connection to candidate (I was the candidate's tutor during … ) f) Reference to candidate’s personality g) Salutation (Best regards ) h) Positive conclusion (I can strongly recommend the candidate … I very much hope her candidacy will be taken into serious consideration …) 1 2 3 4 5 6 7 8

c) Candidate's name in bold, centered

13. Study the typical example of a reference letter. Carina Angbeletchy [1] I am pleased to have the opportunity to thoroughly recommend Carina Angbeletchy [for the position of …] [2] I am a full professor at the Department of Social Sciences at the University of Grenoble. [3] I was Carina's supervisor while she was doing her Master’s of Science in … She was also a student in my class on linguistic anthropology. [4] During her Master’s thesis, Carina demonstrated great intuitiveness in solving … In fact, she played a major role in … She also … [5] Although Carina is rather shy and reserved she works extremely well in teams, both as a team member and team leader. She showed a clear demonstration of these skills when … [6] I very much hope that her application will be taken into serious consideration as I am sure that Carina Angbeletchy represents an excellent candidate. [7] Best regards [8] Source: Wallwork A. English for Academic Correspondence, 2016.

14. Divide into 2 groups. Each group will represent a selection board for applicants. Each participant is free to choose the position he/she wants to apply for (you should choose 2 positions available). Follow the procedure: a) each participant should type a resume, cover letter and a reference letter beforehand without real names for the selection boards to choose objectively; b) the selection boards, using the material given below, should conduct an interview with the chosen applicants and finally choose the best candidate; c) discuss the results. 55

JOB INTERVIEW Mini-interview: your background and job Prepare for a mini-interview. 1.   2.  

I notice that your university/higher education course was in … Which part of the course did you enjoy most? Why did you like that subject? Did you do a project in the final year? Can you tell me about that? I see that after university/higher education you worked in several jobs. One of your first jobs was as a … (job) in … (organisation). Can you tell me about that?

3.    

I see that in your previous job you worked as a … (job) in … (organisation). Can you tell me about that? What exactly did you do there? What did you learn from that job? Why did you stay so long/so little time in that organisation? Why did you leave?

4.       

So, your current job is as a … (job) in … (organisation). Can you tell me a little about the organisation? What exactly do you do there? What have you learnt in your current job? What personal and professional skills have you developed? How have you kept up to date with new techniques? What experience do you have of technology? How would you describe your management style? Why do you want to leave your current job?

5.   6.         

I see that you are currently unemployed. Why are you not working? How have you spent your time while you've been unemployed? Have you had other interviews? Why do you think you weren't successful? Tell me something about yourself. What do you do in your free time? What hobbies and interests do you have? What are your strong points? What are your weak points? Can you work under pressure? Can you give me an example? Are you a persistent and determined person? Can you give me an example? What have been your greatest achievements during your career? Can you describe an important challenge in your life? Can you describe an important change in your life? What are your career objectives? Where do you see yourself three years from now?

7. Why did you apply to this organisation? What do you know about our organisation? 8. What interests you most about this job? 9. What can you bring to this position? Why should we employ you in preference to the other candidates? 10. You have very little experience in ……….. How will you deal with this? 11. You appear to be a little young/old for this position. 12. Are you prepared to travel?

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Difficult questions Interviewers need to see evidence of the following skills and personal qualities. Pride in your work Ability to work in teams Honesty Professional skills Analytical skills Reliability (you can be trusted) Communication skills Listening skills Self-confidence Personal qualities Motivation and determination Friendliness and openness Right for the department Right for the organisation image • •

Which ones will be clear from your CV/Resume? Why do interviewers ask difficult questions?

A Look at these typical 'difficult questions'. Discuss how you would answer them. 1. Perhaps you'd like to start by telling us a little bit about yourself? 2. So what have you learnt from your previous jobs? 3. What would you say are your strong points? 4. And your weak points? 5. Can you work under pressure - time pressure for example? 6. How do you take direction and criticism? 7. It sounds like you enjoy your work. Why do you want to leave your current job? 8. So what sort of challenges are you looking for? 9. And what are your career objectives? 10. Are you willing to go where the organisation sends you? B Match the possible responses a-j below with the ten questions from section A. a) 'Maybe I am a little too perfectionist'. 'Perhaps I worry too much about deadlines.' These could be considered strong points. b) Your current job doesn't allow you to grow professionally and you want more challenges. Also, be honest about practical things like distance from your home, job security etc. c) Don't talk too much. Cover your origins, education and work experience. Then make a bridge to why you are there. d) You want to grow and develop, and you want more responsibility. Give some examples: learning new skills, experience of different areas, being in charge of projects etc. e) You have learned the importance of teamwork and of listening to other people's advice. You have also developed a good business sense: everything has to be justified in terms of cost. f) You welcome it and listen carefully. It is necessary in order to learn and develop. g) Give two or three points like honesty, working well in a team and determination. Say a few words about each one to make your comments personal and sincere. h) Yes, you find it stimulating. However, you believe in planning and good time management to reduce last-minute panic. i) Answer 'yes' immediately. Then ask how much travel is involved in the job. You can always not take the job later if you change your mind. j) Say what kind of job you would like about three years from now, and why. Source: https://ru.scribd.com/doc/175153440/Business-Builder-1-3

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UNIT 8. FOLLOW UP LETTERS LEAD-IN 1. Share your experience on the following:  What are follow up letters?  What types do you know?  Do you usually write any of them? How often?  What letter is the most common for you? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 8: 1. Thank you for discussing with me yesterday afternoon the position that you have available in your organisation. - Спасибо, что обсудили со мной вчера вакантную в Вашей организации должность. 2. I want to thank you very much for interviewing me yesterday for the Associate Editor position. - Я хочу поблагодарить Вас за интервью со мной на должность помощника редактора. 3. I enjoyed meeting you and learning more about … - Я был рад встрече с Вами и был рад узнать больше о ... 4. My enthusiasm for the position and my interest in working for … were strengthened as a result of the interview and my experience. - Мой энтузиазм по поводу должности и моего интереса к работе ... был усилен в результате интервью и моего опыта. 5. I think my education and internship experience fit nicely with the job requirements. – Я думаю, что мое образование и опыт стажировки подходят к требованиям на данную должность. 6. I am sure I could make a significant contribution to the firm over time. - Я уверен, что смогу внести значительный вклад в фирму с течением времени. 7. If you have any additional questions or need additional information concerning my candidacy, I can be contacted by phone at … or by e-mail at … - Если у Вас есть дополнительные вопросы или Вам нужна дополнительная информация о моей кандидатуре, со мной можно связаться по телефону ... или по электронной почте ... 8. Thank you for your time and consideration. - Спасибо за Ваше время и внимание. 9. I am writing to confirm my acceptance of your employment offer - Я пишу, чтобы подтвердить свое согласие на Ваше предложение о должности 10. I appreciate your confidence in me and am very happy to be joining your staff. - Я ценю Вашу уверенность во мне и очень рад присоединиться к Вашей компании. 11. However, I believe it is in our mutual best interest that I decline your kind offer. – Однако, я считаю, что в наших общих интересах я вынужден отклонить Ваше любезное предложение. 12. This has been a difficult decision for me, but I believe it is the appropriate one for my career at this time. - Это было трудное решение для меня, но я считаю, что это было самое верное решение для моей карьеры на данном этапе. 3. Discuss in groups of four: 1. How can enthusiasm for the position and interest in working be strengthened? 2. What significant contribution can you make to the organisation over time? 3. What are the cases when you may decline somebody’s kind offer? 4. What job is appropriate for your career at this time?

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4. Study the following text and answer the questions: a) What letters are written before the interview and after? b) What are the purposes of the Interview Follow-Up letter? Cover letters and letters requesting references are written before the interview with a prospective employer. After the interview, there are several types of follow-up letters you may write. Here are some examples. The Interview Follow-Up If your application letter has succeeded in obtaining a personal interview for you, the next letter you should write will follow the personal interview. This letter may serve to satisfy one or more of the following purposes: 1. To thank the interviewer for the time and courtesy extended to you. 2. To let the interviewer know you are still interested in the position. 3. To remind the interviewer of the special qualifications you have for this particular position. 4. To return the application form that the interviewer may have given you to take home to complete. 5. To provide any additional data requested by the interviewer that you may not have had available at the time of the interview. Notice how the interview follow-up uses the everyday letter plan by directly thanking the reader for the interview and then following up with details related to the interview. Dear Mr. Lewes: Thank you for discussing with me yesterday afternoon the position that you have available in your organisation. You told me exactly what would be demanded of me in that position. I am more interested than ever in this job. I believe that the position I have held for the last two years at Lyon‘s Service Organisation has given me the background I would need to perform the work required. I have completed the application form that you gave me, and it is enclosed. I have asked my references to write to you directly. I hope that you will look positively upon my application. Please let me know if I can supply you with any additional information. Sincerely yours,

5. Put the following parts in the correct order in the Follow-Up letter: a) Briefly present strong skill sets again. b) Express your sincere appreciation for the opportunity to interview. c) Thank the reader again for their time and consideration. d) Reiterate enthusiasm and interest in the position/company. November 21, 2014 Ms. Kathleen Crawford Director of Editorial Services Redhawk Publishing 4567 Michigan Avenue Chicago, IL 60625 Dear Ms. Crawford, I want to thank you very much for interviewing me yesterday for ……………………………….. 59

the Associate Editor position. I enjoyed meeting you and learning more about your publications. My enthusiasm for the position and my interest in working for Redhawk Publishing were strengthened as a result of the interview and my experience. I think my education and ……………………………….. internship experience fit nicely with the job requirements, and I am sure I could make a significant contribution to the firm over time. I want to reiterate my strong interest in the position and in working with you and your staff. You provide the kind of ……………………………….. opportunity I am seeking. If you have any additional questions or need additional information concerning my candidacy, I can be contacted by phone at 555-555-5555 or by e-mail at [email protected]. Again, thank you for your time and consideration. ……………………………….. Sincerely, Ira Student Ira Student Source: http://www.semo.edu/pdf/Careers-ProfessionalCorrespondenceHandout.pdf

6. Use the words or phrases in the box to fill in the gaps in the text below: acceptance notifies offered report

chosen

Letters of Acceptance If you are notified by mail that you are being (1)_________the position for which you applied, you should write a letter of (2)___________. This letter does the following: 1. (3)____________your employer-to-be of your acceptance. 2. Reassures the employer that she or he has (4)____________the right person. 3. Informs the employer when you can (5)__________for work. 7. Put the following parts in the correct order in the Acceptance letter: a) Reaffirm your excitement and appreciation for the opportunity. b) Confirm your acceptance, identifying specific details which were discussed during the offer (start date, salary, etc.) c) Present your purpose for writing. November 21, 2014 Ms. Emilea Old Division Manager Data International Corporation 3456 Pennsylvania Avenue Washington, DC 20004 Dear Ms. Old, I am writing to confirm my acceptance of your employment offer of 60

November 14, 2014 and to tell you how delighted I am to be …………………………….. joining Data International in Washington. The work is exactly what I have prepared to perform and hoped to do. I feel confident that I can make a significant contribution to the corporation, and I am grateful for the opportunity you have given me. As we discussed, I will report to work at 8:00 am on January 7, 2015 and will have completed the medical examination and appropriate drug testing by that start date. Additionally, I shall ……………………………… complete all employment and insurance forms for the new employee orientation. I look forward to working with you and your fine team. I appreciate your confidence in me and am very happy to be joining your staff. ……………………………… Sincerely, Ira Student Ira Student Source: http://www.semo.edu/pdf/Careers-ProfessionalCorrespondenceHandout.pdf

8. Put the following sentences into the right order in the letter of acceptance. I will report to your office ready to work at 8:30 a.m. Thank you for the opportunity that you have given me. Dear Miss Sands: Sincerely yours, You can be sure that I will do everything possible to justify confidence you have expressed in me. It is a pleasure to accept your offer of the position … at Standard University. Since June 24 is my graduation day, Monday, June 27, will certainly be a convenient starting date for me. 9. Study the following text and answer the questions: a) What is a letter of refusal? b) When should you refuse the position? c) Look at the example. What is the characteristic feature of this type of the letter? Letters of Refusal Perhaps you have been offered a position for which you applied, but you have also received another offer that you believe is better. You should return the courtesy extended to you by writing a tactful, friendly letter of refusal. You may want to reapply to this same organisation in the future. Structure your letter according to the bad-news plan. Refuse the position only after you have expressed appreciation for being offered the job. Dear Mr. Sauter: Thank you for offering me the position of English teacher at the Atlantic College. It would have been a pleasure working with you and the other fine people at Atlantic. However, just two days before receiving your offer, I accepted a position at another organisation. I very much appreciate the time that you gave me. Sincerely yours,

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10. Put the following parts in the correct order in the Refusal letter: a) Provide your decision with an explanation for it (You do not need to be too detailed). b) Present appreciation for the offered position. c) Be courteous and respectful toward the reader and thank them for their time and consideration. November 21, 2014 Ms. April Schoen Executive Director - Sales World Properties, Ltd. 7891 Sunset Boulevard Hollywood, CA 90046 Dear Ms. Schoen, Thank you for offering me the position of Commercial Leasing Agent with World Properties. I appreciate you ………………………………. discussing the details of the position with me and giving me time to consider your offer. You have a fine organization and there are many aspects of the position that are very appealing to me. However, I believe it is in our mutual best interest that I decline your kind offer. ………………………………. This has been a difficult decision for me, but I believe it is the appropriate one for my career at this time. I want to thank you for your time, consideration, and the courtesy given to me. It was a pleasure meeting you and I ……………………………….. wish you and your fine staff all the best. Sincerely, Ira Student Ira Student Source: http://www.semo.edu/pdf/Careers-ProfessionalCorrespondenceHandout.pdf

11. Read the information below. In pairs, discuss the general rules of how to write Thank-You Letters and Resignation Letters. Thank-You Letters When you have obtained your position, remember that the people who have written reference letters for you undoubtedly helped you. You should be courteous enough to let them know that you have accepted the position. You might write a letter such as this: Dear Mrs. Keno: Thank you for the letter of reference that you sent on my behalf to the Ridgeville Trust University. You will be pleased to know that I have accepted the position of an associate professor. I want you to know how very much I appreciate your support. Sincerely yours,

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Resignation Letters Occasionally you may need to write a letter resigning from a position. (Of course, you should discuss your resignation with your supervisor before writing a letter.) Regardless of your reason for resigning, your letter should be friendly in tone and tactful. Someday you may want this employer to give you a reference, and you want the employer to remember you favorably. The following letter, which follows the bad-news plan, is a good example of a letter of resignation. Dear Mr. Connolly: I want you to know how much I have enjoyed my last two years at the Ridgeland University. I have learned a great deal here and have made many permanent friends as well. Because I would like to make greater use of my teaching background, I have accepted a position at the Lufkin University. I would therefore appreciate it if you would accept my resignation effective July 31. Thank you for all that you have done to make my work here both interesting and enjoyable. Sincerely yours, Source: Максимчук Н.М. Academic and Business Writing, 2010.

12. Thank the interviewer (The Follow-Up) and write the letter of acceptance.

13. Do the crossword “Follow Up Letters”. 1 2

Across

5. You should express your sincere ... for the opportunity to interview. 6. You have received another offer that you believe is better, you write this letter. 7. When you leave a job, you write this type of a letter. 8. You write this letter to the people who have written reference letters for you.

3

4 5 6

Down

1. If you are offered the position for which you applied, you should write this letter. 2. This phrase means "from my name" (3 words). 3. The next letter you should write after the personal interview (2 words). 4. The synonym for "prove".

7

8

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UNIT 9. NETWORKING LEAD-IN 1. Share your experience on the following:  What is networking?  Have you ever made a connection from a mutual contact? How was it?  Is it easy for you to make networking contacts? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 9: 1. (Name) suggested that I reach out to you. – (Имя) предложил мне обратиться к Вам. 2. (Name) has spoken very highly of you and suggested that you may be able to offer me some additional insight into the XYZ industry. - (Имя) очень высоко отзывался о Вас и предположил, что Вы можете рассказать мне дополнительную информацию о индустрии XYZ. 3. I am currently trying to learn more about the professional careers in the field of … - В настоящее время я пытаюсь узнать больше о профессиональной карьере в области … 4. As I know you are busy and have limited availability, I am hoping for no more than 30 minutes of your time. – Насколько мне известно, Вы очень заняты, и я надеюсь занять не больше 30 минут Вашего времени. 5. Would you be willing to make an introduction either through LinkedIn or off-line over email? - Не могли бы Вы представить меня через LinkedIn или вне сети по электронной почте? 6. Any advice you might offer would be very helpful. - Любые советы, которые Вы могли бы предложить, были бы очень полезными. 3. Discuss in groups of four: 1. Who can speak very highly of you? 2. What field are you currently trying to learn more about the professional careers in? 3. Do you have limited availability at the moment? 4. Can you make an introduction through LinkedIn? 4. Read the text below and answer the questions: a) What can networking be used for? b) Why shouldn’t you attach a resume? c) What are the tips for networking emails? Networking emails can be used to reach out to professionals in your desired field to make a connection from a mutual contact, request an informational interview, or inquire about a learning opportunity. We recommend not attaching a resume, as the purpose is not to inquire about job prospects. Email Tips:  Introduce yourself and indicate if you have a mutual connection to that person  Propose the topic of the requested meeting  Give the person some background information about your education and experience

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5. Read the email example below and fill in the gaps with the words from the box. insight reach out convenient path majoring opportunities Dear Mr. Jones: Kelly Brooks suggested that I (1)_________ to you. I am a third year student at The University of Texas at Austin, (2)_________ in Biology. I am interested in pursuing a career in XYZ. Kelly has spoken very highly of you and suggested that you may be able to offer me some additional (3)____________into the XYZ industry. I am currently trying to learn more about the professional careers in the field of Biology and your specific career is of interest to me. Some of my past experience includes XYZ, but I would like to learn more about a field that may be a career (4)__________ for me after graduation. I would like to meet with you to discuss your career path so that I can identify experiential learning (5)________ for my last year at UT. As I know you are busy and have limited availability, I am hoping for no more than 30 minutes of your time. I am available Mondays, Wednesdays, and Fridays from 11 a.m. to 2 p.m. for a phone conversation, coffee, or lunch. Please let me know which option would be most (6)_____________ for you, and I look forward to meeting you. Thank you, Susan Science Biology, 2012 The University of Texas at Austin 512-555-5555 [email protected] Source: https://cns.utexas.edu/career-services/resumes-cover-letters/professional-correspondence#networking-emails

6. Fill in the blanks with the correct heading. Choose from the following:  Spelling / Punctuation / Grammar / Typos  Provide a clear context and clear purpose  Include a salutation  Email response time  Use the subject line to communicate your point  Close with your full name and contact information  Tone  Font Elements of Email Etiquette:  ___________________ – Address the recipient in a formal manner such as Mr. Science, Ms. Summers, or Dr. Jones. If you are unsure of how to address the person, do some research to find out their correct name and title.  ___________________ – Think twice about the message you are trying to communicate. Keep the email brief and within a one page viewable pane.  ___________________ – Write in a positive tone. Avoid using negative words, such as those that begin with “un, non, or ex” or end with “less.” Do not use symbols or emoticons. Use contractions to add a friendly tone.  ___________________ – Use a general font, not a decorative or an overly stylized one that is hard to read. DO NOT USE ALL CAPITALS, as it communicates you are shouting. Use coloring and bolding judiciously.  ___________________ – With the advent of Facebook and texting, abbreviations have taken over. It is easy to forget that an email can influence the reader, and can misrepresent what we 65

are trying to communicate. The email should be written using complete sentences, correct spelling and a clear and organized structure. Double and triple check it before hitting send.  ___________________ – Respond to an email within 24 hours as it shows respect and responsiveness.  ___________________ – Don’t leave this blank. Make sure it is clear and meaningful to the recipient. A blank subject line is unacceptable.  ___________________ – Make sure the recipient has a secondary way of contacting you, and be sure to include your phone number. Creating an email signature that includes your name, email address and phone number is an easy way to ensure that contact information is included on every email. 7. Read the following texts (A and B) and in pairs discuss these questions: a) Why is LinkedIn a great resource? b) What should you do to make the most of your LinkedIn experience? c) What should you keep in mind while you search for networking contacts? d) What is another great way to make networking contacts? e) How can you make connections on LinkedIn? f) What is the best way to write notes through LinkedIn? Text A. Finding Networking Contacts

One of the best ways to find networking contacts is through LinkedIn. Commonly known as the “professional Facebook”, LinkedIn is a great resource to network, research companies of interest, locate informational interview contacts, and improve your personal brand. This free site opens the door to over 70 million professionals around the globe, representing 150 industries. Create an account today and begin expanding your professional network. To make the most of your LinkedIn experience, be sure to join the Wake Forest Alumni group! As you search for networking contacts, keep these helpful tips in mind:  Share information, ideas, resources, and contacts with others. Networking is a two way process.  Know basic information about careers that interest you.  Think of everyone you meet as a networking contact.  Keep a well documented record of your contacts – how, when, details of the conversation and any follow up necessary – with Network Tracking Tool.  Follow the links for useful tips for maintaining and establishing your network: for all majors, and more specifically for those students looking to go into the financial services network. Another great way to make networking contacts is through your friends and family. Talk to your parents, professors, high school teachers, and Wake Forest friends about what career paths interest you. Ask them to help you make connections with people who could tell you more about the careers that interest you. Source: http://career.opcd.wfu.edu/learn-about/find-networking-contacts/

Text B. Networking and Connecting Professionally on LinkedIn Once you have a well-crafted profile in place on Linkedin the most common next step is to start networking and connecting. At first you may just connect with friends, family and classmates, but 66

once you are looking to expand your network within a chosen company, industry or arena this process can be more challenging. Please use the following tips and advice to help. Making connections through:  Current connections (Family, Friends, Professors, Advisors, Coaches, Co-Workers)  Asking former supervisors or co-workers to connect  After/ during networking events, conferences or alumni panels  Joining Linkedin groups  Alumni (linkedin.com/alumni) Writing notes through LinkedIn: It is very important to take the time and care to write direct and meaningful correspondence through Linkedin. It may be tempting to keep the pre-loaded messages LinkedIn creates, but don’t! Delete those impersonal and boring messages and write your own. The person you are trying to connect with will appreciate and may be more willing to listen to your request if you do. Source: http://www.medill.northwestern.edu/career-services/offering/networking--connecting-professionally-onlinkedin.html

8. Read the Sample Invitation to Connect to Someone You Already Know. Use the words to fill the gaps: internship, senior, paths, getting, touch, connect.

Hi Joe, It’s been great (1)_________ to know you during my (2)__________ at Glamour. Now that the summer is over I’ll be returning to Northwestern to finish my (3)__________ year. I was hoping we could (4)___________ on Linkedin so we can stay in (5)__________ better. Thank you again for all of your help and look forward to crossing (6)_______ again soon, Eva

9. Read the Sample Invitation to Connect to Someone You Have Only Met Briefly. Fill in the blanks with the correct prepositions. Dear Ms. Medill, I hope you are doing well. We met (1)_____ last week’s Chicago Advertising Federation Career Day. I appreciate the advice you offered (2)______ me during that event and hope to connect (3)_______ you (4)________ Linkedin so we can continue to converse and stay (5)________ touch. Sincerely, Beverley Jones

10. It is highly recommended if you do not know the Linkedin member you would like to connect to: 1. Find a common group you both have membership in 2. Send a message like the one below

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11. Read the Sample Message to Fellow Group Member. Fill in the blanks with the appropriate forms of the verbs in brackets.

Dear Mr. Emmanuel, This morning I (1)______(to be) on the Northwestern Alumni Group and (2)______ (to notice) your profile. We both have Northwestern in common and I (3)_________ (to hope) you might have 15 minutes to talk on the phone so I can (4)_______ (to learn) more about your career in politics. I (5)______________ (to graduate) in June and hoping to become a news correspondent in the DC area. Any advice you might offer would (6)______ (to be) very helpful. Thank you, James Kimball

12. Another method to connecting to members who you do not know is to get an introduction: 1. If you are connected to someone by 2nd degree determine the person you have in common by scrolling to the bottom of the 2nd degree person’s profile; Look for the “How You’re Connected” section; this is where you will see a link called “Get Introduced”. Click on “Get Introduced” 2. Select the 1st degree connection to whom you would wish to write to in order to be introduced to the 2nd degree connection; see a sample message below 13. Read the Sample Message for Requesting an Introduction. Fill in the blanks with the correct prepositions from the list: within, on, to, in (2), for (3), through, over, after. Dear Sherman, While doing research (1)____ networking with more people (2)_______ the PR community (3)______ Chicago I noticed that you are connected (4)_____ Jasmine Ransom. She is working (5)______ a PR firm that I am very interested (6)____ learning more about. Would you be willing to make an introduction either (7)_______ LinkedIn or off-line (8)______ email? If you need more information I’m available to talk anytime this week (9)_______ 2pm. My phone number is 312-555-5555. Thank you (10)______ your help, Sara Colfax

Source: http://www.medill.northwestern.edu/career-services/offering/networking--connecting-professionally-onlinkedin.html

14. Imagine, you want to reach out to some professional in your desired field to make a connection from a mutual contact. Write a networking message.

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UNIT 10. INQUIRY LETTERS LEAD-IN 1. Share your experience on the following:  Have you ever written an Inquiry letter? What was the occasion?  Did you succeed in writing it? What were the problems?  How often do you write inquiries in your professional sphere?  What are the peculiarities of this kind of a letter? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 10: 1. I would be very grateful to you if you could suggest me the best way to register for the event. - Я был бы Вам очень признателен, если бы Вы предложили мне наилучший способ зарегистрироваться на данное мероприятие. 2. Would you mind reading through the paper and making corrections? - Не могли бы Вы прочитать статью и внести исправления? 3. I am currently working on a paper that I would like to submit to the journal's special issue for the conference. - В настоящее время я работаю над статьей, которую я хотел бы представить в специальный выпуск журнала на конференцию. 4. I know that you have a lot of expertise in this area and I am sure my paper would really benefit from your input. - Я знаю, что у вас много опыта в этой области, и я уверен, что моя статья станет действительно лучше после Ваших исправлений. 5. The deadline for submission is on Oct 10, so if you could get your revisions back to me by the end of this month that would be great. - Крайний срок подачи заявки - 10 октября, поэтому, если Вы сможете вернуть свои замечания мне к концу этого месяца, это было бы здорово. 6. I do appreciate the fact that you must be very busy, so please do not hesitate to let me know if you don't have the time. - Я очень ценю тот факт, что Вы должны быть очень заняты, поэтому, пожалуйста, не стесняйтесь, дайте мне знать, если у Вас нет времени. 7. Thank you very much in advance. – Заранее благодарен. 8. I was wondering if you had received my email sent 14 September regarding the submission of my manuscript (1453). - Получили ли Вы мое письмо, отправленное 14 сентября, относительно моей рукописи (1453)? 9. Please find attached a copy of the paper for your convenience. – В приложении Вы найдете копию статьи для вашего удобства. 10. I would like to submit for publication in the Journal of … the attached paper entitled … - Я хотел бы представить для публикации в журнале … прилагаемую статью, озаглавленную ... 11. Our aim was to … - Наша цель состояла в том, чтобы ... 12. Our key finding is that … - Наш ключевой вывод состоит в том, что ... 13. The implications of this are not only for … but also for … - Выводы касаются не только ... , но и ... 14. We believe that our findings will be of great interest to readers of your journal, particularly due to … - Мы считаем, что наши выводы будут представлять большой интерес для читателей вашего журнала, особенно из-за ... 15. This research has not been published before and is not being considered for publication elsewhere. – Это исследование не было опубликовано ранее и не рассматривается для публикации в других местах.

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3. Discuss in groups of four: 1. Do you know the best way to register for the event? 2. Who would you like to read through your paper and make corrections? 3. What journal do you usually submit for publication in? 4. What readers will your findings be of great interest to? 4. Read the text below and answer the questions: a) What’s a letter of inquiry? b) What’s a solicited letter of inquiry? Give examples. c) What’s an unsolicited letter of inquiry? d) Are there any differences in the style and tone of these two types? e) What are you to identify in an unsolicited letter of inquiry? f) What compensation can you offer in your unsolicited inquiry letter? g) What do the structure and contents of inquiry letters depend on? h) What are the parts of an inquiry letter? i) What is usually asked in the body of an inquiry? A letter of inquiry is a letter of request. An inquiry is sent when a person wants advice, names, directions or some information, especially when he requests an informal review of a work, he asks about conferences, studying, staying in a hotel, that is catalogues or samples, deadlines etc. The objective in an inquiry letter is communicated by one or more questions to which the writer desires a response. Phrase your question(s) in a tone and style that is both courteous and straightforward. Be specific and brief. There are two types of inquiry letters: solicited and unsolicited. You write a solicited letter of inquiry when an organisation advertises its services. For example, if a college advertises some new courses it has developed, write a solicited letter to that college asking specific questions. If you cannot find any information on a subject, an inquiry letter to the organisation involved in that subject may put you on the right track. Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry. For example, if you read an article by an expert, you may have further questions or want more information. You seek help from these people in a slightly different form of an inquiry letter. As the steps and guidelines for both types of inquiry letters show, you must construct the unsolicited type more carefully, because recipients of unsolicited letters of inquiry are not ordinarily prepared to handle such inquiries. In an unsolicited letter, identify who you are, what you are working on, and why you need the requested information, and how you found out about the individual. In an unsolicited letter, also identify the source that prompted your inquiry. Try to state some way to compensate the recipient for the trouble, for example, by offering to pay copying and mailing costs, to accept a collect call, to acknowledge the recipient in your report, or to send him or her a copy of your report. Structure and contents of a letter of inquiry. The contents of this will depend on three things: - how well you know your recipient, - the type of information you are enquiring about. 70

A well-arranged letter will make the reply much easier for the recipient. Usually, the first paragraph presents the subject; the second paragraph – the purpose, i.e. the reason for making the inquiry; the third paragraph – the inquiry itself; the fourth paragraph – the appreciation. The first paragraph of the reply acknowledges receipt of the letter, the proceeding paragraphs answer each question in the order of its presentation. The final paragraph usually expresses a willingness to be helpful and expresses hope the sender of the inquiry is satisfied with the information provided. A letter of inquiry should always be tactful showing an appreciation of the expected information and readiness, if possible, to offer some help or service in return. Source: Данько О.А. Методические указания к практическим занятиям по деловой корреспонденции, 2002.

5. The two requests below were received by a professor, the first from an ex-student, the second from an unknown student from another country. Read the two emails and then discuss the questions: 1. How many emails do you think the average professor receives every day? 2. Do you think professors take pleasure in responding to requests? 3. In the case of the two requests below, how do you think the professor might react? 4. How long do you think it took the students to write their emails? 5. In the second request, which phrases do you think might not exist in the English spoken in the US and UK? 6. How could the emails be improved in order to ensure a response from the professor? Request 1

Dear Prof. Skrotun, Could you please send me a reference letter? I am considering to apply for PhD in Management. As some universities require students to upload a reference letter, I request that you to send me a reference letter as soon as possible.

Request 2

Dear Prof. I am Amit Khan and I would like to apply for the Master's program in Business Informatics at your esteemed university for next winter semester. I am very much interested in this program. So I hereby send you my passport, CV, degree certificate, academic transcripts, motivational letter. So, please find the attached documents and do the needful. Thanking you.

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6. Below is a request to register for a conference. Unfortunately, it forces the recipient to read the mail carefully in order to understand exactly what the request is. Study all three versions and decide which one is the best for this particular occasion.

Dear Secretariat of the 5th XTC Ph.D. Symposium, My Supervisor and I would like to register for the XTC Symposium but we couldn’t find any registration form in your website. I would be very grateful to you if you could suggest me the best way to register for the event. Moreover, would it be possible to pay the registration fee by credit card? Finally, is the preliminary program available for download? Thank you very much in advance for your kind cooperation. Best regards

Dear Secretariat, Please can you answer the following questions: 1. how can I register for the 5th XTC Ph.D. Symposium? 2. can I pay by credit card? 3. where can I download the preliminary program? Best regards

Please can you send me the link for registering for the 5th XTC Ph.D. Symposium. Thanks.

7. Imagine you want one of your co-authors, who also happens to be a native speaker of English, to review the English of your paper. Simply writing the following email may not be enough: Dear Katie, Would you mind reading through the paper and making corrections using 'Track Changes' on Word? Best regards, Natasha

8. Compare the above version with the version below and match each part of the letter with the phrases in the box.  what you have done to try to rectify the problem - contacted editing agency  the situation - paper accepted subject to English review  request  why the request is so important  why your solution failed - too expensive

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I was wondering whether you could do me a favour. The paper we co-wrote has been accepted for publication, but subject to a review of the English language. I contacted a professional editing agency, but they want 375 euros to do the job, which to me seems a little excessive. Would you mind reading through the paper and making corrections using 'Track Changes' on Word? As you can imagine, research funds here in Spain are very limited, so anything you could do to help would be much appreciated.

………………………………… ………………………………… ………………………………… ………………………………… …………………………………

9. When you ask someone to informally review your work, make sure first of all that you do so politely. Read the following letter and use the appropriate forms of the verbs in brackets.

Dear Carlos, I hope all (1)____(to be) well with you. I (2)_____ currently ______(work) on a paper that I would like to submit to the journal's special issue for the conference. The paper is the extension of the work that I (3)_______(present) as a poster during the conference, which I think you saw. The draft is still at quite an early stage, but I would really (4)_____(appreciate) your input. I know that you have a lot of expertise in this area and I am sure my paper would really benefit from your input. In any case, I have what I think are some really important new results, so I hope that you (5)______(find) this paper of interest too. Obviously, I don't want to take up too much of your time, so perhaps you might just (6)______(focus) on the Discussion and Results. Also, if you could quickly browse through the Literature Cited to make sure I (7)________(not miss) any important papers (yours are all there by the way!). The deadline for submission is on Oct 10, so if you could get your revisions back to me by the end of this month (i.e., September) that would be great. I do (8)________(appreciate) the fact that you must be very busy, so please (9)________(not hesitate) to let me know if you don't have the time. Thank you very much in advance. Maria Source: Wallwork A. English for Academic Correspondence, 2016.

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10. Put the parts of the above letter (Maria’s letter) in the correct order. a) gives a brief overview of what kind of paper it is and what stage it is at b) mentions the recipient’s expertise c) outlines not only the benefit for herself but also a possible benefit for the recipient d) informs the recipient when she needs the manuscript return (she avoids using a formal and totally unhelpful expression such as Please could you return it at your earliest convenience) e) gives the recipient precise details of the parts of the paper that most need the recipient’s attention f) gives the recipient the option not to accept her request g) acknowledges that the recipient may be busy 1 2 3 4 5 6 7

a) gives a brief overview of what kind of paper it is and what stage it is at

11. Now look at the email below. Apart from the various mistakes in the English, what other problems can you see? Subject line: Paper submission Dear Sir, My name is Pinco Pallino and I submitted my paper to you several months ago and I am still waiting for your judge. This is the third email I write to know if my paper was admitted or not. Please answer me in any case. Best regards

12. Look at a much better version and fill in the gaps with the words from the box. email

attached

wondering

Manuscript

submission

Subject line: Paper submission (1)_______1453 Dear Helena Smith, I was (2)________ if you had received my (3)_________sent 14 September (see below) regarding the (4)__________ of my manuscript (1453). Please find (5)_______ a copy of the paper for your convenience. Best regards

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13. Read the following letter and name the paragraphs.

Dear Professor Seinfeld I would like to submit for publication in the Journal of Future Education the attached paper entitled A Proposal for Radical Educational Reform by Adrian Wallwork and Anna Southern. Our aim was to test the efficiency of short vs long degree courses. Our study of 15,000 male and female graduates aged between 35 and 55 found that they would have performed far better in their careers from a financial point of view if they had undertaken a one-year course at university rather than the traditional three- to four- year course. Our key finding is that people on shorter courses will earn up to 15% more during their lifetime. The implications of this are not only for the graduates themselves but also for governments as i) governments could save considerable amounts of money and ii) universities would be free to accept more students. We believe that our findings will be of great interest to readers of your journal, particularly due to their counterintuitive nature and the fact they go against the general trend that claims that university courses should be increased in length. This research has not been published before and is not being considered for publication elsewhere. I look forward to hearing from you.

…………………. ………………….

…………………

………………… ………………

14. Complete the gaps with your own ideas.

Please find attached the revised manuscript (No. FE 245.998 Ver 2) by ………………….……………………………………………………………………............ Following the reviewers’ comments, we have made the following changes: ……………………………………………………………………………………………… was Seinfeld only one change (suggested by Ref. 2) that was not made, which was to DearThere Professor delete Figure 2. We decided to retain Figure 2 for the following two reasons: ………………………………………………………………………………………………. I hope you will find the revised manuscript suitable for publication in ……………….. Best regards, ……………….. Source: Wallwork A. English for Academic Correspondence, 2016.

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15. Study the following example of a hotel reservation. Use the words to fill the gaps: double, faithfully, accommodation, private, obliged, room, advance. 15 Maple Street, Montpelier, Vermont, USA 6th May, 2016 The Manager, Park Hotel, 26, Columbus Str., Brighton, England. Dear Sir: The name of your hotel has been given to me by the Hotel Association, and I shall be very much (1)________ if you let me know whether you have the following (2)____________ available for 3 weeks, from 15th July: One (3)__________ room, if possible with (4)___________ bathroom, and one single (5)__________. Thank you in (6)________ for your reply. Yours (7)__________, W.D.Throp

16. Fill in the blanks with the correct prepositions. Avda. San Antonio 501 80260 Bellaterra Barcelona 12 October 2011 Admissions Dept. The International College 145–8 Regents Road Palmer Brighton BN1 9QN Dear Sir/Madam, I am a Spanish student (1) _______ the University (2) _________ Barcelona doing a Master's Course (3) _______ Business Studies, and I intend to spend six months (4) _______ England, (5) _______ January next year, preparing (6) _______ the Cambridge First Certificate. Your college was recommended (7) ______ me (8) _______ a fellow student and I would like details (9) __________ the First Certificate course, including fees and dates. Could you also let me know if you can provide accommodation (10) _________ me (11) ________ Brighton (12) ________ an English family. Thank you for your attention, and I look forward to hearing from you soon. Yours faithfully, Maria Ortega 76

17. Imagine that you submitted your paper for publication in a journal several months ago. The editor has never replied even though you have written him / her two emails. Write an email following the three instructions below: 1. Think of a subject line. 2. Explain the situation and ask whether your paper has been accepted or not. 3. Use appropriate salutations at the beginning and end.

UNIT 11. RESEARCH PROPOSALS AND STATEMENTS LEAD-IN 1. Share your experience on the following:  Have you ever written a Research Proposal? If not, would you like to do it?  What are your areas of interest?  What country would you like to work in?  What university/company would you like to work in? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 11: 1. I decided to attend the University of … as a Computer Science major with the intention of obtaining a Master of Science Degree. - Я решил поступить в Университет ... с профилирующей дисциплиной «Информатика» с целью получить степень магистра. 2. I had the opportunity to be exposed to the full range of … courses. - У меня была возможность ознакомиться с полным спектром ... курсов. 3. I also discovered leadership skills in myself, and frequently assisted colleagues. - Я также обнаружил лидерские навыки в себе и часто помогал коллегам. 4. I wish to earn a MS degree in …. – Я хочу получить степень магистра в .... 5. I intend to follow this up with a Ph.D., and later, a career in research and teaching. - Я намерен продолжать исследование и получить степень PhD, а затем продолжить карьеру в области исследований и преподавания. 6. I hope you will give me the privilege of continuing my studies at your fine institution. Надеюсь, Вы дадите мне право продолжить учебу в данном прекрасном учреждении. 3. Discuss in groups of four: 1. What university do you want to attend with the intention of obtaining a Master of Science Degree / PhD? 2. What skills did you discover in yourself? 3. What career do you intend to follow up? 4. Study the following text and answer the questions: a) What is a research proposal? b) What suggestions and questions to think about do you remember when formulating your research proposal, both for a PhD and for a Postdoc position. c) When you are applying for a fellowship for a postdoc position, what additional aspects do you need to consider? Writing a research proposal for PhD or Postdoc position A research proposal is a document outlining what work you wish to complete during a fellowship period, and how you propose to carry it out. Below are some suggestions and questions to think about when formulating your research proposal, both for a PhD and for a Postdoc position. You need to start thinking about your proposal many months before the possible start of the program. Check whether the institute where you would like to undertake your research has any guidelines that you can follow. • First of all, focus on your research questions - do they produce new insights or instead do they cover material that has been known for several years and is the subject of many published papers?

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• Reflect on what makes you excited about your field of interest, and then think about where you could make a difference. This entails cooperating with your PhD adviser as well as an in-depth study of the literature • When you have identified an area that you feel passionate about (remember you are going to be spending the next three years on this topic, so you do need to be excited about it!), identify the research gap. What is the problem with the current state of the art? Is this gap something that you can cover in your thesis, i.e. is there enough theory involved? If so, what issues do you have with current theories? How can you advance on them? • If the problem is related to the technologies currently used, how feasible is it for you to think of a new technology, instrument or method to improve on the state of the art? • What model (theoretical or real) can you use to test your hypotheses? Make sure that everything you write will make sense to the reviewer of your proposal. This is particularly the case if you are talking about your own country in relation to the country where your reviewer is located. What may be common knowledge for you, may be alien to the reviewer. Check that all your sources and literature references are correct. When you are applying for a fellowship for a postdoc position, you need to consider some additional aspects. You will need to 1. describe your PhD thesis / dissertation, and papers that you have published, and justify why you need to continue studying in this area - you need to be very convincing and compelling 2. outline a timeline of what work you will complete and when (each semester, and each month of the semester) 3. explain what teaching (in relation to your specific research) you might be involved in - describe the course and how you plan to teach it 4. convince your host institution that they will benefit by having you work with them, and that your contribution will advance their mission Remember that only a very limited number of grants / fellowships will be available. Your proposal must demonstrate that you in particular have the necessary skills, experience and character to achieve the objectives that you have set yourself within a specific time limit. Source: Wallwork A. English for Academic Correspondence, 2016.

5. Read the text. In pairs, discuss the following questions: a) What is a statement of purpose (SoP)? b) What are usually graduate and professional schools interested in? STATEMENT OF PURPOSE The statement of purpose (SoP) is one of the most important parts of the application process. The admission committee will discern the seriousness of your intentions, your experience, and your motivation for graduate school. They seek someone who has a specific degree goal and who understands what’s involved in getting that degree. They want a candidate whose ambitions do not end with the attainment of the degree, but include a career afterward that has some relationship to 79

the degree earned. When writing your SoP, remember that YOU ARE the subject of the statement. Determine your purpose at the beginning. You need to show that you have the ability and experience to succeed in your field. Usually graduate and professional schools are interested in the following:  Your purpose in graduate study  The area of study in which you wish to specialize  Your special preparation and eligibility for study in this field  Your future use of your graduate study Be honest and persuasive in your writing. 6. Put the following steps of writing SoP in the correct order. Write first, second, third and final in the blanks, put the number of the step. Step-by-Step Guide Step ___: The _______ paragraph should be a summary of your college or university experiences. Briefly describe what brought about your interest in graduate study. Describe any research experience, clarifying your responsibilities, experimental results, and if you presented the findings at a conference or published them in a journal. Be specific, it is professors of your field who are reading this statement. Step ____: The _____ part of SoP is a brief paragraph stating the program you want to study and your research focus. Step _____: The _______ paragraph will summarize your main points and re-assert your main claim. It should point out your main points, but should not repeat specific examples. Thank the admissions committee for their time. Provide your contact information. Step ____: The ______ paragraph is the most important one because it discusses why you want to go to graduate school, what you wish to study or research, and ideally, whom you would like to work with or to be taught by. 7. Put the following parts in the correct order in the Statement of Purpose Letter: a) the area of study b) your experiences and skills c) your findings and achievements d) the purpose of your statement e) conclusion statement f) your future plans I decided to attend the University of California at Santa Barbara as a Computer Science major with the intention of obtaining a Master _____________________ of Science Degree. During high school, I was fascinated with electronic gadgets. Soon thereafter, designing and building basic circuits started as a hobby. Along the way, I realized that the problem-solving aspect of _____________________ making electronic gadgets was what I enjoyed the most. Engineering was a natural career choice after this. When I began my undergraduate studies at Electronics and Communication department of M.K. College, subjects like Microprocessors, C-Programming, and Computer Networks interested me the most. I had the opportunity to be exposed to the full range of information technology courses, all of which tended to reinforce my intense interest in this sphere. 80

I elected to do the project at National Space Research Organization (NSRO) as it has an outstanding infrastructure setup and stimulating world-class research environment. This enabled me to work with the best minds dedicated to engineering research in my country. I gained a lot from this association – in particular, an idea of how rewarding and meaningful a career in research could be. The more tangible benefits have been a deeper insight into architecture and working of microprocessors and programming skills. During my first job at the engineering organisation ABC, I developed a real-time monitoring system. Success on this project gave me the confidence to provide software solutions to real-time problems. I also discovered leadership skills in myself, and frequently assisted colleagues who had little or no background in computers. As an outcome of this, the organisation asked me to take occasional seminars on Operating Systems and C-Programming for my colleagues. I wish to earn a MS degree in Computer Science. I intend to follow this up with a Ph.D., and later, a career in research and teaching. I was seeking for advice from my professors about what University to choose and I decided to apply to University of California because it is reputable for its research facilities and computer resources. The department web site revealed a very strong faculty involved in extensive research in the area of Computer Science. I hope you will give me the privilege of continuing my studies at your fine institution. Signature/Name

_____________________

______________________

______________________

_____________________

8. Read the following extracts and arrange them logically to make a persuasive statement of purpose. Identify each part of the letter. A. I am especially interested in nineteenth-century literature, women's literature, Anglo-Saxon poetry, and folklore and folk literature. My personal literary projects have involved some combination of these subjects. For the oral section of my comprehensive exams, I specialized in nineteenth century novels by and about women. The relationship between "high" and folk literature became the subject for my honors essay, which examined Toni Morrison's use of classical, biblical, African, and Afro-American folk tradition in her novel. I plan to work further on this essay, treating Morrison's other novels and perhaps preparing a paper suitable for publication. B. In terms of a career, I see myself teaching literature, writing criticism, and going into editing or publishing poetry. Doctoral studies would be valuable to me in several ways. First, your teaching assistantship program would provide me with the practical teaching experience I am eager to acquire. Further, earning a Ph.D. in English and American literature would advance my other two career goals by adding to my skills, both critical and creative, in working with the language. Ultimately, however, I see the Ph.D. as an end in itself, as well as a professional stepping stone; I enjoy studying literature for its own sake and would like to continue my studies on the level demanded by the Ph.D. program. C. Writing poetry also figures prominently in my academic and professional goals. I have just begun submitting to the smaller journals with some success and I am gradually building a working manuscript for a collection. The dominant theme of this collection relies on poems that draw from classical, biblical, and folk traditions, as well as everyday experience, in order to celebrate the process of giving and taking life, whether literal or figurative. My poetry draws from and influences my academic studies. 81

D. My decision to pursue graduate study in the United States is underscored by my desire to be a part of your institution. Having majored in literary studies (world literature) as an undergraduate, I would now like to concentrate on English and American literature. E. In my studies toward a doctoral degree, I hope to examine more closely the relationship between high and folk literature. My junior year and private studies of Anglo-Saxon language and literature have caused me to consider the question of where the divisions between folklore, folk literature, and high literature lie. If I attend your school, I would like to resume my studies of Anglo-Saxon poetry, with special attention to its folk elements. 9. Read the pieces of advice from admissions representatives and based on their comments write down the list of recommendations on how to write a good statement of purpose. a) Lee Cunningham Director of Admissions and Aid The University of Chicago Graduate School of Business The mistake people make most often is not to look at what the questions are asking. Some people prepare generic statements because they're applying to more than one school and it's a lot of work to do a personal essay for each school. On the other hand, generic statements detract from the applicant when we realize that we're one of six schools and the applicant is saying the same thing to each and every school despite the fact that there are critical differences between the kinds of schools they may be applying to. b) Beth O'Neil Director of Admissions and Financial Aid University of California at Berkeley School of Law (Boalt Hall) We're trying to gauge the potential for a student's success in law school, and we determine that, principally, on the basis of what the student has done in the past. The personal statement carries the responsibility of presenting the student's life experiences. Applicants make a mistake by doing a lot of speculation about what they're going to do in the future rather than telling us about what they've done in the past. It is our job to speculate, and we are experienced at that. Applicants also tend to state and not evaluate. They give a recitation of their experience but no evaluation of what effect that particular experience had on them, no assessment of what certain experiences or honors meant. They also fail to explain errors or weaknesses in their background. Even though we might wish to admit a student, sometimes we can't in view of a weakness that they haven't made any effort to explain. For example, perhaps they haven't told us that they were ill on the day that they took the LSAT (Law School Admission Test) or had an automobile accident on the way. Such things are legitimate reasons for poor performance. I mean, we understand that life is tough sometimes. We need to know what happened, for example, to cause a sudden drop in the GPA (grade point average). Another mistake is that everyone tries to make himself or herself the perfect law school applicant who, of course, does not exist and is not nearly as interesting as a real human being. Between l and 5 people read each application. c) Dr. Daniel R. Alonso Associate Dean for Admissions Cornell University Medical College We look for some originality because nine out of ten essays leave you with a big yawn. "I like science, I like to help people and that's why I want to be a doctor." The common, uninteresting, and unoriginal statement is one that recounts the applicant's academic pursuits and basically repeats what is elsewhere in the application. You look for something different, something that will pique your interest and provide some very unique insight that will make you pay some notice to this person who is among so many other qualified applicants. If you're screening 5,500 applications over a four- or six-month period, you want to see something that's really interesting. I would simply say: Do it yourself, be careful, edit it, go through 82

as many drafts as necessary. And more important than anything: be yourself. Really show your personality. Tell us why you are unique, why we should admit you. The premise is that 9 out of 10 people who apply to medical school are very qualified. Don't under any circumstances insert handwritten work or an unfinished piece of writing. Do a professional job. I would consider it a mistake to attempt to cram in too much information, too many words. d) John Herweg Chairman, Committee on Admissions Washington University School of Medicine We are looking for a clear statement that indicates that the applicant can use the English language in a meaningful and effective fashion. We frankly look at spelling as well as typing (for errors both in grammar and composition). Most applicants use the statement to indicate their motivation for medicine, the duration of that motivation, extracurricular activities, and work experience. So those are some of the general things we are looking for in the Personal Comments section. We also want applicants to personalize the statement, to tell us something about themselves that they think is worthy of sharing with us, something that makes them unique, different, and the type of medical student and future physician that we're all looking for. Source: http://owl.english.purdue.edu/owl/resource/642/03/

10. Write down your research proposal (Statement of Purpose) for a PhD or for a Postdoc position.

UNIT 12. REFEREE’S REPORT LEAD-IN 1. Share your experience on the following:  Have you ever written a Referee’s report?  Was it difficult for you?  Do you like criticising papers? Why (not)?  If it’s your colleague, will you write only positive comments? Why (not)? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 12: 1. The paper deals with … - В статье рассматривается … 2. This manuscript reports some results on the use of … - В этой работе сообщается о некоторых результатах использования ... 3. The aim is to assess the quality of … - Цель состоит в том, чтобы оценить качество ... 4. This paper has many positive aspects … - В этой статье много положительных аспектов ... 5. The author needs to clarify the following points … - Автору необходимо прояснить следующие моменты ... 6. The analysis in Section 2 only covers … - Анализ в разделе 2 охватывает только ... 7. Although the description of X and the samples collected seems to be detailed, accurate, and well documented, the analytical work and the discussion on Y are in need of major revision. - Хотя описание X и собранных образцов, по-видимому, является подробным, точным и хорошо документированным, аналитическая работа и дискуссия по Y нуждаются в серьезной доработке. 8. The manuscript does not present any improvement on the analytical procedure already described in the literature; moreover the authors fail to … - В работе нет каких-либо новшеств в аналитической процедуре, уже описанной в литературе; кроме того, авторы не могут ... 9. The following information is missing in Section 2: - В Разделе 2 отсутствует следующая информация: 10. There seems to be a missing reference in the bibliography. - В библиографии, как представляется, отсутствует ссылка. 11. For the above reasons, I believe that the paper is not innovative enough to be published in … - По вышеуказанным причинам я считаю, что эта статья не является достаточно инновационной, чтобы ее можно было опубликовать в ... 12. The paper is not suitable for publication in its present form, since it does not fit the minimum requirements of originality and significance in the field covered by the Journal. Статья не подходит для публикации в ее нынешнем виде, поскольку она не соответствует минимальным требованиям оригинальности и значимости в области, охватываемой журналом. 3. Discuss in groups of four: 1. What is the aim of your papers? 2. Should a paper present any improvement on any procedure already described in the literature? 3. What paper can you call not innovative enough to be published? 4. What are the minimum requirements of originality and significance in the field covered by any Journal?

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4. Study the following text and answer the question: a) What are your main aims as a reviewer? Peer review is an essential part of research. If you are chosen to do a peer review, it is because you are considered to have specialized knowledge of the subject. The fact that you were not involved in the research itself enables you to provide an objective and balanced critique of the authors’ work. Thus, you are in a perfect position to really help, rather than discourage, the authors in their research, even if it means that you ultimately decide that a manuscript is not suitable for publication. An analysis of referees’ reports by Magda Kouřilová from Comenius University in Bratislava found that less than 10% of her sample reviews used a sandwich technique (i.e., preceded and followed by compliments). Much more common was criticism alone, with no positive comments, even in those papers that were subsequently accepted for publication. Be clear about your role as a reviewer Your main aims as a reviewer are 1. to assess on behalf of the journal whether or not a paper is suitable for publication 2. help a fellow researcher who may be at the beginning of their career and who may not have access to all the data / equipment / experience / funds that you have Read your journal’s review guidelines Most journals ask you to review a manuscript by following certain criteria. These criteria are normally contained within a form that you are asked to fill in, or may simply be in a downloadable document containing advice on how to write reviews. Source: Wallwork A. English for Academic Correspondence, 2016

5. Choose the necessary heading to each part from the list below and answer the question: a) What kind of paper should it be to be accepted?         

have a relevant title contribute to the specific area of knowledge make good use of key words review existing literature and give appropriate references have an abstract that is short yet comprehensive fully describe the research method have a discussion and conclusions be clearly organized and written have figures and tables that add real value 85

The paper should: 1. _____________________________________________________________________ Does the paper add sufficiently to the current literature? Does the review of the literature display patterns in earlier research that have not been noticed before? What original elements does it add and how? Does it have a clear message? Is the problem well defined and the purpose clearly stated? 2. ______________________________________________________________________ Does the title attract the reader’s attention and also reflect the actual content of the paper? Would an intelligent search be able to find this paper? 3. _______________________________________________________________________ Does the abstract give the reader a good idea of what to expect from the paper? Does the abstract clearly state the main objective (the research question), the conclusions, and how have they been reached, for example, theoretically, by case studies or through other measures? 4. _________________________________________________________________________ Do the keywords describe the content? Will they enable potential readers to search for and find the paper? 5. __________________________________________________________________________ Have the authors avoided too many references referring to general knowledge or to papers published by the author’s co-nationals or just in their own country? Are the references given in the literature cited section at the end of the paper relevant and up to date, have the important ones been included, and are there any important references missing? Are the references mentioned within the body of the paper? 6. _________________________________________________________________________ Do the authors make it clear what was done and why certain methods were chosen and others not? Is the study designed well? Does the authors’ data set seem appropriate to the questions that they pose? Have appropriate materials been selected? Is the sample of an adequate size? Are the methods adequately described? Can they be easily repeated? 7. _________________________________________________________________________ Do their results answer their research question? Are the results well presented, discussed in light of previous evidence, and credible? Could they be strengthened? Are the conclusions justified from the evidence given? Are the conclusions adequately qualified? Are there any logical and obvious possible interpretations that the authors have not mentioned? Have any implications and applications been outlined? 8. __________________________________________________________________________ Is the paper laid out clearly, with headings that enable the reader to understand the main points of the paper and to follow its structure? Is the order of the sections, paragraphs, and sentences logical–or should parts be shifted to another location in the paper? Is the style academic, but at the same time reader-oriented, that is, easy to read and assimilate? Is there any redundancy? Could the paper be shortened without losing any value? 9. _________________________________________________________________________ Do the figures and tables illustrate important points, or are they more confusing than clarifying? Are they explained in the text? Are the captions / legends appropriate? 6. Read the text. In pairs, discuss how you should structure a referee’s report depending on whether the paper is accepted or rejected. How to structure a referee’s report: (1) acceptance subject to revisions A referee’s report which recommends possible acceptance subject to changes being made could be structured as follows. 1. summary of paper This helps the authors to see whether you have understood the essence of their paper, and the editor to understand how relevant the paper is to his / her journal. 86

2. general comments on the quality of the paper This is a good opportunity to say something positive and encouraging about the paper before beginning to make any criticisms). So, mention the strong points of the paper first, and then the weak points. 3. major revisions required Here you suggest what major changes you think the paper needs in order for it to be publishable in the journal. Again, try to present these changes in a constructive way and help the authors to see why such changes are necessary. Number each comment–this helps the authors when responding and the editors in judging the author’s response. 4. minor revisions required These generally include typos, changes to numbering, changes to figure legends,suggestions for more appropriate vocabulary, etc. Number each comment. 5. final comments Since your aim is to further knowledge in your field through new research, it helps if you offer some encouraging words of advice and to reiterate the positive elements that you have found in the manuscript. This is particularly important for researchers from less developed nations who may not have the equipment and experience that you have access to, but may nevertheless have discovered something that could benefit people living in their area of the world. How to structure a referee’s report: (2) complete rejection If you are recommending that a paper be rejected either because it is outside the scope of the journal or because it would require too many revisions, then you would begin with Points 1 and 2 as above. Even if you are going to recommend rejection, you should still be able to find something positive to say. Points 3 and 4 are not necessary. So finish with Point 5 and if possible make suggestions on what would be required to make the paper more publishable. This will enable the authors to revise their paper and maybe submit it to another (possibly less prestigious) journal. How to structure a referee’s report: (3) acceptance as is Even if you are recommending a paper for acceptance with no changes, you still need to provide authors and editors with a brief summary (Point 1). If you think the scientific quality is good, but that the English needs some improvement, then ask yourself how much the “poor” English really impacts on the reader’s ability to understand. You can delay a paper’s publication unnecessarily by making comments on the English. Of course, if the English is truly bad, then you must let the authors and editor know. Source: Wallwork A. English for Academic Correspondence, 2016

7. Consider the following sentences used in Referee’s reports. Think of a heading for each group. (1)___________________________________ The paper deals with … The paper gives a good description of … This manuscript reports some results on the use of … The aim is to assess the quality of … This paper has many positive aspects … (2)____________________________________ This paper aims to report the analysis of … yet the author writes … The author needs to clarify the following points … Despite the title of the paper, I believe that the paper does not deal with X at all. Specifically … The analysis in Section 2 only covers … Even though these are important parameters, they do not … 87

Although the description of X and the samples collected seems to be detailed, accurate, and well documented, the analytical work and the discussion on Y are in need of major revision. The manuscript does not present any improvement on the analytical procedure already described in the literature; moreover the authors fail to … The discussion should be reviewed since it is mainly based on results published in … (3)____________________________________ Abstract: What is the real advantage of the proposed procedure with respect to …? page 3 line 12: The word definite is misspelled. page 4: Perhaps Figure 2 could be deleted. The following information is missing in Section 2: There seems to be a missing reference in the bibliography. (4)___________________________________ For the above reasons, I believe that the paper is not innovative enough to be published in … The paper is not suitable for publication in its present form, since it does not fit the minimum requirements of originality and significance in the field covered by the Journal. Source: Wallwork A. English for Academic Correspondence, 2016.

8. Write a referee’s report for your colleague. Don’t forget to use sentences listed above.

UNIT 13. REPLIES TO THE REFEREE’S REPORT LEAD-IN 1. Share your experience on the following:  Have you ever written a Reply to the Referee’s report?  Was it difficult for you? Why (not)?  Should you always write a Reply to the Referee’s report? Why do you think so?  Should you argue with the referee? Why (not)? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 13: 1. Attached is the revised version of our paper. – В приложении Вы найдете отредактированную версию нашей статьи. 2. Below are our responses to the reviewers. The reviewers’ comments are in italics, and our responses are numbered. - Ниже приведены наши ответы рецензентам. Комментарии рецензентов выделены курсивом, и наши ответы пронумерованы. 3. Please extend my sincere thanks to the paper reviewers for their helpful comments. - Прошу выразить искреннюю благодарность рецензентам за их полезные замечания. 4. The reviewer’s suggestion is certainly helpful and … - Предложение рецензента, безусловно, полезно и ... 5. These two comments made us realize that … - Эти два комментария заставили нас понять, что ... 6. The tables have been enlarged and we hope they are now clearer. - Таблицы были увеличены, и мы надеемся, что они станут более понятными. 7. The Abstract and the first sections have been improved. - Аннотация и первые разделы были отредактированы. 8. Reviewer 1 raised some substantial criticisms that would entail an almost completely new version of the paper. - Рецензент 1 высказал некоторые существенные критические замечания, которые повлекут за собой почти полное преобразование статьи. 9. I understand what the referee means, however … - Я понимаю, что рецензент имеет в виду, однако … 10. Overall we hope we have addressed the main points raised by the reviewers. - В целом мы надеемся, что мы рассмотрели основные вопросы, поднятые рецензентами. 11. Once again we would like to thank the reviewers for their very useful input and we also found your summary most helpful. - Еще раз мы хотели бы поблагодарить рецензентов за их очень полезный вклад, и мы также считаем Ваш обзор наиболее полезным. 3. Discuss in groups of four: 1. What is the most comfortable way to present your response (e.g. the reviewers’ comments are in italics, and your responses are numbered)? Why? 2. Does the referee always have helpful comments? Why (not)? 3. Have you ever been in the situation when a reviewer raised some substantial criticisms that would entail an almost completely new version of the paper? What should you write to him as a response? 4. Should you thank the reviewers for their very useful input? What way?

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4. Your paper is likely to be reviewed by two or three experts (known as reviewers or referees). Your reply to the editor of the journal regarding the reviewers' comments is also known as a 'rebuttal'. Look at the beginning of two letters to the editor below. In both cases the manuscript in question was reviewed by three experts. Read the following text and answer the questions: a) How do you think the editor reacted? b) In what ways could you improve what the authors wrote? Letter A: Let us first thank the reviewers #2 and #3 for their contribution. Their suggestions were very useful during the revision process and have been incorporated into the revised manuscript. They helped us to understand the weak points of the paper and, as a result, we believe the quality of the revised paper has been significantly improved. Letter B: We are highly disappointed by reviewer 3’s comments which appear to us biased and unfair. He / She has the right to disapprove of a paper but, in our opinion, most of the comments do not match the content of the paper or are false. The positive and constructive comments from the other reviewers are the best answer to him / her. 5. Structure your reply to the referees in a way that will keep referees and editors happy. If you want to increase the chances of having your paper accepted for publication, then you might like to try the following four-stage strategy. Put the words: First, Second, Third, Fourth into the appropriate places. ________, try to find something about what the referee has said that you can agree with. The referee is certainly right when he / she says that … I thank the referee for pointing out that … I agree with the referee’s comments about … We have implemented the referee’s useful observations about … Such phrases do not undermine the referee’s credibility or their feeling of importance. They will feel that their expertise has been taken into account. ________, tell the referee that you have amended something that they mentioned. Referee 1 suggested providing more complete results. This was a very useful suggestion, so we have now applied the proposed method to a typical industrial application. ________, now that the referee is happy, you can tell him / her why you didn’t amend something else. Given that the paper is intended for a broad audience, we decided not to cut the first two paragraphs of the Introduction. ________, if possible, finish with something else positive about the referee’s comments. We would like to thank the referee once more for sparing the time to write so many detailed and useful comments. 6. Present your answers to the reviewers using the clearest possible layout. If the referee has numbered his / her comments and queries, then the simplest solution is to paste in your responses under each comment. Consider the following example, note how the author has put all the referees’ comments in italics, and his own replies in normal script. Referee 1 page 4, line 2: there is no clear connection between the two sentences. The sentences have been clarified as follows: … page 5, paragraph 3: this paragraph adds no value, I think it could be deleted 90

Done. page 7, last line: What does “intervenes in the process” mean in this context? We have replaced “intervene in” with “affects the process.” NB this line now appears at the top of page 8. 7. The example below shows the referee’s comment, again changed to italics by the author. This is followed by the author’s response (in normal script), with pages and line references indicated where appropriate. Discuss ways of working with a long paragraph with your partner. The experimental procedure is not sufficiently informative to allow replication. How was the overall procedure carried out? The author should explain the procedure in detail or cite a reference. Was this procedure applied to the whole sample or just to a part of it? In addition, the instruments for determining X and Y should be reported. We agree with the referee’s comment regarding replication. On page 6 we have inserted a reference to one of our previous papers that contains a detailed description of the total digestion procedure. We have specified that it is applied just to the elutriate. Regarding the two instruments, in the original manuscript we had in fact stated what they were, but in a different section. So we have now moved these statements to a more logical position in the Materials section (page 5, second paragraph). Source: Wallwork A. English for Academic Correspondence, 2016.

8. Put the following parts of a possible structure in the correct order. ___. Comments on Referee 1, then comments on Referee 2, then comments on Referee 3. Where necessary, include old and new line and page numbering to help the referees and editors see where you have made the changes. ___. Optional: General comments on all the referees’ reports but without comments on specific reports. ___. Final overall comments. 9. Read the text and answer the questions: a) When should you use the present perfect? b) When should you use the present simple? c) When should you use the past simple? d) What tense should you use, when you talk about things that you didn’t change? Use the present and present perfect to outline the changes you have made. When you tell the editor what changes you have made to your manuscript, you will mainly use three tenses. Use the • present perfect to describe the changes We have reduced the Abstract to 200 words. We have given names to each section. • present simple to talk about how the manuscript looks now The Abstract is now only 200 words long. Sections are now referred to by name. • simple past to talk about decisions We decided to keep the tables because … When you talk about things that you didn’t change, you can use either the present perfect or the simple past. We have kept / kept Figure 1 because … 91

10. If you disagree with the reviewers, always be diplomatic. Avoid the use of the verb disagree and, if possible, minimize the use of adverbs such as but, although, moreover , despite this , nevertheless , and in fact where such adverbs are used to contradict what the referee has said. This should help your cause and will not draw attention to the fact that you are not in agreement. Study the table below. Referee’s comment

Undiplomatic response

Diplomatic response

There is a lack of any We do not agree at all. Having read the comment innovative contribution. Moreover, we have not found about lack of an innovative any examples of a similar contribution, we rechecked the contribution in the literature. literature and could find no examples of anyone having used this method before. We believe that our work really is innovative for the following reasons: Some of the results are If Ref 1 had taken the time misleading. to read the whole paper, he / she would have seen that in Sect 4 we argue that the results were unexpected.

The referee certainly has a point in terms of x and y (which we have now corrected). Also, see Section 4, where we argue that the results were unexpected.

The results are incomplete.

We understand what the referee is saying. We thought that we had covered all aspects, but on the basis of the referee’s comment we have added a short case study to indicate the completeness of our results.

Incomplete in what sense?

Cut Table 1—it repeats Although there is some much of what is already in the repetition we disagree with the text. referee; in fact we think it is essential for reader comprehension.

The Conclusions almost the same as Abstract.

We appreciate that Table 1 repeats some of what is already in the text, but in our experience this kind of table significantly helps readers to understand the concepts better.

are The referee may have a The referee is right and we the point; however, we have read have made several changes to many other papers published in ensure that the Conclusions are the Journal, even by native different from the Abstract, by speakers of English, which · talking about possible adopt exactly the same applications technique. · mentioning future work Source: Wallwork A. English for Academic Correspondence, 2016.

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11. Be aware of what might happen if you ignore the referee’s advice. You risk receiving a second report from the referee, such as the following one. Read the following letter and use the appropriate forms of the verbs in brackets.

I very much (1)______ (appreciate) the authors’ efforts to meet the referees’ requirements. However, I (2)________(re-read) their new version several times to convince myself that may be I (3)_______(reach) the wrong conclusions in my previous assessment. Despite this I am now more convinced than ever that the paper cannot (4)_______(be accepted). The manuscript is still confusing for the reader. The complexity of the topic (5)_______(not justify) the excessive length of the manuscript nor the excessive number of tables and figures. In my previous report I suggested the authors should (i) (6)_____ (try) to be clear and concise in describing their aims and methods, (ii) present their most important relevant findings through an appropriate selection of significant data, and (iii) ensure that their Discussion and Conclusions (7)_______ (reflect) the data. Unfortunately, the authors (8)_______ (choose) to ignore my suggestions, and consequently their manuscript (9)________ (not be) substantially different now from its original version. Consequently, I regret (10)_________ (have) to recommend that this manuscript should not be accepted for publication. This is a real shame as it contains much data of interest to the community, and also adopts a novel approach.

12. Bring your article to the class. Exchange your articles with a partner, tell him or her about some improvement that you suggest doing. In your turn write the reply to the referee’s report.

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UNIT 14. MEMORANDUMS, MINUTES LEAD-IN 1. Share your experience on the following:  Have you ever written a memo, minutes?  What were the occasions?  What differs a memo from a letter?  What is the audience for memos? ACTIVE VOCABULARY 2. Learn the vocabulary of Unit 14: 1. The purpose of this memo is to let all members of the … department know that … - Цель этой служебной записки - сообщить всем сотрудникам кафедры … , что ... 2. This memo responds to your request that … - Эта служебная записка отвечает на Ваш запрос о том, что ... 3. This memo presents my impression of … - В данной служебной записке представлено мое впечатление о ... 4. Your co–operation in this matter is essential and will be appreciated. - Ваше сотрудничество в этом вопросе имеет важное значение и будет оценено по достоинству. 3. Discuss in groups of four: 1. What is the purpose of the memo? 2. What request can a memo respond to? 3. What impression can a memo present? 4. When is your co–operation in the matter essential? 4. Read the text below and answer the questions. a) What is memos? b) What differs a memo from a letter? c) Is a memo always a right solution to communicate a matter? d) What are the purposes of memos? e) What can the audience for memos be? MEMORANDUMS Memorandums are internal letters which advise or inform about policies and procedures that their organisation has decided to adopt. The memo may be put on a notice board for everyone to see, or circulated in internal mail to the departments it concerns. There are numerous subjects that memos deal with, from informing staff of a retirement, to announcing important administrative or structural changes. Memos can be as formal as letters. However, the heading and overall tone make a memo different from a letter. Because you generally send memos to co–workers and colleagues, you do not have to include a formal salutation or closing remark. Purpose of a Memo Usually you write memos to give readers specific information. You might also write a memo to persuade others to take actions, give feedback on an issue, or react to a situation. However, most memos communicate basic information, such as meeting times or due dates. While memos are a convenient channel to communicate, it is always necessary to determine if a meeting is more appropriate. A memo can ask for that information from team members and request 94

a response by a specific date. By meeting with everyone, however, you not only hear final decisions but the rationale behind them. In fact, new ideas may stem from face–to–face discussions. By writing a memo in this scenario, you may never invent alternative ways of solving the problem. So, before writing a memo, outline what your purpose is for doing so, and decide if the memo is the best communication channel. Audience Analysis The typical audience for a memo is your co–workers and colleagues. However, in the age of downsizing, outsourcing, and teleconferencing, you might also write memos to people from other organisations working on the project, or other departments within your organisation. This is why knowing your audience is very important when writing a memo. For example, if your audience is generally familiar with you professionally and/or your role in the project, it is not necessary to provide a detailed background about your purpose. If they are new to the project, provide detailed background information so that they understand the situation and can provide constructive feedback if desired. It is helpful, however, to inform readers about the context. In other words, do not only write that a meeting will take place by listing the date and time. Inform why the meeting is occurring. Also, do not assume that your readers have contact information. Always include some way for them to get in touch with you and other members of the team working on the project. Source: http://writing.colostate.edu/guides/documents/memo/pop2c.cfm

5. a) b) c) d)

In pairs, discuss the following questions on the text below. What information does a memo heading provide? What tone is used for memos? How long could a memo be? What are the format guidelines?

General Format When you write a memo, you will follow a general format. Your organisation may have specific requirements that you must use. For instance, an organisation might have a particular way of presenting a heading or may even use a specific type of letterhead or logo. However, usually a memo's heading provides information about who will receive the memo, who is sending the memo, the date, and the memo's subject. This information may be bolded or highlighted in some way. For example: To: From: Date: Subject: Message Memos are reproduced and exchanged rather freely, and it is common for a reader to receive a memo that is only marginally relevant to him or her. This is why it is important that the first sentence of the memo should answer that question with a purpose statement. The best purpose statements are concise and direct. Consider the following questions:  Is your memo a result of a situation? For instance, "As a result of yesterday's meeting..."  Is your memo a reminder? For example, "The Proposal is due July 2." You should always include your contact information at the bottom of your message. This can be your phone number or e–mail address. Finally, consider how your memo looks. If you have nothing but paragraph after paragraph of text, you might use lists to draw attention to specific information. Lists breakdown large amounts of 95

text and provide text in a way that is visually pleasing. Lists are especially useful for conveying steps, phases, years, procedures, or decisions. By avoiding full sentences in a list, your information is concise and more likely to engage your readers. Lists can be bulleted or numbered. Tone Since you typically send memos to those working within your organisation, you can use a more informal tone than you would if you were writing a letter. For example, you might refer to your colleagues by their first names. However, always keep in mind that you still need to be professional. Ask yourself how the rector would react to your memo. If you would be embarrassed to have the rector read your memo, consider changing or eliminating some information. Length Memos are generally short, concise documents. However, you may have to write longer memos, depending on your topic. For example, a memo might present the new guidelines for a specific office task. Obviously, if you have over forty guidelines, the memo will be more than a page. Some memos might even introduce a short report. In this case, you might include the report in the memo, or the memo might be a separate document, introducing the report. Format Guidelines Regardless of the style, memos generally have similar format characteristics, unless otherwise specified by your organisation. Listed below are some basic guidelines that can help you create a memo:  memos have one–inch margins around the page and should be typed on plain paper;  all lines of the memo begin at the left margin;  the text begins two spaces after the subject line;  the body of the memo is single–spaced, with two spaces between paragraphs;  second–page headings are used, as in letters (it includes who the Memo is to, the page number, and the date);  the sender usually signs the memo using initials, first name, or complete name, the sender’s position is optional. 6. Read the information about common types of memos. Fill in the gaps with the correct prepositions: to (2), for (2), of Common Types of Memos Each memo is written (1)______ a specific purpose (2)_____ a specific audience. The purpose and audience for your memo will help guide what type (3)____ memo you will write. Even though no two memos are identical, some common categories exist. They are:  directives  response (4)_____ an inquiry  operational memos (field/lab report memos)  financial memos  announcements (policy change, meetings, etc.)  request (5)______ action  trip report 7. In pairs, discuss the peculiarities of a Directive Memo. Consider the example. Directive Memo A directive memo states a policy or procedure you want the reader or co–worker to follow. The body of the memo should begin with a clear, concise sentence that states the purpose of the memo. For example: "The purpose of this memo is to let all members of the ABC department know that doughnuts will be provided every Friday morning at 8 a.m." You then provide statements that explain the rationale for such a decision or procedure. 96

Example: Directive Memo MEMORANDUM To: From: Date: Subject:

Design Team #362 W.B. Martin May 27, 2016 Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule listed below. Remember, we must submit a Proposal by noon on July 2. Schedule Task  Divide research into groups and compile information  Review designs from Kate and Bill.  Write Proposal  Review Proposal  Submit Proposal for printing

Completion Date  June 6    

June11 June 23 June 26 June 27

8. Read the suggested format for memos. The paragraphs in the memo below are not in the correct order. Number the paragraphs from 1-4. Format for memos 1. Define the problem. 2. Tell the reader why they should feel concerned. 3. Say what result you want to get. 4. Say what you want the reader to do and when. VAN

DER

HEYDEN

B.V.

Subject: Unauthorized software I would like us all to carry out this check by 15 September latest. Please examine your laptop carefully, and delete any unauthorized software. If you need help, I will be available every afternoon between 1 and 5 p.m. Thank you for helping to protect our colleagues, our jobs and our organisation. If inspectors find unauthorized copyright material on our systems, individual users, management and the organisation itself can face heavy fines and even criminal prosecution. It is in everybody's interest to avoid this risk. As you probably know, the European Commission is stepping up its fight against software piracy, and we expect to see systematic inspections of medium-sized companies like ours in the next six months. This is the reason why I'm asking every employee in the organisation to check that there is no unauthorized software on their computer. This could include unlicensed copies of business software, shareware programmes downloaded from the Internet, and even mp3 music files.

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9. In pairs, discuss the peculiarities of a Response Memo. Consider the example. Response Memo The purpose of this memo is to provide the audience with desired information. It usually has four parts:  purpose statement  summary  discussion  action Begin this memo with a short paragraph stating the purpose, which is always to respond to a request for information. Next, summarize the information requested. Third, in a discussion section, point out to the reader any important information that you feel should be highlighted or stressed. Finally, in the action section, state any additional action you are going to take or feel should be taken to properly address the original request for information. Example: Response Memo MEMORANDUM To: From : Date: Subject:

Design Team #362 W.B. Martin May 27, 2016 Project Schedule

Purpose:

This memo responds to your request that the weekly meeting be moved from 9am to 10am.

Summary:

This request is satisfactory as long as it is approved by management.

Discussion:

Management usually has no problem with the individual time changes in meetings, as long as meeting minutes are turned in by noon to Cathy.

Action:

I have asked Cathy if she thinks this would be a problem and she said no, so all we need to do now is get approval from Steve.

10. In pairs, discuss the peculiarities of a Trip Report Memo. Consider the example. Trip Report Memo A trip report memo is usually sent to a supervisor after an employee returns from a business venture. The structure is the same as that of response memo. Begin this memo with a short paragraph stating the purpose, which is always to provide information on your trip. Next, summarize the trip. Remember, the reader is usually not interested in a detailed minute by minute account of what happened. Instead, take the time to write a clear and concise outline of your trip. Third, in a discussion section, point out to the reader any important information that you feel should be highlighted or stressed. Finally, in the action section, state any additional relevant information you have come across since returning from the trip or any recommendations you might have for the reader.

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Example: Trip Report Memo MEMORANDUM TO:

Design Team #362

FROM:

W.B. Martin

DATE:

June 27, 2016

SUBJECT: Weekly Meeting

Purpose:

This memo presents my impression of the meeting last week.

Summary:

In general, I felt that the meeting went well and much progress was made.

Discussion:

Barb and Jeff were able to make progress on the graphics and should have them finished next week. Kyle and Sandy are on Chapter 2 of the user manual.

Recommendation:

Kyle will meet with Jeff to see how they want the graphics integrated into the text.

11. Consider the example of an Operational Memo and discuss what structure it has. Operational Memo Memos are often used to report on inspection and procedures. These memos, known as field or lab reports, include the problem, methods, results, and conclusions, but spend less time on the methods section. A field or lab report memo has the following structure:  purpose of memo  summary  problem leading to the decision to perform the procedure  methods  results  conclusions  recommendations Example: Operational Report MEMORANDUM Dean of Journalism To: From: Steve Nash Date: June 27, 2016 Subject: Computer Lab Purpose:

This memo presents the findings of my visit to the computer lab at Clark C252.

Summary:

In general, I felt that the lab needs much new equipment and renovation.

Problem:

The inspection was designed to determine if the present equipment was adequate to provide graduate students with the technology needed to perform the tasks expected of them by their professors and thesis research.

Methods:

I ran a series of tasks on SPSS and WordPerfect and recorded memory capacity and processing time for each task.

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Results:

The inspection found that the hardware used to run the computers is outdated and that the computers itself are very slow.

Conclusions:

This lab is inadequate for the everyday needs of graduate students in this department.

Recommendations:

Four new computers running on Windows 10 and a processing speed of at least 3000 mhz should be purchased immediately.

Source: http://lib.vcomsats.edu.pk/library/HUM100/COURSE%20CONTENT/LECTURE%20SLIDE/Lecture_23/Writing%20 Memos%20Complete.pdf

12. Coventry University is expecting an important visitor so they circulate this message on their electronic mail. Read and translate this memo and answer the questions below the text. SEND, READ or SCAN: read TO: All FROM: The Organisation Secretary – Head Office POSTED: 3–6–2016 15.41 SUBJECT: Zorbro Visit From 8 to 11 July Mr George Zorbro of Zorbro Industries, Athens, and two of his colleagues will be looking around the University, as his firm intends to place a large contract with us to develop components for them over the next three years. Zorbro Industries is part of the export drive that we have been preparing to enable us to make scientific research in this field. It is therefore essential for us to make a good impression on these visitors. Although they will be escorted by Micahel Hobbs, it may be necessary for individual employees to answer questions or explain procedures in their department. Would you therefore ask your staff to be as helpful and informative as possible? It will also be necessary for lunch hours and breaks to be arranged so that there will always be someone available in every department. Your co–operation in this matter is essential and will be appreciated. ACTION REQUIRED: implement

1) 2) 3) 4) 5) 6) 7)

What is the memo about? How can employees help? Why is their help so important? Who will escort the visitors? Is any answer expected to this memo? When was the memo sent? Which words in the memo correspond to the following: a favourable view; the way things work, giving information, very important?

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13. Complete the text with the words from the box. retirement

presidentship

associates

replaced

successful

attend

successor

Retirement of Rector Notice how this memo takes the opportunity to announce the retirement; advise everyone of the new appointment; thank the ex–Rector, and welcome his successor; inform the staff there will be no changes in policy; and announce a meeting. Therefore, you can see that it is not necessary to confine a memo to a specific topic, as long as there is a link between the subjects. However, a memo that dealt all at once with, say, canteen facilities, punctuality, and a new accounting system, would not be read properly, or would confuse those who read it.

Coventry University 123–5 Lowland Street, London EC1 2RH

MEMO To: All Staff From: (1)________________

Date: 2 November 2016

(2)_________of D.G. Crayford Rector and appointment of Mrs Felicity Fawks Mr D.G. Crayford will retire on 20 December 2016 and be (3)________ as Rector by Mrs Felicity Fawks whose appointment begins as from 2 January 2017. Mr Crayford has been with the organisation for 30 years, and has been Rector since 1987. The Presidentship, his colleagues, business(4)__________, and staff, I am sure would like to take this opportunity to thank him for his excellent work in organizing and running the organisation to make it the (5)___________ concern it is today. His good–humoured presence will be missed by all those who worked with him, and we offer our best wishes to his (6)_____________. Mr Crayford's leaving will not affect the present policy of the organisation. Would all Department Deans please (7)___________ a meeting in room 358 on Monday 3 December at 3.30, where they will be introduced to Mrs Fawks.

P.S. Keyser Pro-Rector of General Matters

14. Match the sentences from column A with possible contexts in column B. A 1. Over the past few years, the university's profits have risen by nearly 25 per cent. 2. Over the past few years, the university's profits have been rising by 25 per cent. 3. The organisation has done very well this year. 4. The organisation has been doing very well this year. B a) It is the middle of May. b) It is the middle of December. c) Profits rise by 25 per cent each year. d) The total rise in profits is 25 per cent.

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15. Write a memo proposing dates, a location, and a programme for the IT conference. You will also need to get approval for your budget. (Last year's budget was $700 per person.) MINUTES 16. Work with a partner. Read about the meeting situations 1-4 and answer questions a-c. 1. The Foreign Languages Department staff are meeting in a cafe to discuss their Christmas lunch. 2. Academic office has just completed a major project. They are holding a one-off project review meeting today. 3. The finance department of Bristol College is holding its fortnightly update meeting. 4. At Croatia University Dean and Subhead of the Economics Department are meeting this afternoon to discuss which of four interviewees they will accept for a vacant position. a) How formal will each meeting be? b) What is the purpose of each meeting? What items do you think will be on the agenda? c) Which meetings require minutes? Why? How will the minutes be different? 17. Complete spaces 1-7 in the minutes with these labels. Item Action Next meeting Venue Attendees Discussion Meeting minutes

Chair

Date: 11 June Time: 3.30 pm 1 _________ : Room 344 2 _________ : Enzo Falconi (EF) 3 _________: Alice Keller (AK), Francois Weber (FW), Dylan Sanders (DS) 4 _________

5 _________

6 _________

1 New staff

EF announced the appointment of Sally Collins as head of accounts department. FW expressed concern about the open-plan arrangement. We identified two main problems: telephone noise and lack of meeting rooms. AK proposed screens or full partitions. We agreed that EF (will investigate) the price of screens and FW will get quotations on full partitions.

EF and FW 25 June

2 Office layout

3 Expenses claims

DS requested that all staff complete expense claim forms on time. We accepted that the form could be simpler. DS will prepare a new form by next meeting.

4 Appraisals

We decided that the current appraisal system is not working, and we concluded that six-monthly appraisals would be better. AK is to look into the practicalities of this. 7 _________: 25 June 13.00

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DS 25 June AK 30 June

18. Match the decisions 1-6 with the action plans a-f, using an appropriate action verb from the box. The first one is done as an example. chase up

contact

arrange

draw up

organize

evaluate

1 2 3 4 5 6

EF suggested celebrating Sally's promotion. He will organize - c We decided to consult department heads on the new appraisal scheme. EF will AK proposed getting examples of screens and partitions so she will It was agreed that external advice on running appraisal interviews would be useful. FW will We concluded that a more detailed cost breakdown was necessary. DS is to It was noted that only one quotation has been received to date. DS is to

a b c d e f

a visit to the suppliers' showroom. the other two suppliers. an after-work drink in the local pub for the accounts department. the best proposals and report back at the next meeting. a specialized management consultancy. a draft questionnaire before our next meeting.

1 2 3 4

19. Answer the questions. What do you notice about how names are presented? What is the purpose of the Action column? Which verbs in the minutes tell you what happened? The first one is underlined. Which verbs in the minutes tell you what actions are planned?

REFERENCES 1. Андрюшкин, А.П. Деловой английский язык / А.П. Андрюшкин. – Санкт-Петербург: Норинт, 2009. – 152 c. 2. Васильева, Л. Деловая переписка на английском языке. Как сделать карьеру / Л. Васильева. – М.: Айрис-пресс, 2009. – 165 c. 3. Данько, О.А. Методические указания к практическим занятиям по деловой корреспонденции. Часть 1 / О.А. Данько, К.В. Тростина. – М. Изд-во Рос. экон. акад., 2002. – 62 c. 4. Де Вриз, М. Internationally Yours. Международная деловая переписка как средство достижения успеха / Пер. с англ. / М. Де Вриз. – М.: Издательство «Весь Мир», 2011. – 202 c. 5. Израилевич, Е.Е.. Деловая корреспонденция и документация на английском языке / Е.Е. Израилевич. – М.: Юнвес, иностранный язык, 2011. – 200 c. 6. Максимчук, Н.М. Academic and Business Writing: учебное пособие / Н.М. Максимчук, И.А. Онищенко, А.М. Троцюк. – Луцк: Волинский национальный университет имени Леси Украинки, 2010. – 172 с. 7. Нестерцова, С.Г. Деловая корреспонденция: учебно-методическое пособие для слушателей программ подготовки управленческих кадров / С.Г. Нестерцова. – Челябинск: Издательский центр ЮУрГУ, 2009. – 164 с. 8. Нестерцова, С.Г. Деловая корреспонденция. Лексический минимум: учебное пособие для практических занятий / С.Г. Нестерцова, Н.Н. Кузьмина. – Челябинск: Издательский центр ЮУрГУ, 2014. – 60 с. 9. Новик, Д.В. Business Correspondence: методические указания для студентов старших курсов экономических специальностей. Часть 1 / Д.В. Новик, А.Ф. Трифонюк. – Брест: БГТУ, 2001. – 45 с. 10. Сидоренко, Т.В. Профессиональный английский язык: основы академического письма: учебное пособие / Т.В. Сидоренко, С.В. Рыбушкина; Томский политехнический университет. – Томск: Изд-во Томского политехнического университета, 2010. – 92 с. 11. Ступин, Л.П. Письма по-английски на все случаи жизни: Учебно - справочное пособие для изучающих английский язык / Худож. А.М. Гусаров / Л. П. Ступин. – СПб.: отд-ние изд-ва «Просвещение», 1997. – 207 с. 12. Юлаева, С.С. Английский язык: Учебное пособие / С.С. Юлаева. - Самара. Издательство «Самарский университет», 2003 – 100 с. 13. Ashley, A. A Correspondence Workbook / A. Ashley. – Oxford University Press, 2012. – 198 p. 14. English for academics. – Cambridge University Press and the British Council Russia, 2014. – 176 p. 15. Wallwork, A. English for Academic Correspondence / A. Wallwork. – Springer International Publishing Switzerland, 2016. – 247 p. 16. http://career.opcd.wfu.edu/learn-about/find-networking-contacts/ 17. http://hubpages.com/hub/Motivation-letter-for-masterapplication 18. http://owl.english.purdue.edu/owl/resource/642/03/ 19. http://www.gotostudyabroad.com/study-abroad.htm 20. http://www.medill.northwestern.edu/career-services/offering/networking--connectingprofessionally-on-linkedin.html 21. http://www.monash.edu/__data/assets/pdf_file/0003/580215/academic-resume.pdf 22. http://www.northeastern.edu/careers/jobs-internships/cover-letters/ 23. https://owl.english.purdue.edu/media/pdf/20061113033354_639.pdf 24. https://owl.english.purdue.edu/owl/resource/639/1

Учебное издание

Кузьмина Надежда Николаевна ENGLISH FOR RESEARCHERS: ACADEMIC CORRESPONDENCE Учебное пособие

Техн. редактор А.В. Миних Дизайн обложки Н.А. Петровой Издательский центр Южно-Уральского государственного университета Подписано в печать 28.02.2017. Формат 60×84 1/8. Печать цифровая. Усл. печ. л. 12,55. Тираж 100 экз. Заказ 335/33. Отпечатано в типографии Издательского центра ЮУрГУ. 454080, г. Челябинск, проспект Ленина, 76.