6TCO- The Accountant

8/3/2019 6TCO- The Accountant

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A.R. Evere1EnglishMs. Pauwels6TCO 2011-2012

The accountant

6TCO2

ENGLISH

Ms. Pauwels

2011-2012

Athene Royal d'Evere, avenue Constant Permeke 2 1140 Evere


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CONTENT

I. Introduction

II. Explanation of the course

III. Documents and contacts (general)

IV. Incoming documents Invoices of suppliers

V. Outgoing documents Invoices to clients

VI. Financial transactions

VII. (Documents and contacts (specific))


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I. INTRODUCTION

Dear pupil,

You will now start your last year in secondary school. After this year, you will have tomake a choice with regards to your further professional career. Up until now, you havechosen for the field of accountancy. Here in Brussels, a multinational city and thecapital of Europe, you will without doubt come across documents written in Englishand you will get in contact with English-speaking clients, both of which you will have todeal with. This course strives to prepare you, as well as possible, for such situations.

I have tried to set up a course following the guidelines of the French Community. Thismeans that the course is based on the profile of education (profil de formation) andthe profile of qualification (profil de qualification). These guidelines/profiles haveanalysed and re-grouped the tasks and situations you will come across in your job asan accountant or administrative officer. At the end of this academic year the FrenchCommunity expects you to be able to execute these tasks adequately andsuccessfully, in French as well as in English. Using these profiles and guidelines as ared line through this course, we will prepare you to fully live up to these expectations.

Moreover, I have tried to set up a comprehensive and broad course, on the one handso that all aspects could be dealt with thoroughly and, on the other hand, in order foryou to be able to use the vocabulary and competences in other situations and/or for

tasks as well. Naturally, the four skills (reading, listening, writing and speaking) havegotten major attention. However, vocabulary and grammar exercises have been put inplace in order for you to be able to grow and learn step by step.

Finally, I did not want this course to be dull and boring. Therefore, simple and complexexercises, fill-in and do-exercises, board games, rhythm and music, theatre and groupwork and much more will be part of this year's course.

I surely hope that you will find this course interesting and fun and, of course, that youwill pass with great ease at the end of this academic year. Naturally, I remain open forsuggestions, corrections and questions, about this course in particular but also as toeverything else that concerns your educational and life choices. I wish you lots of funand success!

Ms. Pauwels


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I hear and I forget. I see and I remember.I do and I understand.

-Confucius

II. EXPLANATION OF THE COURSE

A. What are we going to do?

As mentioned in the introduction, this course is based on the profile of education putforward by the French Community. So, what does an accountant do?

Below, you will find an overview of what the French Community expects you to be able

to do (in English) at the end of this academic year. Keep this in mind!

As said, this course aims at a comprehensive and broad knowledge of the Englishlanguage. These tasks will therefore be treated in an in-depth (detailed) and general(other documents and situations) way.

Task 1: Management of invoices of suppliers Incoming documents

Task 2: Management of invoices to clients Outgoing documents

Task 3: Management of documents relating to VAT (value-added tax)

Task 4: Management of financial documents1. Payments2. Follow-up of documents and payments

Task 5: Execution of different going transactions

Task 6: Participation in the closing of the financial year/period

Task 7: Participation and integration in the professional life


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The plan of this course is thus the following:

I. Documents and contacts (general)A. The recipient of a document (organization charts)B. The nature of a documentC. The subject of a documentD. Contacts with colleagues/other departments (introduction)

II. Incoming documents (suppliers)A. Verify incoming documentsB. Forward incoming documents

C. Formulate complaints

III. Outgoing documents (clients)A. Draw up outgoing documentsB. Send outgoing documentsC. Treat complaints

IV. Financial transactionsA. Financial documentsB. Payments

C. Debt collection

V. (Documents and contacts (specific)A.ContractsB. Value-added tax (VAT)C. Other)


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B. How does this course work?

a) Role playing

All through this course, you are all accountants. This means that you will be doing thework of an accountant: you will verify documents, forward them, reply to the lettersand mails you receive and send letters and mails yourself.

Additionally, every pupil will receive at least one extra corporate function, meaningyou will at times also play the role of a sales manager, an IT director, a supplier, etc.

When we will be forwarding, sending and replying to letters and mails you will thus bethe correspondent of another pupil. The intent of this role playing is to create alearning environment that is as close as possible to your future real working

environment as an accountant.

b) Syllabus

For transparency and clarity reasons, each activity will be visualised by a pictograph.This way, you will understand which skill or knowledge will be exercised.

The following pictographs will be used:

To read = comprhension la lecture (CL)

To listen = comprhension l'audition (CA)

To write = expression crite (EE)

To speak = expression orale (EO)

Vocabulary = vocabulaire

Grammar = grammaire


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Goal = but du (sous-)chapitre

Homework = tche domicile

Test

Brainstorming

Interesting ideas = ides intressantes

c) The little notebook

In order for you to work on your common, meaning non-professional, knowledge of theEnglish language as well, you are asked to have a little notebook (size A5).

You are expected to write at least three (3) sentences each day in this notebook. Thesubject of your writing will be free of choice; you can write about your daily schedule,your extra-curricular activities, your family, your problems, etc.

At regular times, the teacher will ask you to hand in your notebook. Your writing will beanalysed and corrected with a clear explanation in relation to the 'what' and 'why'.However, it will not be graded as such. Nonetheless, you are advised and urged totake advantage of this opportunity to work on your writing skills in a free and open-

minded way.

Seize this opportunity with both hands!!!

d) Homework and tests

Homework:Since this English course only consists of 2 contact moments per week, you are ofcourse expected to do some of the work at home. On the one hand, you will have torevise your previous lessons in order to be able to follow and participate in the nextclass. On the other hand, you will have to do some preparatory work at home, which

will be revised and elaborated on in the next class. It will thus lead to your ownadvantage to execute the homework tasks when and as asked.


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Tests:

Vocabulary and/or grammar tests will be taken fortnightly (more or less every twoweeks). Particular communicative skills will be tested at the end of a series ofactivities or exercises concerning those skills (probably monthly). You will always benotified well in advance.

Make sure to do all your homework and to take every test! It gives you the opportunityto evaluate yourself and your knowledge of the English language before the certifyingtests. This way, you will be able to reach out for help on time!!!

Mickey Mouse Clubhouse

You might feel that you don't know enough 'regular' or 'basic' English. Some of thevocabulary used in this course might seem difficult or complex to you.

If you want to refresh or upgrade your everyday English, I advise you to look at MickeyMouse Clubhouse. It might seem ridiculous, but through repetitive investigations,quests and simple games, you will learn many common expressions and everydayvocabulary! Try it out!!!

Check out www.youtube.com => enter: Mickey Mouse Clubhouse full episodesEnglish

Enjoy improving your English with cartoons!
http://www.youtube.com/http://www.youtube.com/


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The noblest pleasure is the joy of understanding.

-Leonardo da Vinci

I DOCUMENTS AND CONTACTS (GENERAL)

A.THERECIPIENT, THENATUREANDTHESUBJECTOFADOCUMENT

Task description:

a) Fonction 1. A. 1.2: Envoyer une copie de chaque pice aux servicesresponsables

pour vrification ou assurer lui-mme lesvrifications

b) Fonction 2. A. 2.2: Envoyer la facture au client et le double au serviceou la

personne qui tablit le facturier de sortie

1) CL: You are able to identify the recipient of a document(department, function) in order to forward the document to orcontact the right person when necessary.

2) CA: You are able to identify the department one is working inand the job function one has when one is explaining his job.

3) EO: You can explain your own and someone else's job titleand/or department to someone who's looking for a specificperson.

4) EE: You can write an accompanying mail when forwarding orsending a document to someone else.

EXAMPLEOFAFINALTASK:


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You have received 5 documents and one organization chart.

Write down (in French) to which department you will transfer each document (=

recipient). Write down (in French) the name of the person to whom you are going to

transfer each document (= recipient).

Write a mail to the (actual) recipient of each document, explaining whichdocument (= nature) you are sending him/her and why (= subject).

A.1.THERECIPIENTOFADOCUMENT

1. Brainstorming What departments can we find in a company?

Imagine you setting up a business or founding a medium-sized or largecompany with a specific product or service. Think big! What departments wouldhave to be set up in order for your business to function properly?

Write down the names of the different company departments you know. Do youknow the English translation? Try to give a brief description of what eachdepartment does.

Name of thedepartment

English translation Description


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2. SSFL Match the departments to their description(Source:http://ww.quia.com/quiz.1377919.html?AP_rand=341234826)

Verify your hypotheses in exercise 1:Match the departments (column A) to their description (column B).

Attention!One of the departments does not match to any description!

A BWarehouse department Responsible for the movement of supplies anddeliveries

Finance department Responsible for the after-sale support toenhance or maintain the value of a product orservice

PR department The place where visitors can ask for informationand clients can report on arrival at a company

IT department Responsible for the storage of products kept byan organization

Quality department Responsible for all media activities within theorganization

Marketing department Responsible for ensuring that theorganization is capable of delivering its product to specifiedstandard

Sales department Responsible for finding customers, makingsales, getting them to buy

Production department Responsible for the manufacturing or thephysical creation of a product

Import department Responsible for the movement of any goods orcommodities from another country

R&D department Responsible for finding out what consumerswant, and promoting the products or services of anorganization

Purchasing department Responsible for developing new products

Accounting department Responsible for finding and buying anyitems that the organization requires
http://ww.quia.com/quiz.1377919.html?AP_rand=341234826http://ww.quia.com/quiz.1377919.html?AP_rand=341234826http://ww.quia.com/quiz.1377919.html?AP_rand=341234826


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HR department Responsible for dealing with everything that isconnected with the law

Customer service Responsible for employing and dismissing staff,department salaries, assessment and training

Logistics department Responsible for organizing the monetaryaffaires of an organization, including the controlling andanalysing of the firm's funds

Reception Responsible for the operation of computers anduser support within the organization

Legal department Responsible for the bookkeeping and all money

paid, received, borrowed or owed

3. CA Which company departments is he talking about?(Source: HTTP://WWW.TALKING-ABOUT.NET/ENGLISH-COMPANY+DEPARTMENTS-13.PHP)

You will here 10 descriptions of company departments. Do you knowwhich company departments he is talking about?

Write down the names of the 10 departments described.

1. __________________________________________________2. __________________________________________________

3. __________________________________________________4. __________________________________________________5. __________________________________________________6. __________________________________________________7. __________________________________________________8. __________________________________________________9. __________________________________________________10. _________________________________________________

4. SSFL The role of departments in companies(Source:http://www.talking-about.net/english-Company+departments-13.php)

Read the text below. Fill in the gaps using the following words:

purchasing division - Personnel - production department - research and development -customer service - accounts department - advertising department

The products or services that are bought by the_____________________________ can beanything from copy paper that the office needs to large pieces of machinery to beused in the factory.Not all companies need a _____________________________, however in some companies itis the major part of the company.Companies are nowadays spending more money on _____________________________ and

less on _____________________________ to ensure the profitability of a company.The role of the _____________________________ within a company is to develop
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advertising campaigns.The_____________________________ monitors the payment for each company account as

well as the status of each account.In modern times the former '_____________________________ Department is known as theHuman Resources department, abbreviated simply to H.R.

5. SSFL Which company department are we looking for?

Write the name of the right company department after each taskdescription or abbreviation.

1. R&D ____________________________________

2. keep clients happy ____________________________________ 3. avoid lawsuits ____________________________________ 4. PR ____________________________________ 5. HR ____________________________________

6. SSFL Business cards(Source: Reward Intermediate Resource Pack, Macmillon Heinemann ELT, 1996)

Look at the business cards underneath. Underline the job functionsof the people to whom they belong.


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7. CL Managers, executives and directors(Source: MASCULL, B., Business Vocabulary in Use, Cambridge University Press,2002)


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Read the document below and make the exercises.

1) Look at the managers listed in A. Match each task (a-f) to the manager mostlikely to be responsible for doing it.

a. Meet with the advertising agency to discuss new advertisements for thecompany's holidays___________________________________________________________________

b. Study possible new holiday destinations in detail___________________________________________________________________

c. See the research director to discuss new holiday destinations____________________________________________________________________

d. Deals with complaints from customers____________________________________________________________________

e. Discuss sales figures with the sales team____________________________________________________________________

2) The diagram below shows the management structure of Universal Software.


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Match the people (1-8) with their positions (A-K). Write the letter of your chosenanswer in the box on the right.

(Source: ASPINALL T. and BETHELL G., Test your Business Vocabulary in Use, Cambridge University Press,2003)

1. I'm Marco Alatri and I'm the director responsible for the company'sbudgets and accounts.

2. I'm Tom Scott. I'm not actually a manager at Universal, but I do sit onthe board.

3. My name is Helen Good. I'm the CEO and I also chair the board.

4. My name's Carla Jelinek. I'm in charge of the company's informationsystems.

5. I'm Dan Matthews. My team develops new products and tests them.

6. I'm Karine and my team deals with calls from the public... andcomplaints!

7. I'm Alex Tait and I'm responsible for company recruitment and staffdevelopment.

8. My name is Patrick Aubaile and I report to the CFO.

3) Choose the best word from the brackets ( ) to fill the gap.

(Source: ASPINALL T. and BETHELL G., Test your Business Vocabulary in Use, Cambridge University Press,2003)

a) Our sales manager heads______ a department of 40 people.(out/off/up)

b) I work in accounts and Tina is my ____________ manager.(line/head/over)

c) I work for Franz and I think he is the best ____________ I ever had.(boss/executive/director)

AChairperson

BNon-Executive Directors

CDirector of Finance

DIT Director

EMarketing Director

FHuman Resources

Director

GDirector of Research

HAccounts Manager

IProduction

Manager

JSales Manager

KCustomer Services

Manager


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d) I was in __________ management for 10 years before I became a director.(medium/middle/vice)

e) Tanya Minelli is _______ Marketing at Global Foods in New York.(VP/COO/CFO)

f) She's the only woman here who has a ________ executive position.(higher/chief/senior)

8. SSFL Job titles: Who is who?(Source: http://www.quia.com/quiz/690343.html/AP_rand=653126424)

Who does what? Link the job titles to their explanation. Write theright letter under each number.

1. IT Director a) Deals with suppliers

2. Managing Director b) Co-ordinates all commercial activities

3. R&D Manager c) Is responsible for one factory

4. Marketing Manager d) Head of sales team

5. Facility Manager e) Is responsible for the maintenance of good employment relations6. HR Manager

f) Head of maintenance, catering and otherfacilities7. Plant Manager

g) Must come up with new products from time totime8. Chairman of the board of directors

h) Is responsible for the development of anoverall9. Accountant information technology strategy

10. Sales Manager i) Is responsible for one product of thecompany's portfolio

11. Purchasing Manager j) Is responsible for all money matters

12. Finance Director k) Runs the company

13. Product Manager l) Is in charge of a group of workers


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14. Team leader/Foreman m) Is responsible for the company's output

n) Has an overview of the books

1 2 3 4 5 6 7 8 9 10 11 12 13 14

9. EO Explaining tasks and responsibilities.

Write down how you would say it in English.

1. Je suis responsable pour les comptes de la socit.__________________________________________________________________________2. Je dois rapporter au directeur financier.

__________________________________________________________________________3. Il doit crer/inventer de nouveaux produits.

__________________________________________________________________________4. Il a 50 personnes en-dessous de lui.

__________________________________________________________________________5. Elle est la tte d'une quipe de 35 personnes.

__________________________________________________________________________6. Elle est en charge de l'quipe de tl-oprateurs.

__________________________________________________________________________7. Je m'occupe du contact avec les clients.

__________________________________________________________________________8. Je suis en charge des relations publiques.__________________________________________________________________________9. Elle est responsable pour toutes affaires montaires.

__________________________________________________________________________10. Il est le chef du marketing.

__________________________________________________________________________

10. EO How do you explain your/his/her job function?

Find a partner. Do not show him/her your worksheets!!!


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Step 1: Individual work!- Pupil A reads the short text on Royal Swedish Crystal.

Pupil B reads the text on Suralex Glass Products.- Each pupil fills out the organization chart of his/her own company,as described in the text.

Step 2: Work in pair!- Pupil A describes his/her company to his/her partner on the basis

of the organization chart (s)he has completed, in order for his/herpartner to do the same.

- Pupil B describes his/her company to his/her partner on the basis ofthe organization (s)he has completed, in order for his/her partner to do the same.

Do not show your own organization charts to your partner!!!

A few expressions to help you:

- be responsible for ing - has... under him/her- be in charge of ...ing - helps somebody with something- deals with something - His/her job is to supervise- reports to - head up ...


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an account un comptean accountant un comptableaccounting comptabilitan activity une activitadvertising department dpartement de publicitan agency une agencean area un domaine

to avoid viterbrief bref/brive, court(e)to be in charge of tre charg(e) de, responsable dea board un conseil, une direction d'une entreprisea boardroom un bureau de direction, une salle deconseila boss un chef a business card une carte professionnelle, une carte devisiteto chair prsidera chairman/a chairwoman le/la prsident(e), le secrtairegnral, le chef

d'entreprisea chairperson une personne participant uneassemblea chief un chef, un principal, un suprieura chief executive officer (CEO)(A.E.) un prsident-directeur gnral(PDG)a chief financial officer (CFO) (A.E.) un directeur (administratif et)financiera chief operating officer (COO) (A.E.) un prsident-directeur gnral(PDG), mais il s'occupe plutt du ct production(quotas, etc.)

a company une entreprisea (company) department un dpartementa complaint une plaintea customer un clientcustomer services service aprs-venteto deal with traitera development un dveloppementa director un administrateur, un directeura division une unit administrative, une sectionthe figures les chiffres (de vente, d'affaires...)facilities des installations, des commoditsa factory une usine

finance des financesfinancial financier/financire


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a foreman un chef d'quipeto found constituer, fonder, tablir

to head (up) tre la tte deto be (the) head of tre le responsable dea high level un haut niveauhuman resources (HR) ressources humainesinformally informellementin order for afin que qqn puisse ...

a junior un junior, un cadet, qqn sans exprienceto keep garder, maintenirthe knowledge les connaissances, sciencelarge grand(e)a lawsuit une action en justice

legal lgal(e)a line manager un suprieur hirarchique/directeur debranchelogistics logistiqueluxury luxea managing director un directeur d'entreprisemarketing marketingmedium-sized de taille moyennea non-executive un administrateur, un conseiller dedirectionan organization une organisationan outsider un outsider, un trangerparticular particulier/particulirea plant (manager) une usine (un directeur d'usine), unsitea president un prsidenta product un produita production une productionpublic relations relations publiquesto purchase acheter, acqurira purchase department un service des achatsa quality une qualitquite plutt, assez

a reception une rceptiona recipient un destinaireto report to rapporter resource and development (R&D) recherche et dveloppementto be responsible for tre responsable deto run a company grer une socitsales ventes, soldesa senior un senior, qqn avec de l'expriencea service un serviceto set up tablir, fonder s'installerto sit on siger (au conseil)specific spcifique

the staff le staff, le personnelto supervise superviser, surveiller


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a team leader un chef d'quipea vice president (A.E.) un vice-prsident

a warehouse un dpt, un entrept, un magasina worker un travailleur


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SSFL: Test: The recipient of a document

Context: Tu es au travail. Ton collgue doit faire un appel en anglais et demander depouvoir parler une personne spcifique dont il ne connait que la fonction ou ledpartement dans lequel la personne travaille. Malheureusement, il ne connait pasles titres de fonction ni des dpartements en anglais. Il te demande ton aide.

Tche: Donne le bon titre de fonction ou de dpartement en anglais, ENTOUTES LETTRES pour chaque description que ton collgue te donne en franais.

P.ex.: une personne qui tape tous les textes pour son chefa secretary

1. une personne qui doit rgulirement prsenter de nouveauxproduits

___________________________________________________________________

2. le dpartement qui s'occupe du service aprs-vente___________________________________________________________________

3. le service des achats___________________________________________________________________

4. un comptable qui n'a encore aucune exprience___________________________________________________________________

5. le prsident-directeur gnral (PDG)___________________________________________________________________

6. une personne qui recrute de nouveaux travailleurs et qui estresponable pour tout ce qui concerne le staff

____________________________________________________________________

7. le dpartement qui tudie les possibilits pour de nouveaux projets___________________________________________________________________

8. une personne qui n'est pas un manager, mais qui sige au conseil___________________________________________________________________

9. le directeur d'usine___________________________________________________________________

10. le dpartement dans lequel on gre toute activit par rapport auxmdias

___________________________________________________________________


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!!!Good luck!!!


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11. EO+CA Who are you?

This is the part where you all get your second function.Each pupil gets a plasticized card with a job title and department on it.Keep this card very preciously until the end of the year and bring

it to every course!!!

a) Present yourself. Explain who you are, what you do in the company,where you work, your responsibilities etc.

You are allowed to write it down in order to structure your presentation.______________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

b) For facility reasons in future classes, write down the names of your ownas well as your fellow pupils' job title and department.

Fellow pupil Department Job title

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.


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EO: Test: The recipient of a document: Job titles

Context: A ton travail, dans une socit anglaise, une nouvelle stagiaire vientd'arriver et tu la rencontres dans l'ascenseur. Elle ne fait pas partie de ton quipe etne travaille pas dans ton dpartement. Vous faites connaissance.

Tche: Prsente-toi, ainsi que ta fonction dans la socit, en anglais.

Pupil's name: _____________________________________

Date: _____________________________________

Respect de la tche

Est-ce que la tche a t ralise? la date prvue (0,5) nom et prnom (0,5) fonction (0,5) dpartement (0,5) description de travail (1)

__/3

Qualit de la langue

Vocabulaire: Richesse: Est-ce que l'lve matrise et

utilise le vocabulaire vu de faon assezdiversifie? fonction (2) dpartement (2) description de travail (2)

Correction: Est-ce que l'lve corrigeses propres fautes de vocabulaire?

__/6(pas faible bonne connaissance proprecrativit)

__/1(jamais/rarement parfois toujours/pas defautes)

Grammaire: Est-ce que l'lve matrise et utilise la

grammaire vue?

I head up...

I'm in charge of... I'm responsible for... I deal with... I report to... I have ... under me general: pronounsEst-ce que l'lve corrige ses propresfautes de grammaire?

__/7(plus de 6 fautes plus de 3 fautes une rare

petite faute - parfait)

__/1(jamais/rarement parfois toujours/pas defautes)

Prononciation __/1(pas du tout anglais bien comprhensible -parfaite)

Aisance/rhythme __/1


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(beaucoup de pauses de temps en temps -fluide)

TOTAL: __/20


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A.2.THENATUREOFADOCUMENT

1. Brainstorming Which types of business documents do you alreadyknow?

An accountant's job consists for a great deal in understanding, encoding andverifying documents.

Try to list hereunder the French names of the types of documentsyou think you will come across as an accountant. Then try to find theappropriate English term for these documents. You are allowed to use adictionary.

!!! Imagine you everything that could, would or should happenonce you (as a big company) have heard about a company and wantto buy one of its products!!!

French ---------------------> English

1.______________________________ ______________________________

2.______________________________ ______________________________

3.______________________________ ______________________________

4.______________________________ ______________________________

5.______________________________ ______________________________

6.______________________________ ______________________________

7.______________________________ ______________________________

8.______________________________ ______________________________

9.______________________________ ______________________________

10._____________________________ ______________________________

Always keep an English dictionary by hand, when you study, when youcome to class.

Some examples of good English dictionaries are Collins Cobuild,Longman, Harrap's, Oxford, Webster.

*** In the CLUB and FNAC-stores, you can buy a Le Petit Robert & Collins (FE/EF)


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dictionary in pocket version for only 8EUR!!!***

2. SSFL - Matching(Source: www.onestopenglish.com)

Match each document type on the left with a definition on the right.

1. an enquiry a) a request to supply goods (sent by thecustomer)

2. a quotation b) a request for information (sent by thecustomer)

3. an estimate c) an approximate calculation of the cost of something

4. a counter-proposal d) the price given for goods or a piece of work

5. an order e) a letter where the customer tries to getbetter terms

6. an invoice f) a document that proves you have paid forsome goods

7. a reminder g) a list of amounts paid and still owed, sentevery month

8. a receipt h) a bill for goods sent or work done

9. a statement i) a letter to a customer about an unpaid invoice

10.a complaint j) a letter saying you are not satisfied about

something

1 2 3 4 5 6 7 8 9 10

3. SSFL Prepositions

Complete each sentence with the right preposition.

1. I'm not satisfied _________ my job. (in over with)
http://www.onestopenglish.com/http://www.onestopenglish.com/


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2. I received a letter _________ an unpaid invoice. (about from on)

3. We thank you for your request __________ information. (for to with)

4. We requested __________ be served immediately. (about for to)

5. We will send you a calculation __________ the costs. (about for of)

6. He always tries _________ get more results. (for of to)

7. I will send you a list _________ addresses to try. (about for of)

4. SSFL - A sequence of sending business documents

(Source: www.onestopenglish.com)

Complete the sequence 1 to 15 with the business documentsin the box. Mind the order!!!

Customer sends Supplier sends

1. 2.

3. Request for a quotation 4.

5. 6. Reply to a counter-proposal

7.

Goods are dispatched

8. Invoice

Goods arrive, but there is a problem!

9. 10.

The problem is solved.

11.

12. Payment 13.

The customer starts to place regular orders.

14.

15. Further payments

5. CL - Typical sentences and expressions(Source:www.onestopenglish.com)

Enquiry - Complaint - Counter-proposal - Order, with a covering letter - Receipt -Quotation - Statement - Reply to an enquiry - Reminder - Reply to a complaint
http://www.onestopenglish.com/http://www.onestopenglish.com/http://www.onestopenglish.com/http://www.onestopenglish.com/http://www.onestopenglish.com/


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In which documents from exercise 4. would you find the following

sentences?Mark the word(s) that triggered your (correct) answer.

1. I am afraid your minimum quantity is too high for our first order. Please let usknow if you are able to reducethis.______________________________________________________________

2. When we opened the package we noticed that some of the goods weredamaged.

_________________________________________________________________________3. We saw your advert in a recent issue of Engineering magazine. We are

interested in...

_________________________________________________________________________4. Unfortunately it is not possible to reduce the delivery time, but we could offer a

discount of 2% for an order of thissize.__________________________________________________________

5. Thank you for your letter of 21 April asking about... We are pleased to encloseour current brochure and pricelist.________________________________________________________

6. We apologize for sending the wrong parts. This was due to a computer error inour packingdepartment.________________________________________________________________

7. These prices include packing anddelivery.___________________________________________________________________

8. We note from our records that your account for the first quarter is still not paid.We hope to receive payment of this account as soon aspossible.___________________________________

6. CL - What types of business documents are these?

a) Write under each document which type of businessdocument it is.Indicate which word(s)triggered your answer and why.

b) These documents are not presented in the right order. Write theletter of each document in the grid hereunder presenting the rightorder.

Mind: one document does not fit in the grid!!!

1 2 3 4 5 6 7 8

Document A(Source: Backbone+. Business Matters, Uitgeverij Pelckmans, 2009, p. 41)


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Type: ___________________________________________________________________________

Document B(Source:http://officewriting.com/category/sample-letters/)

August 6, 2001Mr. Joey Yasuke#415 Greenhills StreetSan Fernando, Pampanga

Dear Mr. Yasuke:

Will you kindly send me two of the portable lunch boxes order number 2b36 as advertised inDaily Inquirer of yesterday, August 5. Please charge this purchase to my account.

I shall especially appreciate your usual prompt delivery, as I plan to give one of the lunch boxesto my daughter, who is leaving on a vacation within three days. One is to be delivered to me atmy address, above, and the other to 124 Meadow Street, San Juan, Pampanga.

Very truly yours,

Abelina dela Cruz

Type:__________________________________________________________________________________
http://officewriting.com/category/sample-letters/response-letter/http://officewriting.com/category/sample-letters/response-letter/http://officewriting.com/category/sample-letters/response-letter/


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Document C(Source: http://www.isampleletter.com/example/)

17 November, 2008

COMANYTom AtkinsonCOMANY Inc.14 Edith Street,Hackney West,93305 London

Dear Mr. Montana,

Our records indicate that your account is unpaid in the amount of $340. As payment was due on October5, 2008, we urge you to consult your records and forward payment as soon as possible. If your recordsindicate otherwise, please inform us of the discrepancy so that we may update your account accordingly.

Sincerely,

Tony Montana

Type: ___________________________________________________________________________

Document D(Source: Backbone+. Business Matters, Uitgeverij Pelckmans, 2009, p. 77)
http://www.isampleletter.com/example/http://www.isampleletter.com/example/


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Type: ___________________________________________________________________________

Document E(Source: Backbone+. Business Matters, Uitgeverij Pelckmans, 2009, p. 385)


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Type: ___________________________________________________________________________

Document F


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A.R. Evere39EnglishMs. Pauwels6TCO 2011-2012(Source: Backbone+. Business Matters, Uitgeverij Pelckmans, 2009, p. 117)

Type: ___________________________________________________________________________

Document G(Source:http://officewriting.com/category/sample-letters/)

August 21, 2000

Dr. Rachelle SmithProfessor, Graduate SchoolCollege of EngineeringEast West College Manila

Dear Dr. Smith:

We are submitting herewith our report entitled Installation of Power Generator as partial fulfillment of the TechnicalCommunication course requirement.

The main purpose of this report is to master a set of concepts on how to make an effective proposal. The proposalshows a detail scope of works, approaches, and methodologies, work plan, breakdown of prices, commercial provisionand contractual condition.

We hope that this report will merit your approval.

Respectfully yours,

Charlene Mendoza

Type: ___________________________________________________________________________Document H


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A.R. Evere40EnglishMs. Pauwels6TCO 2011-2012(Source: Backbone+. Business Matters, Uitgeverij Pelckmans, 2009, p. 383)

Type: ___________________________________________________________________________


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Document I(Source:http://officewriting.com/category/sample-letters/)

May 25, 2010

Molly Burke45 St. Paul StreetBaton Rouge, USA 8909

Dear Miss Burke,

Good day. We would like to thank you for spending your time to inform us that our service didnt meet your

expectations. We will take every step and measure to assure you that we will find a solution to this issue

immediately.

The management failed to inform you that the internet connection will reach its maximum speed after 7 days.

This is why you have been experiencing a slow internet connection for the past two days; because yourconnection was installed just three days ago. This is our fault for not letting you know, and we sincerely

apologize.

We will do our best to make sure that you will trust our company again and be confident with our products

and services again. Satisfied customers are our biggest achievement. To make up for this, we would like offer

you a 20% discount offer on our plans and some other privileges.

We hope that this can somehow compensate for your unsatisfied expectation.

Again, we would like to thank you for your feedback as it will help us provide better services. It is our

companys aim to satisfy our customers. We would like to regain your trust and hope to serve you again in

the future.

Please feel free to contact me at 411-990-2009 or email me at [email protected] if you have any other

concerns which you would like us to take action on. Thank you very much and have a good day.

Sincerely,

Jenny SmithGeneral ManagerWeb Connect Internet Services411-990-2009

Type: ___________________________________________________________________________


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1.

2.

3.

4.

5 .

(Source:www.onestopenglish.com)

2. CL Analysis of a business letter(Source: www.onestopenglish.com)

a) Answer the following questions on thepresentation of the letter hereabove.

1. Who is the author? __________________________________________________
http://www.onestopenglish.com/http://www.onestopenglish.com/http://www.onestopenglish.com/http://www.onestopenglish.com/


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2. Who is the recipient?__________________________________________________

3. Where does one write the:1. date? __________________________________________________ 2. sender's address?

__________________________________________________3. recipient's address?

__________________________________________________4. letter's subject? __________________________________________________5. sender's name and title?

__________________________________________________4. What does Your Ref and Our Ref mean?

_________________________________________5. What does the abbreviation Enc mean?

___________________________________________

b) What is the nature of this document?____________________________________________

c) What is the subject of the letter (in detail)?____________________________________________

d) To which numbered part of the letter do these notes correspond?

1. The closing line has a standard expression. Which one?N _____

2. The body of the letter often finishes with a reference to action: what you aredoing, or what you want the reader to do.

N _____

3. The body of the letter gives all the information and details, starting with themost important. The style is simple, direct and positive. There is much use ofstandard expressions. N _____

4. The first paragraph of a business letter refers to previous correspondence orgives an introduction to the subject.

N _____

5. The paragraph before the closing line is friendly and leaves a good impressionin the reader's mind.

N _____

3. CL Synthesis of business documents (letters)

You have learnt about the most important parts of businessdocuments in order to come of a general understanding of these.

Read the following five business documents.Complete the following grid to make sure you comprehend.


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Nature of

document

Subject Sender (department ortitle)

Recipient (department ortitle)

1

2

3

4

5

Letter n 1


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Letter n 2


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Letter n 3


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Letter n 4


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Letter n 5


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to be able to tre capable deabove au-dessus (de)an address une adressean advert(isement) une publicitto be afraid craindre, avoir peuran amount un montantto apologize s'excuser

approximate approximatif asap (as soon as possible) dans les plus brefs dlaisbetter terms de meilleures conditions(in) between entreto charge charger, facturera closing line une conclusion, une clture (phrase depolitesse)a complaint une plaintecomplimentary complmentaire, extraconcerning concernanta correspondence une correspondancea counter-proposal une contre-propositiona cover(ing) letter une lettre de couverturedamaged endommag(e)a discount une rductiondue redevable, dudue to cause deto enclose joindre, attacher, inclure, envelopperan enclosure une pice jointe, annexe, attachementan enquiry une demande/enquteto expect attendrean estimate une estimation, un devisto fail manquer, rater, chouer, ngliger

to fulfill (a request) accomplir, remplir, satisfairefuture futur(e)a (letter) heading une en-ttean invoice une factureto notice remarqueran offer une offrean order une commandeto owe devoir, tre redevablea payment un paiementa piece une pice, un morceau, une unitto be pleased (to) tre heureux/content/satisfaitprevious prcdent, antrieur

to prove ()prouvera quotation une cotation, un devis


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a receipt une quittance, un ticket de caisse, unreu

to receive reevoira recipient le destinataireto reduce diminuer, rduirea reminder un rappela reply une rponsea request une demandea request for information une demande d'informationa salutation une salutationto be satisfied with/about tre content/satisfait dea sender un expditeurto ship expdier (par bteau)a shipment une expdition (par bteau), un cargo

a signature une signaturea size une taille/mesure, grosseur, formatto solve rsoudrea statement un relev de comptea subject un sujet (objet)to submit soumettreto supply fournirto try to essayer deunder(neath) en-dessous (de)unpaid impay(e)wrong mauvais, pas correct


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B.C. CONTACTENMETANDEREPERSONEN/DIENSTEN (INLEIDING)

D. AFSPRAKEN

CL: natuur van het document kunnen herkennen het onderwerp van het document kunnen herkennen

de bestemmeling van een document kunnen herkennen

de juistheid van de informatie in het document kunnen controleren

een bericht kunnen bezorgen aan de juiste persoon/dienst een bericht omtrent een vergissing kunnen begrijpen

EE: een begeleidend briefje kunnen schrijven wanneer je een document aan iemand

bezorgt

kunnen vragen aan een collega/andere dienst of men de juistheid van deinformatie in een document wil controleren

kunnen reageren op een bericht omtrent een vergissing de factuur eventueel kunnen terugsturen met een begeleidend bericht

(rechtzetting van informatie) kredietnota vragen

EO: kunnen informeren naar de juistheid van je keuze iemand kunnen informeren over het feit dat je hem/haar iets bezorgt

iemand kunnen vragen of die de juistheid van de informatie in een document wilcontroleren (in geval van geen bestelbon aankoopdienst)

iemand kunnen vragen of bepaalde informatie in een document wel klopt

kunnen klagen over een document bij de leverancier een rechtzetting van de informatie vragen kredietnota vragen

CA: een boodschap dat er een vergissing is gebeurd, kunnen begrijpen

een boodschap dat de informatie correct is, kunnen begrijpen

een boodschap met de verbetering van de informatie kunnen begrijpen


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mogelijke fouten: levering: transportkosten, verkeerd product, verkeerde kleur, etc. facturatie: bedrag transportkosten korting intrts dbiteurs verkeerde bestemmeling

=> verschillende documenten

=> verschillende diensten=> verschillende klachten=> verschillende rechtzettingen=> verschillende beleefdheidsformules=> de voorwaardelijke wijs

Men spreekt over consignatie wanneer een leverancier/distributeur een overeenkomst aangaatmet een kleinhandelaar waarin hij goederen levert die pas moeten worden betaald wanneer dehandelaar deze ook daadwerkelijk verkoopt. De geleverde goederen blijven tot bij de verkoopaan de consument eigendom ...

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