A Useful Expressions for Business.doc

8/11/2019 A Useful Expressions for Business.doc

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Useful Expressions for Business

ApologizingI'm sorry.I made a mistake.Please accept my apologies.I'm sorry. I didn't mean to . . .(I'm) sorry. I didn't realize tat . . . .

!at's okay.

"o pro#lem.

Prefacing #ad ne$sI'm sorry (I a%e) to tell you tis& #ut . . .I ate to tell you tis& #ut . . .I don't kno$ o$ to tell you tis& #ut . . .I a%e some #ad ne$s.

(ormal) $ritten apologiese regret to inform you tat . . .egretfully& . . .Unfortunately& . . .

Asking for *elp+ould you . . . . (for me) ,

ould you please . . . ,ould you mind -ing . . . .,+ould you possi#ly . . . ,

/kay& no pro#lem.


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ormalI'd like to introduce you to my dear friend& 2rs.Pleasant.Allo$ me to introduce myself6my colleague& 2s.inters7et me introduce you to my colleague& 1eanicards.2r. icards& tis is 1a%id Porter from Aerospace Inc.

*o$ do you do,

*o$ do you do,

It's a pleasure meeting you.

Important #ody language to remem#er8 0mile& eyecontact& firm andsake.

Business IntroductionsInformal!is is my #oss& 2r. 0tratford.3ared& tis is my secretary& Bar#ara.

4ood to meet you.

"ice to meet you too.

I'd like you to meet my co5$orker& +ollin Beck.+ollin& tis is 0usan Palmer.

"ice to meet you.

2y pleasure.


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*a%e you met& 3ason,3ason& tis is !eresa.

*i& I'm 3ill atson.I don't #elie%e $e'%e met. I'm 4reg.

ormalI'd like to introduce you to my dear friend& 2rs.Pleasant.Allo$ me to introduce myself6my colleague& 2s.inters7et me introduce you to my colleague& 1eanicards.2r. icards& tis is 1a%id Porter from Aerospace Inc.

*o$ do you do,

*o$ do you do,

It's a pleasure meeting you.

Important #ody language to remem#er8 0mile& eyecontact& firm andsake.

+ompany 1escription

at company do you $ork for,ic company are you $it,o do you represent,I $ork for AB+ +ompany.I'm $it AB+.I represent (te) 9:; (company).


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at is te name of your company,ere are you located,!e name of our company is . . . ./ur company is located in . . . ./ur ead


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ere do you $ork,I'm a salesman. (=o#5general)I'm in sales. (general)I'm in te toy #usiness. (industry)I'm a contractor at 3B9. (specific)I'm a consultant for :97.

at company do you $ork for,I $ork for Bell$est. (company name)I $ork at ell#est. (general)I'm $it est#ell. (industry)

at do you do tere,at do you do at Bell$est,

I'm a soft$are engineer. (=o# title)I $ork in te sales department. (place in

company)I'm in customer ser%ice. (general area)I $ork as an instructor.I #uild ouses. (specific =o#)

I clean te restrooms.

1escri#ing Products!ell me a#out (tis product)at can you tell me a#out (tis product),+an you gi%e me some information6details a#outtis,at is special6uni


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It is made of . . .It can #e used for . . .:ou can use it to . . .:ou can . . . $it it!is as6contains . . .!is one features . . .!is comes $it . . .!is is e


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7et me explain.7et me tell you $y . . .*ere's $at appened8!ere's a (good) reason for tis8!e reason is . . .

I'm sorry. I can't tell you tat (rigt no$).+an I get #ack to you on tat,I'll explain (a little) later.e'll come to tat later.e'll get to tat in a fe$ minutes.+an $e sa%e tat until later,

Expressing Appreciation!anks.!ank you.I appreciate it.

!anks for te tour.!ank you for te nice gift.I appreciate your ospitality.I appreciate your lending me te cain sa$.

or$ard57ooking 0tatementsat are your plans for te future,

at are your pro=ections for te next


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e expect . . .e plan to . . .e pro=ect . . .e ope to . . .e sould . . .e $ill #e (-ing) . . .If all goes as planned&/ur pro=ections are . . .According to our pro=ections&

In%itations

Informal8ould you like to . . .e're going to . . . . ould you like to come along,!ere's a . . . . (tonigt). ould you like to go,*o$ a#out (-ing) . . . ,1o you $ant to . . . ,

I $onder if you $ould like to . . .I $as $ondering if you $ould like to . . .

ormal8

I'd like to in%ite you to . . .If you a%e time& I'd like to in%ite you . . .ould you like to =oin us for (e%ent) at (time) ,

e'd #e glad to a%e you accompany us . . .e'd #e deligted6onored to a%e you as our guestat . . .

3o# esponsi#ilities


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at do you do (in your =o#),at is your main =o#,at are you in carge of,I am in carge of training employees.I am responsi#le for $atering te plants.I take care of corporate accounts.I usually ans$er telepones.I mainly $rite reports.I repair =et engines.

/ffering

Informal+igarette,ould you like some coffee,*o$ a#out a glass of $ater,*ere. *a%e a6some . . .ould you like one of tese,

+an I get you someting,at can I get you someting to drink, "otank you:es& please.0ure. !anks./kay. !anks.I really souldn't."o. !anks any$ay.

3uice $ould #e fine.ormalould you care for some . . .ould you like to try . . .7et me offer you . . .7et me get you a6some . .


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pay $it a credit cardpay in installmentspay in one lump sum

+ould you deli%er it to my office,1o you carge for sipping,1o I need to pay for postage and andling,*o$ long $ill it take,

Using !ense Appropriately in Business 1escriptionsUse simple past tense to descri#e someting tat$olly occurred at a specific time in te past8I graduated from ":U in >??@."/!8 I a%e graduated since >??@. (!at's $en teceremony occurred.)(Incorrect)I finised te *ollins pro=ect last $eek.I a%e finised te *ollins pro=ect last $eek.(0pecific

time)(Incorrect)Use present perfect tense to descri#e someting tatas #een in effect from a certain point in te pastuntil no$. Be careful 0ome %er#s are used forspecific actions oters are used for conditions tatco%er lengts of time.

I met 2r. linders last year at a +on%ention in 7ittleock.I a%e met im since last year.I a%e kno$n im since last year. (0pecific time)(Incorrect)(+orrect)


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Use simple present tense to descri#e facts.

I $ork for IB0 +orporation.*e's a sanitation engineer.I am responsi#le for orienting ne$ employees.0e ans$ers company correspondence.Use present progressi%e tense to descri#e ongoingpro=ects.

I am de%eloping ne$ soft$are.0e is teacing te earing5impaired.e are #uilding a ne$ mall in East *eigts.

elcoming -isitors

elcomingelcome to +ando Enterprises.elcome to 7ondon. I'm 3on !aylor.

2eeting someone you don't kno$>. Patricia 2urpy,

:es.*i& I'm Ce%in +en of 2yotex Industries.elcome to !ai$an.D. Are you 2r. Blanks,

:es& I am.I'm 3ane Placid. (e talked #y telepone.)elcome to 0ydney.It's nice to meet you in person.

"ice meeting you too.


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*o$ $as your fligt,

/kay& #ut %ery long.. :ou must #e 2s. !erius.

!at's rigt.It's a pleasure to meet you. I'm Brad ilson.elcome to 0untec.

!ank you1id you a%e any pro#lem finding tis place,

"o& your directions $ere %ery clear.

Analyzing Pro#lemsocusing on te main pro#lem6issue

at is te main pro#lem,at is te real issue (ere),

(I tink) te ma=or pro#lem is . . ./ur primary concern is . . .!e crux of te matter is . . .(As I see it)& te most important ting is . . .!e main pro#lem $e need to sol%e is . . .e really need to take care of . . .It all comes do$n to tis8

Asking for input

at sould $e do a#out it,at needs to #e done,at do you tink $e sould do,at are $e going to do a#out it,


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1o you a%e any suggestions,Any ideas,

2aking ecommendations

I recommend tat . . .I suggest tat . . .I $ould like to propose tat . . .y don't $e . . .

+losing a +on%ersationPre5closingIt's #een nice talking to you.It's #een great talking $it you.I really en=oyed meeting you.It $as nice meeting you& 2r. Bro$n.I'm sorry& #ut I a%e to go no$.I'm afraid I a%e to lea%e no$.!anks for te information6 te tour6 your time.

!anks for taking te time to talk $it us.ollo$ upI'll gi%e you a call.I'll send you an e5mail.I'll put a packet in te mail for you.e'll send out tat information rigt a$ay.I'll a%e my secretary scedule an appointment.+ould you send me a #rocure6some more

information,+ould I contact you #y e5mail6at your office,*o$ do I get in touc $it you,*o$ can I reac6contact you,+losingI look for$ard to seeing you again.


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e'll see you on riday.0ee you next $eek.7et me gi%e you my #usiness card.*ere's my e5mail6office num#er.7et's keep in touc #y e5mail.e'll #e in touc.+all me if you a%e any


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at's next on te agenda,1oes anyone a%e any comments,Any comments,Are tere any comments on tat,at do you tink,4ood idea.4ood point.1oes e%eryone agree on tat,

2aking AppointmentsI'd like to make an appointment $it 1r. Bill.I'd like to scedule a meeting $it 2s. !erry.+ould I scedule a time to meet $it 2r. East,

at time is #est for you,en $ould #e a good time for you,ould ?8FF on !ursday #e okay,*e'll #e in on !uesday.*is scedule is open all day 2onday.0e's free any day #ut ednesday.

1r. Itup $ill #e a$ay until riday.ill 2r. odgers #e in tomorro$,Is e a%aila#le next ednesday,1oes e a%e any openings on !uesday,1oes se a%e any time on !ursday,

0orry& er calendar is full on 2onday.0e $ill #e out on ednesday.*e doesn't a%e time on !uesday.

*o$ a#out riday at G8FF,!ursday at >F8FF $ill #e fine.riday at >>8FF sounds good./kay. !uesday morning at ?.2onday at @8FF is not good for me.ednesday is not possi#le.


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2eetings and 1iscussions

4etting started

7et's get started.e need to discuss . . .e need to talk a#out . . .!alking a#out discussion items

!e first ting $e need to discuss is . . .!e first item on te agenda is . . .!e first ting on te list is . . .irst& $e need to talk a#out . . .Presenting /ptions

e a%e se%eral alternati%es8e a%e t$o options8e could eiter . . . or . . .

2o%ing on

7et's mo%e on to Item D.7et's mo%e on to te next topic.e need to mo%e on.!e next item (of #usiness) is . . .e need to go on to te next item.0all60ould $e mo%e on,

0talling te 1iscussion

Before $e mo%e on& I tink $e sould . . .ait a minute. e a%en't discussed . . .1on't you tink $e need to . . ."ot so fast. e a%en't (yet) . . .


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Asking for +larification

at to you mean #y . . . .I don't


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1o $e all agree (on tat),1oes e%eryone agree,0ummarizing

In summary&!e conclusion is . . .0o& $e'%e decided to . . .e're going to . . . (ten)+losing te meeting

!at's all for today.!at's it ten. (informal)!e meeting is ad=ourned. (%ery formal)

Business 7etters (0amples)HHHH 0ample 7etter8 2odified Block 0tyle HHHH

!rent +ang

J 0omerset 7aneCai !ak& Co$loon*ong CongApril D>& DFF>

2arketing 1irector1ymon Pu#licationsDDF> 0out 2aple 0treet

0alt 7ake +ity& U! @GK?KU.0.A.1ear 0ir62adam&I $ould like to order ten (>F) copies of te #ook&!oucy 0ituations8 A +on%ersation !ext for E070tudents. I recently came across tis #ook at a local


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teacers' conference and $as %ery impressed #y itsformat and contents. +ould you please send te#ooks #y express mail, I need tem for class next2onday. Also& $ould you mind sending your latestcatalog or #rocure,!ank you for your prompt attention. I look for$ardto earing from you soon.

Best regards&!rent +ang

LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLHHHH 0ample 7etter8 Block 0tyle HHHH

1ymon Pu#licationsDDF> 0out 2aple 0treet

0alt 7ake +ity& U! @GK?KU.0.A.April D>& DFF>!rent +angJ 0omerset 7aneCai !ak& Co$loon*ong Cong1ear 2r. +ang&

!ank you for your order of !oucy 0ituations8 A+on%ersation !ext for E07 0tudents. I sent te #ooks#y edex on April DF. !ey sould #e arri%ing $itina fe$ days if tey are not tere already. Please letme kno$ if tere are any pro#lems $it tesipment.


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As re


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+ould you please send me your most recent#rocure,+ould you fax me te results of te market sur%ey,I $ould like to order ten copies of te #ook& !oucy0ituations.I $ould #e %ery grateful if you could send me tisinformation.Please return te enclosed en%elope $it yourpayment.

0ample 0entences8 4ood$ill!ank you for your ospitality.I en=oyed a%ing lunc $it you last $eek $ile I$as in "e$ :ork.+ongratulations on your promotion to 4eneral2anager.I $ant(ed) to congratulate you on your ne$ position.I $as appy to ear tat contract negotiations $ent$ell.

0ample 0entences8 Introduction of Product60er%ice.I am $riting to tell you a#out . . .(/ur ne$ product) is coming out next mont.!is product6ser%ice is designed to (elp you) . . .

0ample 0entences8 eferenceI am $riting in regard to . . .

I am $riting in reference to . . .Please refer to te enclosed in%oice6#rocure.I ope you a%e ad a cance to look o%er tematerials $e sent.

0ample 0entences8 +onfirmation


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I am $riting to confirm . . .I $ould like to confirm $at $e discussed last riday.I $ould =ust like to confirm te main points $ediscussed . . .

0ample 0entences8 "otificationI am $riting to let you kno$ tat . . .Please #e a$are6informed tat . . .I $ould like to inform you of a recent policy cange.I am appy to informyou tat . . .:our re


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o $ill read tis letter,*o$ can I appeal to te reader's interest,at attitude migt te reader a%e to$ard tisinformation,ill te reader consider tis good ne$s or #ad ne$s,

/rganizationat information sould #e included first6last,at details does te reader need to kno$,1oes my conclusion moti%ate te reader to dosometing,1o I end te letter in a positi%e and polite manner,

Professionalism1o I use a professional #usiness letter format,1o my language and style so$ a positi%e attitudeto$ard te reader6tecompany6te product6te information.ill my reader #e offended #y anyting in te letter,

ProofreadingAre tere any spelling errors& typos& etc.,Is te format of te letter appropriate,*a%e I signed my name,

0ample !opics for Business 7etters

>. :ou are a sales representati%e for your company.rite a letter to 2ike 2ason of AB+ Enterprises&introducing one of your ne$ products or ser%ices. Besure to gi%e important details a#out yourproduct6ser%ice.


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D. :ou are a student researcing a company foryour #usiness class presentation. rite to 2argaret0ims& te pu#lic relations director& of te corporationyou are researcing& and ask for information a#outer company.

. In%ite 2argaret 0ims& pu#lic relations director ofte company you are researcing& to #e a guestspeaker during your presentation next $eek.(Introduce yourself as a student interested in tecompany.)

G. rite a letter to 2argaret 0ims confirmingdetails of er speec next $eek. 2ake sure toinclude time& place and topic. /ffer to elp in any$ay you can.

. :ou are 2argaret 0ims. Ans$er eiter 7etter Dor 7etter (a#o%e.) :ou may coose to accept or

re=ect te $riter's re. ecei%er (o are you $riting tis to,)0omeone you kno$ (friend& colleague& #usinesspartner& group& company)


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0ome one you don't kno$ (!o $om it may concern&1ear 0ir62adam)*o$ do you expect te recei%er to respond,

D. 0ender (o are you,)

at is your relationsip to te reader6recei%er(s),at role are you assuming in te letter,(friend& colleague& etc.)

. +ontext (at #ackground information does tereader need,)

Bring te reader up to date first.Esta#lis a connectionAs re


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+ould you please . . .ould you #e so kind as to . . .

. 2edium (at is te appropriate format,)ax& e5mail& formal #usiness letter& memo& informalnoteJ. !one (at tone do you $is to con%ey,)informati%epolite#usiness5likefriendlyum#leasserti%eurgentirate

"er%ous 2annerismsat do you do $en you are ner%ous,E%eryone as different reactions to ner%ousness. By

#eing a$are of your particular ner%ous mannerism&you can $ork to o%ercome tem.*ere are some common mannerisms exi#ited $engi%ing a speec.1o you do any of tem,

Bite your fingernails!ap your feet

a%e your ands6armsPlay $it your air2o%e around a lot0peak too fast0peak too slo$lyBecome stiff


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0ake60udderPlay $it o#=ects in pockets& etc.2ake strange facial expressions 0ay ,u,,,um,!ap on te ta#le6podiumepeat yourselfBreate ea%ily0$eat4igglePause inappropriately+lam up6Become speecless0ift your eyes2o%e your ead around4esture inappropriately

Presentation !ips

Cno$ :ourself

0trengtseaknesses!alentseelings/pinions"er%ousness2oti%ation

Cno$ :our Audience

1emograpicsPurposeInterests


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+ommonalityIndi%iduality

Cno$ :our 0tuff

Cno$ledge of 0u#=ectesearcPersonal ExperiencePreparationeearsal Present :ourself

1ressPosture-oice4esturesBody 7anguage+onfidenceEntusiasm

Present to :our Audience

Positi%ePoliteInterestingInformati%e

!ougt5pro%oking

Present :our 2aterial

/rganization


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+larity-isuals7anguage-olume

Beginning a presentationIt is common to greet te audience and introduceyourself $en gi%ing presentations84ood morning&6afternoon6e%eningI'm LLLLLLLLL& te ne$ inance 2anager.2y name is LLLLLLLL and I represent LLLLLLL7et me take a minute to introduce myself.7et me start #y telling you a little a#out ourcompany.I'%e already met some of you& #ut for tose I a%en't& I'm LLLLLLIntroducing te topicI'm ere to talk a#out . . .!oday& I'd like to say a fe$ $ords a#out . . .

I'm going to gi%e you an o%er%ie$ of . . .!e main reason I'm ere today is . . .!e focus of my remarks is . . .I'd like to introduce . . .!ime consciousness!ank you for your time!ank you for taking te time to #e ereI $ill pro#a#ly take a#out . . . minutes

!is sould last only a fe$ minutesI ope to #e finised #y . . .0o$ing organizationI'%e di%ided my topic into tree sections6parts. !eyare . . .


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!is presentation can #e di%ided into te follo$ingsu#topics8irst&0econd!irdinally irst of all0econdly!irdly7ast !e first point is . . .!e next point is . . ."ext& $e come to . . .!e final point is . . .0e


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Especially4i%ing Examplesor example&or instance&0uc as0ummarizing!o sum up!o summarizeIn #rief+oncluding!o conclude&In conclusion&ollo$5upAre6ere tere any


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eearsePresent

!e 7anguage of +arts and 4raps!ypes of +artsPie cartBar cart6grap7ine grap1escri#ing 2o%ementIncrease1ecreaseeco%ereco%ery 4o up4o do$n3ump0lump iseall

0urgePlummet Impro%e(ment)1eclinedeac (a point)Approac!ypes of 2o%ement0ligt0ligtly 4radual

4radually 0arp0arply 1ramatic1ramatically 2a=or2inor2o%ement o%er !ime!ere $as a gradual decline in sales.


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0ales declined gradually (noun usage)(%er# usage)Enrollment increased #y GM in >??K.

!ere $as a GM increase in enrollment in >??K.Immigration rose to @FF&FFF in >???.Immigration rose #y DF&FFF in >???. (to apoint6num#er)(#y increment)!ere $as a DFM rise in immigration. (percentage)!axes remained te same from DFFF to DFF>.!axes continued at >M for t$o years.0tatic (non5mo%ement) 1escription0ales stood at N>&GFF&FFF in >[email protected] $ere NDK&FFF in >???.!ere $as a loss of ND>&FFF in DFF>.

!inking Positi%ely a#out PresentationsPeople often #ecome ner%ous or fearful $en gi%ing

presentations. *ere are some prases you can keepin mind $en preparing for and gi%ing apresentation.

A#out :ourself

I'm appy to #e ere.I'm glad to a%e tis opportunity. (0mile)

(!urn ner%ousness into entusiasm.)I (really) $ant to tell you a#out tis.I a%e someting interesting to tell you.

A#out :our Audience!is is someting I tink you sould kno$ . . .


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!is is important (to you) #ecause . . .:ou $ill #e interested to kno$ tat . . .:ou $ill #enefit #y kno$ing tis . . .

A#out :our 0u#=ect62aterial!e information is as follo$s8

A.B.+.

irst& I $ill tell you a#out . . .!ese are te main points6supporting ideas . . .!e #est $ay to understand tis information is . . .7ook at tis. It $ill elp you understand my topic . . .!is so$s (you) . . .

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A Useful Expressions for Business.doc