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GO PAPERLESS.- Session 3.- Making

arrangements.

Situation
Listen to the situation.

Script

The girls have been in London for a few months already

and they are learning a lot. At the beginning they just
carried out simple tasks so that they could get used to the
company and the language, but with time, Mr. Parker has
realized that more than intern students, Lourdes and
Susana are hard-working and highly enthusiastic people who really deserve an
opportunity. For this reason, Mr. Parker decides to take them to his own department so
that they can work side by side and he can personally supervise their progress.

Mr. Parker: “All right, girls may I talk to you for a second?”
Lourdes and Susana: “Sure!”
Mr. Parker: “Ok, girls. I’ve been watching you since you came and I must admit you
have made good progress. At the beginning you had some reasonable initial problems,
but today you’re totally adapted to the company and you are doing a great job!”
Lourdes: “Thank you, Mr. Parker! I’m glad to hear that!”
Susana: “Yes, we’re really happy, thank you for the compliment.”
Mr. Parker: “For this reason, I have set up everything for you to move on to my
department so that you start doing more difficult tasks. What do you think?”
Lourdes: “Oh. That would be great Mr. Parker! Thank you very much.”
Susana: “Yes, thank you very much!”
Mr. Parker: “Tomorrow morning you’ll change all your stuff to the Management
Department. Girls, I hope you keep on working hard and you don’t let me down, O.K?”
Susana: “Of course we won’t sir!”
Lourdes): “ You can be sure about that sir, we’ll do our best and we will rise to the
occasion!”
Lourdes and Susana: “Thank you!”
Susana: “Did you hear that Lourdes?” “Oh my God! He said we are doing really well!”
Lourdes: “ Yes! I hope we can live up to his expectations!”
Susana: “I must tell my mum!”

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Think about it
Write in the forum.

Imagine you are Lourdes or Susana and you just talked to Mr. Parker. Write down an
email to your parents telling them about the good news. Remember to put into practice
all you learned about sending an email in the previous unit. Good luck! And
congratulations!

Materiales formativos de FP Online propiedad del Ministerio de

Educación, Cultura y Deporte.
Aviso Legal

1.- What to say. Getting Organized.

Quotation
“It doesn't matter which side of the fence you get off on sometimes. What matters most
is getting off. You cannot make progress without making decisions.”

Jim Rohn.

Situation
It's Tuesday and Susana and Lourdes just set up in the
new office with their new colleagues. Last night, they
couldn't even sleep, they were happy but really worried
about letting Mr. Parker down. When they went home, the
first thing they did was to tell their parents about the good
news, and for the very first time in their lives, they felt
their parents were really proud of them.

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It's 9:00 a.m. And Mr. Parker enters the room, says good morning and solemnly informs
the girls about their new task. This week, they will be in charged of his personal planner
and therefore, they will have to make all the necessary arrangements for Mr. Parker's
busy agenda.

The girls accept their new job with a smile, but when Mr. Parker leaves the room they
start to panic: “Oh my God! How are we supposed to make arrangements in English!?”

Think about it
And you? When was the last time you were asked to do something really difficult at
work? How did you feel about it? How did it all end up? Enter the forum and tell your
classmates about it.

1.1.- How to set a Formal Business Agenda.

A formal agenda can make your business meetings more

effective. Though you may have many impromptu
meetings at your small business, you should have formal
meetings as well. These meetings cover important
matters that require the undivided attention of employees.

In order to maintain focus and signal to attendees that the

meeting should be taken seriously, you must create a
formal agenda. Pass out your formal agenda at the
beginning of the meeting and follow it as you conduct the meeting. Let everyone know
your agenda is planned for a specific purpose.

Step 1: Place a heading on the agenda. This should include the company name and the
department name. Next, type the date and time of the meeting. This indicates the
meeting agenda will be kept on file to show the issue discussed was addressed at a
specific point in your company's history.

Step 2: Describe the meeting. Give the topic of the meeting under the heading "Type of
Meeting." This should be a single sentence giving a general indication of what the
meeting is about.

Step 3: List invitees. This is not the same as attendees. Make a list of all people who are
expected to come to the meeting. This official record will show your attempt to include all
significant personnel.

Step 4: Indicate that roll call will be taken. This is a simple attendance notation. Mark
down who is absent rather than who attended. This will signal to employees that they are
expected to attend a formal meeting.

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Step 5: Approve the minutes of the last meeting. Briefly go over what happened at the
last meeting, using a typed account. Ask the current attendees to vote on approving the
minutes after they are read aloud.

Step 6: Discuss open issues. This is the period where attendees update everyone at the
meeting about how they are going on their tasks. Your agenda should name the specific
open issues you address at the meeting.

Step 7: Address new business. This is the heart of the meeting, and you should allow
the most time for addressing this section of the agenda in the meeting. You are the one
who selects the new business, because this is the reason for the meeting.

Step 8: Adjourn the meeting. Indicate on your agenda that you will officially close the
meeting at the end of the discussion of new business. While this may seem like a mere
formality, it is a way to say, "Get back to work."

Tips and Warnings:

Your formal agenda can become a lead document in the event employees dispute
whether an issue was covered or a directive emerged from the meeting. Example: if you
must fire someone for violating company policy, you can show an agenda where that
policy was covered and the employee attended. This could make a strong case if the
employee challenges you.

Now it's your turn

Read the previous text again and answer the following questions:

When you run a small business …

… it is unusual to have formal meetings.
… it is quite common to have formal and informal meetings.
… it is quite unusual for the boss to meet workers at once.

Agendas help you organize business meetings beforehand, but …

… they are not actually brought to the meeting itself.
… they don't need to be checked out at the meeting.
… they also help you to conduct your meetings.

It is not necessary …
… to keep records of the rest of your colleagues' work.
… to list attendees or invitees, but rather absent people.
… to go over what happened in the last meeting.

Think about it
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What about you? Are you an organized person? Do you keep an agenda? Why? Why
not? Explain what you usually do to remember your meetings and organize work.

2.- How to say it. Wish Clauses.

Think about it

Read the following examples carefully, what do they express? What's the difference in
meaning?

I wish I were taller!

If only I were younger!

Great! As you may have observed, both sentences express regret, that is,
something we are not happy with, but unfortunately, we cannot change. Regarding
meaning, there is no difference between them since “wish” and “if only” are
interchangeable.

Translation
p

¡Genial! Tal y como habrás observado, ambas frases expresan lamentos, es decir,
algo con lo que no estamos contentos y que nos gustaría cambiar pero que
desafortunadamente no podemos. En cuanto al significado, no hay diferencia
alguna ya que wish o if only son intercambiables el uno por el otro.

There are three distinct types of I wish / If only clauses:

1. The speaker is unhappy about a present situation.

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Form: Wish / If only + Past Simple.

Example: I wish my house were bigger!

2. Regret about a past action or situation.

Form: Wish / If only + Past Perfect.
Example: If only Sarah had arrived earlier!

3. A way of expressing a desire for something to happen in the future or to complain

about a behaviour you disapprove.
Form: Wish / If only + could / would + verb.
Example: I wish I could improve my marks!

I wish she would stop doing that!

Translation
p

Hay tres tipos de oraciones desiderativas en Inglés:

1. Con el Pasado Simple nos referimos a situaciones presentes que

quisiéramos cambiar o mejorar. Ten en cuenta que si el verbo que va en
pasado simple es el verbo TO BE, hay que usar WERE en todas las
personas. Ejemplo: I wish he / you / they weren't angry with me.
2. Con el Pasado Perfecto nos referimos a hechos pasados, lamentando lo que
ha ocurrido.
3. Con Could o Would + un verbo en infinitivo expresamos o bien nuestros
deseos sobre situaciones futuras que son poco probables o quejas sobre un
comportamiento que no aprobamos.

Think about it
Some common mistakes when using wish/ If only clauses:

I wish she was younger.

If Sarah had arrive earlier.
If only she would plays the piano.

Can you correct them?

I wish she WERE younger.

If Sarah had ARRIVED earlier.
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If only she would PLAY the piano.

2.1.- Now put it into practice (I).

Now it's your turn

Choose the correct answer:

1. Alice didn't get a good grade. She wishes she harder

(work).
2. Tom likes football very much. He wishes he
(become) a professional football player.
3. He was running very fast when he had a heart
attack. If only he (not/run) so fast.
4. She's keen on computers. She wishes she (study)
computer science next school year.
5. I am sorry I don’t know how to use the computer. If only I (know) how to use it.
6. I stayed late at work and missed the last bus. I wish I (stay) at work late.

Now it's your turn

Choose the correct answer:

1. Bruce wishes he (have) more money so he could buy a new sweater.

2. I wish I (be) taller so that I could be in the basketball team.
3. I wish you (stop) watching television while I am talking to you.
4. I wish you (not do) that. It annoys me.
5. I wish the holidays (come) so we could go off to the seaside.
6. Of course Tom wishes he (come) with us to Paris, but he has to stay here.
7. I wish we (go) to the match on Saturday but we're visiting my uncle.
8. I wish you (keep) your mouth shut yesterday. Now Mary knows.

Now it's your turn

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To finish with this section, click on the link below and listen to Wish You Were Here by
Pink floyd.

wish you were here- pink …

Text summary

3.- Words you need. Formal Letters.

When writing a Formal or Business Letter in English there are some useful
words that you should know.

Formal Letters

Palabras o expresiones
Words or expressions (English)
(Traducción a Español)

Addresser. Remitente.

Addressee. Destinatario.

Address. Dirección.

Postcode. Código postal.

Date. Fecha.

Signature. Firma.

Layout. Distribución.

Greeting or salutation. Saludo.

To whom it may concern. A quien pueda interesar.

I'm pleased to inform you. Me complace informarle que..

I regret to tell you. Lamento comunicarle...

To take part in a conference. Participar en una conferencia.

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I wish to apply for... Quisiera solicitar ...

Please find enclosed. Por favor, adjunto encontrará.

Should you have any queries,

Si por cualquier motivo tuviera alguna
please do not hesitate to contact
pregunta, no dude en consultarme.
me.

Yours faithfully / sincerely. Atentamente.

Think about it
When was the last time you wrote a Formal Letter in your language? What for? Enter
the forum and tell about your experience. Did you need any help?

3.1.- Rules for writing Formal Letters.

In English there are a number of conventions that should be used when writing a formal or business
letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter
longer than necessary. Remember not to use informal language like contractions.

Parts of a business letter:

1. Addresses:
Your Address: The return address should be written in the top right-hand
corner of the letter.
The Address of the person you are writing to: The inside address should be
written on the left, starting below your address.
2. Date:
Different people put the date on different sides of the page. You can write this
on the right or the left on the line after the address you are writing to. Write
the month as a word.
3. Salutation or greeting:
Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is
always advisable to try to find out a name.
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Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, or Ms, Dr, etc.) and the surname
only. If you are writing to a woman and do not know if she uses Mrs or Miss,
you can use Ms, which is for married and single women.
4. Ending a letter:
Yours faithfully:If you do not know the name of the person, end the letter this
way.
Yours sincerely: If you know the name of the person, end the letter this way.
Your signature: Sign your name, then print it underneath the signature. If you
think the person you are writing to might not know whether you are male of
female, put you title in brackets after your name.

Translation
p

Reglas para escribir una carta formal:

En Inglés hay una serie de convencionalismos a la hora de escribir una carta
formal o de negocios. Además, debes intentar escribir tan simple y claro como te
sea posible para no alargar la carta más de lo necesario. Recuerda no utilizar
lenguaje informal como contracciones.
Partes de una carta formal:

1. Direcciones:
Tu dirección: La dirección del remitente debería escribirse en la
esquina superior derecha de la carta.
Dirección del destinatario: debería colocarse en la esquina superior
izquierda, comenzando siempre por debajo de la dirección del
remitente.
2. Fecha:
La fecha puede variar de posición. La puedes poner tanto a la derecha
como a la izquierda, pero justo debajo de la dirección del destinatario.
Escribe el mes con letras.
3. Saludo:
“Dear Sir or Madam,” (estimado Señor o señora) Se utliza cuando no
sabes el nombre de la persona a la que escribes. Se aconseja
averiguar el nombre.
“Dear Mr. Jenkins,” (estimado Señor Jenkins). Si sabes el nombre
utiliza (Mr., Mrs. Miss, etc.) y el apellido solamente. Si escribes a una
mujer y no sabes si utiliza Mrs. (señora) or Miss (señorita) puedes
utilizar “Mrs.” ya que vale tanto para soltera como casada.
4. Despedida:
“yours faithfully” se utiliza cuando no sabemos el nombre de la persona
a la que va dirigida la carta.
Yours sincerely: Se usa cuando conocemos el nombre del destinatario.
Tu firma. Pon tu nombre justo debajo de tu firma. Si crees que la
persona a la que va dirigida la carta no sabrá distinguir si eres hombre
o mujer, pon la abreviatura correspondiente después de tu nombre.

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3.2.- Content of a Formal Letter.

Content of a Formal Letter:

First paragraph: It should be short and state the purpose of the

letter to make an enquiry, complain, request something, etc.
The paragraph or paragraphs in the middle of the letter should
contain the relevant information behind the writing of the letter.
Most letters in English are not very long, so keep the
information to the essentials and concentrate on organising it in
a clear and logical manner rather than expanding too much.
Last paragraph: It should state what action you expect the recipient to take: to refund, send
you information, etc.

Translation
p

Contenido de una Carta Formal:

Primer párrafo: El primer párrafo debería ser corto y explicar el propósito de

la carta: pedir información, quejarse, pedir algo etc.
El párrafo o párrafos centrales de la carta deberían tratar el motivo principal
por el que escribimos la carta. La mayoría de las cartas en Inglés no son muy
largas, por tanto intenta ser breve y organizarla de manera clara y lógica.
Último párrafo: En el último párrafo debería tratarse que se espera del
destinatario. Por ejemplo que te reembolse tu dinero, te envíe información
etc.

Abbreviations Used in Letter Writing.

The following abbreviations are widely used in letters:

asap: as soon as possible

cc: carbon copy (when you send a copy of a letter to more than one person, you use this
abbreviation to let them know)
enc.: enclosure (when you include other papers with your letter)
pp: per procurationem (A Latin phrase meaning that you are signing the letter on somebody
else's behalf; if they are not there to sign it themselves, etc)
ps: postscript (when you want to add something after you've finished and signed it)
pto (informal): please turn over (to make sure that the other person knows the letter continues
on the other side of the page)
RSVP: please reply.

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Translation
p

Abreviaturas más comunes:

asap: Tan pronto como sea posible.

cc: “con copia a” (cuando escribes una carta con copia a varias personas.)
enc. : “con adjunto” (cuando incluyes otros documentos con la letter).
pp: “ por orden” (Término latino que se utiliza cuando firmas la carta en
nombre de otra persona si ésta no está presente para poder hacerlo).
Ps: postdata ( cuando se quiere añadir algo una vez que se ha acabado y
firmado el documento).
pto (informal): se usa en contextos informales y significa “por favor, de la
vuelta” ( se utiliza para que la otra persona sepa que la carta sigue por el
reverso).
RSVP: “ por favor responda.”

A step ahead
Click here to take a look at a real Formal Letter. Pay special attention to each one of its
parts.

Layout of a Formal Letter.

3.3.- Letter of Enquiry.

A letter of enquiry is when you are approaching a company
speculatively, that is, you are making an approach without their
having advertised or announced a vacancy.

Opening Paragraph: Introduce yourself briefly and give your

reason for writing. Let them know of the kind of position you are
seeking, why you are interested and how you heard about
them.
Paragraph 2: Show why their company in particular interests
you, mention your qualifications and experience along with any further details that might make
them interested in seeing you.
Paragraph 3: Refer to your enclosed CV and draw their attention to any particularly important
points you would like them to focus on in it.
Closing Paragraph: Thank them, explain your availability for interview and restate your
enthusiasm for their company and desire to be considered for posts that might as yet be
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unavailable.

Translation
p

Carta de Petición.
Una carta de petición es aquella que se escribe directamente a una empresa para
pedir trabajo sin que ellos hayan puesto ningún anuncio de vacante. Sus partes
son las siguientes:

Párrafo de introducción: preséntate brevemente e indica el motivo de tu

carta. Indícales qué puesto estás buscando, por qué estás interasado o
interesada en dicha empresa y cómo les has conocido.
Segundo párrafo: indica por qué esa empresa en particular te interesa y
menciona tu preparación así como la experiencia que poseas y que podrían
hacerles estar interesados en ti.
Tercer párrafo: haz alusión al Currículum anexo a la carta y llama la atención
sobre aquellos puntos que más puedan interesarles.
Despedida: da las gracias, explica que estás disponible para concertar una
entrevista y reafirma tu entusiasmo en dicha empresa así como por qué te
gustaría que te consideraran para futuros puestos.

3.4.- Now you put it into practice (II).

Now it's your turn

Take this quiz on Formal letters.

Which of the following is used to start a very formal letter?

Dear Michael.
Hi Steve.
Dear Sir or Madam.

Which of the following is a way of starting a formal letter?

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Thank you for your letter dated 23rd May 2011.

Thanks for your letter, it was great to hear from you.
Thank you for your letter about...

Which would be a suitable way to introduce some bad news in a formal way?
I feel really bad about this but...
I'm sorry to have to break the bad news but...
I regret to inform you...

Which of the following is an expression suitable for a formal letter?

Regards to Jane.
Please give my regards to Jane.
Give Jane my best wishes.

Which of the following is NOT a suitable final sentence for a formal letter?
I look forward to hearing from you soon.
Hope to see you soon.
Looking forward to a swift response.

Which of the following is NOT a suitable way to end a formal letter?

Yours faithfully.
Yours sincerely.
Love.

Now it's your turn

Formal Letters Layout. Choose the right option.

On your official letter your name should appear____ .

at the top, on the right.
at the bottom.
at the top and at the bottom.

If you start your letter with Dear Sirs, you end it with________ .
Yours sincerely.
Best wishes.
Yours faithfully.

The abbreviation "Enc." should appear ______ .

at the bottom, on the left.
at the bottom, on the right.
below senders address.

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The sender's address should appear _______ .

at the top, on the right.
at the top, on the left.
at the bottom, on the left.

Think about it
Pedro A. Padilla is writing a letter to a Language School in London but he is a little bit
confused about layout. Help him to put each part in the correct place. Good luck!

4 February 2001

36, Alcalá Street

Madrid , 28805
Spain

Yours faithfully.

Pedro A. Padilla

I should be grateful if you could send me your information brochure about

courses offered by your school in 2011.

My brother and I are university students and are interested in summer

courses in July or August.

I look forward to hearing from you.

Dear Mr. Parker

British Language School

23 Baker Street
London SW8 7AC
England.

36, Alcalá Street

Madrid, 28805
Spain
4 February 2001
London SW8 7AC
British Language School
23 Baker Street
England.
Dear Mr. Parker
I should be grateful if you could send me your information brochure
about courses offered by
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your school in 2011.

My brother and I are university students and are interested in summer
courses in July or August.
I look forward to hearing from you.
Yours faithfully,
Pedro A. Padilla.

Appendix.- Licenses of resources.

Licenses of resources used in session 3. "M

Resources (1) Resources information (1)

By: edenpictures (Eden, Janine and Jim).

License: CC by 2.0.
From:
http://www.flickr.com/photos/edenpictures/5348537044/in/photostream/

By: Artic--Fox (Jason Weaver).

License: CC by-nc-sa 2.0.
From: http://www.flickr.com/photos/arctic--fox/423066292/

By: J. Paxon Reyes (Jonathan Reyes).

License: CC by-nc 2.0.
From: http://www.flickr.com/photos/jpaxonreyes/5034760960/

By: Freefotouk.
License: CC by-nc 2.0.
From: http://www.flickr.com/photos/freefoto/2962277374/

By: Treehugger.
License: CC by-nc-sa 2.0.
From: http://www.flickr.com/photos/alenad/4638014/

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