University of Economics, HCMC

School for Foreign Languages for Economics

Department of Foreign Languages for General Purposes

EXAM IN ENGLISH FOR BUSINESS WRITING (75 minutes)

Read the instruction carefully. RECORD your answers on your answer sheets.
SECTION 1: BUSINESS CORRESPONDENCE KNOWLEWDGE (50 marks)
I. Select and fill in each blank in the passage below with ONE suitable word.
1. In general, business writing should be ____________ .
A. formal and complicated C. long and difficult to understand
B. concise and direct D. long but easy to understand

2. Look at this extract. Which section of a report does it come from?

“The working group looked at available data, both internal and external, over a five-year period”
A. Findings C. Introduction
B. Research D. Recommendations

3. Choose the correct statement about notes and minutes.

A. They are both used in a wide range of situation. C. They are both used to record spoken language.
B. They are both used as a finished document. D. They are both used for other people to read.

4. Which section of a report usually involves the presentation and description of data?
A. Recommendations C. Contents
B. Findings D. Conclusions

5. Susan Barnett is a Logistics Manager whom you do not know well. When writing to her, what should the greeting be?
A. Dear Susan C. Dear Ms. Barnett
B. Dear Ms. Susan Barnett D. Dear Logistics Manager

6. Below are four requests. Choose the most tentative and formal one.
A. Would you mind helping me organize the event next Friday?
B. Could you please help me organize the event next Friday?
C. I am writing to ask you to help me organize the event next Friday.
D. I’d appreciate it if you could help me organize the event next Friday.

7. What can be inferred from an AGM minutes?

A. not formal but structured C. not formal and not structured
B. formal and structured D. formal but not structured

8. ____________ is preprinted stationery with the organizations name, logo, address, and phone number.
A. Memo C. Letterhead
B. Letter D. Enclosure

9. Modern business letters are usually written in ____________ .

A. semi-block style C. simplified style
B. indented style D. Full-block style

10. Choose the best ending for this greeting “Dear Sir or Madam”.
A. Yours faithfully C. Very truly yours
B. Yours sincerely D. Until next time

11. Which of the following tips is the most important when taking notes?
A. Picking out the crucial information C. Writing up everything immediately
B. Using symbols and abbreviations D. Asking for clarification if you don’t understand
12. What should we put after a greeting and a closing (Ex: Dear Mr. Knoflicek / Regards)?
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A. a comma C. a colon
B. nothing D. all are correct

13. How do you describe “executive summary” section in a report?

A. a summary of report with final remarks
B. a briefing on the main points of the report
C. what the report’s about, why it was written
D. the results of the research carried out

14. What should be a possible process of writing? Structuring + Organizing (S), Focusing + Selecting (F), Generating
content (G), Drafting (D)
A. S – G – F – D C. S – F – D – G
B. G – S – D – F D. G – F – S – D

15. When reading business documents, we often find the testimonial from other clients / customers persuasive. What is
“testimonial”?
A. concealment C. endorsement
B. allowance D. negligence

16. Letter A is to accept an invitation. Letter B is to decline an invitation. In which letter might you see this phrase “It’s
very kind of you to …”?
A. Letter A C. Letter B
B. Both of them D. Neither of them

17. Rearrange these parts of a letter of apology into the correct order.
-As you may aware, a truck drivers’ strike has caused serious disruption to road transport. (1)
- I apologize again for the delay, and I hope that this will not cause you any serious inconvenience. (2)
- I hope that we will be able to complete your delivery by Friday 25 March (3)
- I am writing to apologize for the late delivery of your order No. 311267 (4)
A. 1 – 4 – 2 – 3 C. 4 – 2 – 3 – 1
B. 1 – 4 – 3 – 2 D. 4 – 1 – 3 – 2

18. In an email or letter, the greeting we choose depends on ____________ .

A. our mood when writing, how well we know the person, the subject of communication, the local culture
B. our mood when writing, how well we know the person, the local culture, the culture of our company
C. our mood when writing, the subject of communication, the local culture, the culture of our company
D. how well we know the person, the subject of communication, the local culture, the culture of our company

19. When your letter extends onto a second page you should use __________ for the second page.
A. Plain Paper
B. Colored Paper
C. You can use letterhead or plain paper. It doesn't matter.
D. Letterhead

20. Put the sections in the order that they would usually appear in a report.
A. Title page – Contents – Executive summary – Introduction – Research – Findings – Conclusions – Recommendations
– Appendix – Bibliography
B. Title page – Contents – Introduction – Executive summary – Research – Findings – Recommendations – Conclusions –
Appendix – Bibliography
C. Title page – Contents – Executive summary – Introduction – Research – Findings – Recommendations – Conclusions –
Appendix – Bibliography
D. Title page – Contents – Introduction – Executive summary – Research – Findings – Conclusions – Recommendations
– Appendix – Bibliography

21. Good business letters are characterized by the following personal quality of the writer: ____________
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A. seriousness C. humor
B. sincerity D. formality

22. A memo is considered a brief form of written communication for

A. legal use C. formal use
B. internal use D. external use

23. Simplicity in business writing essentially means____________ .

A. plainness C. the use of simple sentences
B. the use of simple tenses D. the use of simple words

24. A purpose of a "No" response letter is to leave the reader with____________ .

A. no future hope C. reasons for rejection of the request
B. unpleasant feelings D. minimum disappointment

25. What is the proper tone for most email, letters, and memos?
A. formal C. friendly and conversational
B. friendly but formal D. informal

SECTION 2: BUSINESS WRITING

Part 1: Read the email below. Underline five phrases that make the email informal. (10 marks)

Hi Steve
Don’t forget that we have a team meeting tomorrow morning at 11, as I told you yesterday. I have reserved the
conference room on the second floor. You should receive the latest figures from Chris this afternoon. Feel free
to ask any further information you require.
See you tomorrow
Bye
Paul

Part 2: Rewrite the mail to have it more formal by replacing the phrases. (10 marks)

Part 3: (30 marks) Your company is going to hold a retirement party. As an HR director, write an email
to invite all staff to the occasion. Your email should include the following parts and details:
1. Background information
- Retiree: Mr. Alexander Dowie (Director of IT Department)
- Retirement date: 25 January 2019
- Length of service: 20 years
- Achievements: contributing towards the success of this company, being an exemplary leader
2. Invitation
- Purposes: to say a formal “Good Bye”, to wish him luck
- Place: Ramdas Hotel, 45 Johnson St, Kingston, Ontario
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- Time: 25 January, from 6pm
3. Call to action
- RSVP by 18 January

Dear ………………………………. (1marks)

Re:……………………………………………………. for …….........................…………….. (2marks)

This is to inform you ……………………………………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………………………………………………………. (4marks)

Mr. Alexander Dowie ………………………………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………………. (8marks)
In order to ……………………………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………………. (8marks)

Kindly RSVP ………………………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………. (4marks)

………………………………., (1mark)

……………………………… (1mark)

……………………………… (1mark)