Module One

Reading Text: Ethics in Public Administration

Expressing Future, Future Continuous, and Future Perfect
Business English: Writing Letter of Application
Functional Language: Greetings, Openings and Closings

Course : Bahasa Inggris

Major : Public Administration
Semester : II (Two)
Lecturer : Drs. Alif Oktavian, M.H.

ETHICS IN PUBLIC ADMINISTRATION

Ethics is a branch of philosophy which seeks to address questions about morality,
such as what the fundamental semantic, ontological, and epistemic nature of ethics or
morality is (metaethics), how moral values should be determined (normative ethics), how a
moral outcome can be achieved in specific situations (applied ethics), how moral capacity or
moral agency develops and what its nature is.
General business ethics overlaps with the philosophy of business, one of the aims of
which is to determine the fundamental purposes of a company. If a company's main purpose
is to maximize the returns to its shareholders, then it should be seen as unethical for a
company to consider the interests and rights of anyone else. General business ethics includes
corporate social responsibility or CSR: an umbrella term under which the ethical rights and
duties existing between companies and society is debated. It also covers issues regarding the
moral rights and duties between a company and its shareholders: fiduciary responsibility,
stakeholder concept versus shareholder concept. Ethical issues concerning relations between
different companies: e.g. hostile take-overs, industrial espionage. Leadership issues:
corporate governance. Political contributions made by corporations. Law reforms, such as the
ethical debate over introducing a crime of corporate manslaughter.
In administration is it called bureaucracy? This is a question that is becoming
increasingly pertinent as the days go by. Has the civil service been able to live up to the
expectation of the people who it was appointed to serve? Has it followed the role that the
constitution bestowed upon it or has it usurped a role for itself, which gives it more powers
and privileges and a redefined value system that is conveniently flexible? The answers to
these daunting questions are depressing. The bureaucracy has more or less failed the people
as public servants and has also failed their political counterparts as straightforward advisers
on policy formulation.
Perhaps one most important step to be taken is to view critically the existing
relationship between the policy maker and the policy implementer, i.e., the politician and the
civil servant.
Unfortunately, the executive arm follows the dictate, said and unsaid, of the political head.
Where the political head is committed to public welfare and takes to heart the oath he swears
to uphold the provisions of the constitution, the executive arm has no option but to follow
suit.
(Retrieved in February 2014 from http://www.boloji.com/opinion/0026.htm).

Exercise 1

Comprehension Questions - Content Skim

Answer these questions below.

I. What is the subject/topic of this passage? ......................................................................

2. What is the author's purpose of discussing the subject? .................................................
3. What is the main idea of each paragraph?
Paragraph 1 .................................................................................................................
................................................................................................................
Paragraph 2 .................................................................................................................
................................................................................................................
Paragraph 3 .................................................................................................................
..................................................................................................................
Paragraph 4 ................................................................................................................
...................................................................................................................

Exercise 2

Which paragraph where you find the following information?

1 ........................................ the importance of corporate social responsibility.

2 ........................................ bureaucracy does not succeed in satisfying the public needs.
3 ........................................ the definition of ethics, and its ramification.
4 ........................................ relationship berween policy maker and policy implementer.

Exercise3

Comprehension Scan - Interpreting Signal Words

l. P2 L3 What does “its” refer to? ....................................................................................

2. P2 L3 What does “it” refer to? .....................................................................................
3. P2 L6 What does “it” refer to? .....................................................................................
4. P3 Ll What does “it” refer to? ......................................................................................
5. P3 L3 What does “it” refer to? .....................................................................................

Exercise 4

Comprehension Scan

1. What is ethics defined? ........................................................................................

............................................................................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................
2. What is philosophy of business? ...........................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................
3. What does general business ethics embrace? .........................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................

4. What do you think about CSR (Corporate Social Responsibility)? Must a company
do CSR? Explain! .................................................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................
5. How do you view critically the existing relationship between policy maker and policy
implementer? ......................................................................................................
...........................................................................................................................
...........................................................................................................................
............................................................................................................................
............................................................................................................................

Exercise 5

Vocabulary Building
Write the meaning of the following words or phrases.

1. Semantic
...........................................................................................................................
2. Ontological
...........................................................................................................................
3. Epistemic
...........................................................................................................................
4. Determine
...........................................................................................................................
5. Overlap
...........................................................................................................................
6. Shareholder
...........................................................................................................................
7. Fiduciary
...........................................................................................................................
8. Corporate governance
..........................................................................................................................
9. Bureaucracy
..........................................................................................................................
10. Pertinent
..........................................................................................................................
11. Bestow
...........................................................................................................................
12. Usurp
...........................................................................................................................

A. Tense system: Means of expressing future.

The verbs in bold in the following sentences express the idea of future.
If our authorities cannot solve our problem, we will address the European Court of Justice.
We are going to start a new business in Holland after the business plan is agreed on by all
parties.
There are several ways in which one can express future in English:
1. Will + the short infinitive of the verb:
He will come. Will he come?
Yes, he will. No, he will not (won’t).
It indicates: a future event/ activity
2. Be going to + short infinitive: I am going to read this book.
It indicates: intention, probability
3. Be to + short infinitive: He is to deliver a speech.
It indicates: a future action very close to the moment of speaking
4. Simple present: The train leaves at 9 o’clock.
It indicates: a future action, included in a schedule
5. present continuous: We are visiting our subsidiary in London.
It indicates: an arrangement for immediate future.
Specific adverbs: tomorrow, the day after tomorrow, next month/ week, year…, soon, shortly,
in
a month’s time, in three months’ time, etc.

Exercise 6

Put the verbs in brackets in the right future form

1. We cannot attend the meeting tonight, we (visit) our best friends.

2. According to the programme, the trial (start) at 10 o’clock sharp.
3. His teachers are sure he (be) a successful lawyer one day.
4. You look very tired. If you want I (finish) the report for you.
5. It’s already ten to nine. The witness (be) late.
6. I am simply exhausted. I think I (have) a coffee break.
7. Look out! That file (fall) from your desk and you (have) to put all the papers in order
again.
8. We (attend) the opening session of the conference on Monday. Would you like to join
us?
9. I (win) that contest, whatever it takes!
10. Don’t worry about the meeting! I (help) you to prepare the folders.

B. The tense system: Future Continuous/ Progressive

The verb in bold in the following sentence is in the Future Continuous tense:
Will you be meeting the president of the board tomorrow?
Form: to be (in the future) + verb + ing: I will be writing. Will I be writing? Yes, I will. No, I
won’t.
It indicates:
- a developing action in the future: Tomorrow we will be reading all day long.
Specific adverbs: in a minute, in a second, at one o’clock, at noon, tomorrow, this time next
week/ month/ year…, all day long, all day tomorrow, all the week through, from two to
five, by then, by that time tomorrow, all the time
- an action in progress, related to a conditional or a time clause: When I return,
Tom will be watching TV.
- A future action, part of a schedule: What will you be doing tomorrow? I will be
swimming.
-A polite way of asking about someone’s plans: Will you be meeting them tomorrow?

Exercise 7

Choose the correct future form of the verb in the following sentences:

1. This time tomorrow they will be debating/will debate the issue in the Parliament.
2. I will have/will be having a look at your report in ten minutes.
3. You should try to find another copy of the report. I will use/will be using it until evening.
4. She cannot handle the correspondence. I will fire/will be firing her.
5. There’s no problem for me to give you a lift to the airport. I will be going/will go that
way anyway.
6. Let me break the news to her. I will be meeting/will meet her in the office tomorrow.
7. This time next week our representative will be flying/will fly to London to conclude the
agreement.
8. They will stay/will be staying here until next Friday.
9. Will you use/will you be using the computer this evening?
10. We are deeply sorry for his retirement. We will be missing/will miss him.

C. The tense system: Future Perfect

The verb in bold in the following sentence is in the Future Perfect tense.
We hope that by 2010 Romania will have become a member of the European Union.
Form: will + have + past participle: I will have managed to deliver the goods. Will I have
managed…? Yes, I will. No, I won’t.
It indicates:
- a future action that will take place before a certain moment in the future or before
another future action: We will have met them by 4 o’clock tomorrow. // He will
have posted the letter before you have time to complain.
- A supposition, referring to the past: They will have found out from newspapers.
- Adverbs: by, before, by the time.

Exercise 8

Use the correct future form of the verbs in brackets:

1. By the time you return they ... (finish) translating the materials for the conference.
2. He ... (file) charges against you before you meet him to apologise.
3. According to the action plan the project ... (end) in December.
4. The Chairman cannot come tomorrow. He ... (see) the President.
5. The witness ... (leave) the premises before you can stop him.
6. She ... (finish) investigating the crime scene by the time the police arrive.
7. Our conference ... (take place) after all participants are informed about the date.
8. Before the end of the year the United States ... (emerge) as the market leader in this
domain.
9. The European Parliament ... (issue) some new regulations after the plenary session.
10. The budgetary proposals of the commission ... (be considered) next week.

D. WRITING A LETTER

Job Application Letter

When writing a letter of application, the applicant would like to say what job and
conditions he or she would like to have. But a good letter of application should contain facts
the prospective employer wants to know, for instance what experience the applicant has, how
useful he will be to the company. If he has held several positions, it would be advisable for
the applicant to submit a personal datail sheet, our curriculum vitae, containing full personal
details and information on past experience, education and certificates or degrees, special
qualifications,
and possibly references. The letter can then serve to draw the reader's attention to the
candidate's suitability for the vacancy. If you are starting your career and have had one or two
jobs, or none at all, all the particulars can be included in the letter itself.

Advertisement from a daily

newspaper offering a position
as salesman.

So you’d to be a salesman?

A real professional with CAREER Prospects and Securitythat is what we offer A six months'
induction and field training scheme when you will be paid a salary at the rate of £3,000 p.a.
PLUS a Company car and expenses. On completion of this six months, a much higher
earning potential which includes a substantial salary with service increments, supplemented
by generous commission and performance bonus payments. There is a pension fund - life
insurance - sickness benefit scheme – generous holidays. YOU NAME IT- WE HAVE IT.
YOU need to have a University Degree and be in the age group 21-30. If you qualify write or
telephone for an application form when we can arrange to meet locally and exchange
information. DO IT TODAY.

Sales Recruitment
& Training Manager,
W. & T. Avery Limited,
21 Coriduit St.
LondonW.t.
Telephone
01-629-7656

Exercise 9

Answer the following questions

1. What form of training will applicants undergo? ........................................................

......................................................................................................................................
........................................................................................................................................
2. What fringe benefits can they expect? ......................................................................
...............................................................................................................................
...............................................................................................................................
3. What educational qualifications are required? ..........................................................
...............................................................................................................................
...............................................................................................................................
...............................................................................................................................
4. How and where will a meeting be arranged? ............................................................
...............................................................................................................................
...............................................................................................................................

Application

17 Princes St.
Edinburgh
August 3, 1973

Sales Recruitment and Training Manager

W. & T. Avery Limited
21 Conduit St.
London W.l.

Dear Sirs,

In reply to your advertisement in today's 'Daily Telegraph', I am interested in becoming a

salesman for your company.

As you can see from the enclosed curriculum vitae, I have selling experience in
pharmaceuticals and cosmetics, a very competitive field. However, I would like to change to
industrial products since I believe they offer a greater potential. Your six months' training
scheme should certainly help me to devote the best of my ability to your company,
particularly since my educational qualifications are higher than those you require.
My present position is subject to one month's notice, after which I would be able to train in
London and, if necessary, relocate to any part of the country.
As you request in your advertisement, I shall telephone you shortly to make an appointment
for a personal meeting. Meanwhile I thank you for considering my application.

Yours faithfully,

Peter S. Ryder

Enc. Curriculum vitae

Curriculum Vitae
Peter S. Ryder

Personal details

Date of birth : February 2, 1951 Address: 17 Princes St. Edinburgh

Phone: -021-765-1626

Marital status : Single

Education : Dundee University, Honours Degree Chemistry III class

Business experience : 1972-1976 Sales assistant with Newton Pharmaceuticals Ltd.

Windmill Estate Solihull Birmingham.

Special qualifications: Have attended an evening course in Marketing at R.S.A.,

intermediate
level, and shall sit for this examination next month.

Exercise 10

Questions on the Letter and Curriculum Vitae.

1. Why does Peter Ryder want to change

jobs? ...................................................................
...............................................................................................................................
...............................................................................................................................
2. In what way are his educational qualifications higher than required? ........................
...............................................................................................................................
...............................................................................................................................
...............................................................................................................................
3. What relevant training and experience has he had? ..................................................
...............................................................................................................................
...............................................................................................................................
...............................................................................................................................
4. How soon would he be able to start employment with Avery? ..................................
...............................................................................................................................
...............................................................................................................................
...............................................................................................................................

Exercise 11

Here is the advertisement you read on particular newspaper.

COMPACT SYSTEMS

Personal Assistant/Secretary

required to assist departmental managers in our Southtown office. Applicants must have
experience of working in a computer company and mustn't have less than ten years' job
experience. Typing and shorthand preferred Age: 30 +. Salary: £8,500 p.a. The job does not
involve any travel. Candidates must provide a c.v., the names of two referees, and a statement
of what makes a good PA/Secretary. Applications should be sent to:
Compact Systems,
96 Rosewall Drive,
Southtown,
S03 4BT.

Task:

You have decided to write a letter to Compact Systems to apply for the job as Personal
Assistant/Secretary. Draft a letter of application with CV enclosed for yourself. Your letter
should include a statement of what makes a good PA/Secretary.
......................................................................................................................................................
......................................................................................................................................................
......................................................................................................................................................
.

Writing techniques for cover letters, adverts, brochures, sales literature, reports

Writing letters, reports, notes and other communications are important skills for
business and personal life. Good letters help to get results, where poor letters fail. People
judge others on the quality of their writing, so it's helpful to write well. Here are some simple
tips for writing letters and communications of all sorts:
Generally, whatever you are writing, get to the main point, quickly and simply.
Avoid lengthy pre-ambles. Don't spend ages setting the scene or explaining the background
etc. If you are selling, promoting, proposing something you must identify the main issue (if
selling, the strongest unique perceived benefit) and make that the sole focus. Introducing
other points will distract and confuse.
Use language that your reader uses. If you want clues as to what this might be
imagine
the newspaper they read, and limit your vocabulary to that found in the newspaper. Use short
sentences. More than fifteen words in a sentence reduces the clarity of the meaning. After
drafting your communication, seek out commas and 'and's, and replace with full-stops.
Write as you would speak - but ensure it's grammatically correct. Don't try to be
formal.
Don't use old-fashioned figures of speech. Avoid 'the undersigned', 'aforementioned',
'ourselves', 'your goodselves', and similar nonsense. You should show that you're living in the
same century as the reader.
As to how informal to be, for example writing much like normal every day speech
(I'd,
you'd, we've, etc.) bear in mid that some older people, and younger people who have
inherited traditional views, could react less favourably to a writing style which they consider
to be the product of laziness or poor education. Above all it is important to write in a style
that the reader is likely to find agreeable.
Avoid jargon, acronyms, technical terms unless essential. Don't use capital letters -
even for headings. Words formed of capital letters are difficult to read because there are no
word-shapes, just blocks of text. (We read quickly by seeing word shapes, not the individual
letters.)
Sans serif fonts (like Arial, Helvetica and this one, Tahoma) are modern, and will give
a
modern image. Serif fonts (like Garamond, Goudy and this one, Times), are older, and will
tend to give a less modern image. Sans serif fonts take longer to read, so there's a price to pay
for being modern. This is because we've all grown up learning to read serif fonts. Serif fonts
also have a horizontal flow, which helps readability and reading comfort. (Serif fonts
developed before the days of print, when the engraver needed to create a neat exit from each
letter.)
Avoid fancy fonts. They may look clever or innovative, but they more difficult to read,
and some are nearly impossible. Use 10-12 point size for body copy (text). 14-20 point is fine
for main headings, bold or normal. Sub-headings 10-12 bold. Any printed material looks very
untidy if you use more than two different fonts and two different point sizes. Generally the
fewer the better. If your organisation stipulates a 'house' font then use it. If your organisation
doesn't then it should do.
Black text on a white background is the easiest colour combination to read. Definitely
avoid coloured backgrounds, and black. Avoid background graphics or pictures behind the
text.
Italics are less easy to read. So is heavy bold type. If you must break any of these font rules,
do so only for the heading.
Limit main attention-grabbing headings to no more than fifteen words. In letters,
position your main heading between two-thirds and three-quarters up the page. This is where
the eye is naturally drawn first.

Use left-justified text as it's easiest to read. Avoid fully justified text as it creates
uneven word spaces and is more difficult to read. Remember that effective written
communication is enabling the reader to understand your meaning in as few words as
possible.
Writing letters

Generally if you can't fit it all onto one side of a standard business sheet of paper, start
again. Whether writing a letter of complaint, introduction, or proposition - you must keep it
brief. If your letter can't be read and understood in less than 20 seconds it has limited chances
of success. It used to be 30 - this time limit gets shorter every year. Think about the purpose
of your letter. It will rarely be to resolve something completely. It will more often be to
establish a step along the way. So concentrate just on that step. For example - letters of
introduction should not try to sell a product. They should sell the appointment. writing reports
- template structure
Typical structure template for writing a report:
· Title, author, date.
· Contents.
· Introduction and Terms of Reference (or aims/scope for report).
· Executive Summary (1-2 pages maximum) containing main points of evidence,
recommendations and outcomes.
· Background/history/situation.
· Implications/issues/opportunities/threats, with source-referenced facts and figures evidence.
· Solution/action/decision options with implications/effects/results, including
financials and parameters inputs and outputs.
· Recommendations and actions with input and outcomes values and costs, and
if necessary return on investment.
· Appendices.
· Optional Bibliography and Acknowledgements.

Map out your structure before you begin researching and writing your report. Ensure
the purpose, aims and scope of the report are clearly explained in your terms of reference.
The executive summary should be be very concise, summarising the main recommendations
and findings. Provide interpretation of situations and options. Show the important hard facts
and figures. Your recommendations should include implications, with values and costs where
applicable. Unless yours is a highly complex study, limit the executive summary to less than
two sides of standard business paper.
The body of the report should be divided into logical sections. The content must be
very
concise. Use hard facts and figures, evidence and justification. Use efficient language - big
reports with too many words are not impressive. The best reports are simple and quick to read
because the writer has properly interpreted the data and developed viable recommendations.
Do not cram lots of detail, diagrams, figures, evidence, references etc., into the main
body of the report. Index and attach these references as appendices at the end of the report.
Where you state figures or evidence you must always identify the source. Show figures in
columns. Try to support important figures with a graph. If it's appropriate to acknowledge
contributors then do so in the introduction or a separate section at the end.

E. Greetings: Openings and Closings

Dialogue

Mike : Say, Grace, how you doing?*

Grace: Mike! Hey, how are you?
Mike : Not bad. Where you going?*
Grace: Over to Jerry's. How about you?
Mike : Oh, I just got off work. Boy, I'm so hungry I could eat a horse!
Grace: Where are you working now?
Mike : J & L Steel. It's a real pain. But I guess I shouldn't complain. Lots of guys are out of
work these days.
Grace: Yeah, that's the truth. Well, I better let you go get some supper.*
Mike : Yeah. It was great seeing you again. Maybe we could get together sometime.
Grace: Sounds good.* I'll give you a call.
Mike : OK. Great. Well, I'll be seeing you.
Grace: OK, Mike. Enjoy your meal.
Mike : Thanks. Bye.
Grace: Bye.

get off work: finish working for the day

out of work: unemployed
*usage note: How (are) you doing?, Where (are) you going?, I (had) better,
(It) sounds good are all examples of informal speech in which words are dropped.

Exercise 12: Discussion

1. What do the two speakers call each other?

2. How do they greet each other? (What phrases do they use?)
3. What does Mike mean in line 8 when he says, "It's a real pain"?
4. How many exchanges does it take Mike and Grace to end their conversation?
5. How do Mike and Grace say good-bye? (What phrases do they use?)
6. Is this a formai conversation? How do you know?

PHRASES

GREETINGS RESPONSES

More Good morning. Good morning.

Formal Good afternoon. Good afternoon.
Good evening. Good evening.
How nice to see you! Yes, it's been quite a
while.
What a pleasant surprise!
Hello, Robert. Hello, Kathryn.
How are you? Fine, thanks. And
you?
Hi, Bob. Hi, Kathy.
How've you been? Pretty good
What's happening? Not much.
What's new? Nothing.
How are you doing? OK.
Less How you doing? Not bad
Formal Long time, no see. Yeah!
 PRECLOSINGS

More Well, I'm afraid I have to be Thank you for

coming.
Formal going. (I've got to get up
early tomorrow.)
It's been a pleasure. Yes, I've enjoyed it.
Thank you for the advice. My Pleasure.
I really must go now.
(stronger)
It was nice to see you. It was good to see
you.
(Note past tense.)
Well, it's getting late. Maybe we can talk
again.
I know you're busy ....
Nice to see you again. Nice to see you.
Thanks for coming. It was fun.
Maybe we could get Sounds good.
together sometime.
Great seeing you. Same here.
Less I've really got to go. OK. See you
Formal Got to go now. See you again.

CLOSINGS

More Until the next time ... Good-bye.

Formal Good night, Bill. Good night, Jean.
Good-bye, Harry. Good-bye, Lisa.
Have a nice (weekend). You too.
Less Talk to you later. Bye. Take it easy.
Formal See you later. So long. Take care.

Exercise 12: Practice

1. (a) Introduce two people to one another (one of them a woman).

(b) Introduce yourself to someone.
2. Read the following remarks and answer them immediately:
(a) How d'you do
(b) How are you?
(c) Good afternoon
(d) Good evening
(e) Good morning
3. What would you say:
(a) At a first meeting
(b) If you met somebody at 8.30 p.m., 11 a.m., 3.30 p.m., 12 midday, 2 a.m.
(c) When introducing a speaker
(d) If someone asked "How are you?" and you were feeling unwell.
4. Learn the Conversation above by heart. Then students play the parts of Green, Brown and
Miss Black without looking at the book.