English for Civil Engineering

Communication in Civil Engineering

Juvrianto CJ, S.Pd., M.Pd.

What is Communication?

Communication is what is giving value to information, and is thus crucial in any

engineering decision making. But although Information and Communication Technology
(ICT) has improved enormously, civil engineering communication has by far not used its
huge potentials. A civil engineer can use ICT in communication, both in the field project or
at the office. Nowadays, people get use to apply modern communication while working,
such as emailing, telephoning or even advertising. Those example above are only some of
many ways to communicate. In this topic we will learn more about how to use email,
telephone and advertisement in communicating as civil engineer.
Emailing

Writing Formal Emails in English

Emails are among the most commonly used means of communication in the world. They’re fast,
immediate, and allow you to interact with all kinds of businesses within and beyond the national
boundaries. At work above all, writing formal emails in English in the right way requires certain
skills, and being a professional situation, it’s essential not to commit mistakes in order to make a
good impression of yourself and your company.

In the next slides, we will talk about:

 The rules for writing formal emails in English

 The right format to use
 Examples of formal emails in English
The rules for writing formal emails in English

- Subject
The subject is the first piece of information that the recipients of an email see, and if it’s written
incorrectly or unclearly, it could push the reader to delete it without even opening it! So it’s important to
give a clear and precise message, right from the start, indicating the content or reason for writing in two
or three words that grabs the attention of the recipient.

- Style
Unlike many other languages which require long complex sentences in a formal written context, English
is very concise and favors short sentences and a simple structure. Make sure you break up the text into
two or three paragraphs – this enables the reader to quickly see the key points.

- Courtesy formulas
When you write an email in English, you’re not only using another language but you’re also entering
another culture with different habits. The Anglo-Saxons in general pay a lot of attention to forms of
courtesy and gratitude, therefore never forget to add them.
- Check the email
Never send an email in English without having re-read what you wrote. Grammatical or typing mistakes
are very common even in your own language, so in English you can make errors much more easily.
Double-checking what you’ve written is a simple step to take that can prevent you from appearing
unprofessional and above all careless.

- Signature
Be sure to have set your emails to end with all the important information about you, including:
• name and surname
• job title
• relative details about your company (name, address..)
• link to the company website
The format of a formal email in English

- Introduction
Depending on the type of relationship you have with the person you’re writing to, there are different
ways of starting an email, but any email should always start with a greeting. In our specific case being
formal, the most appropriate options are:
• Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)
• Dear Sir/Madam (if you don’t know the name of the recipient) or more generally ‘To whom it may
concern’

After the initial greeting you need an introductory sentence that indicates clearly the reason for writing
and is consistent with the subject of the email. Introduce yourself briefly (long texts often discourage
people from reading them), then follow on with:
• I am writing with regard to… (email subject)
• I am writing in connection with… (email subject)
• I am writing in reference to…
If you’re writing an email to send information, you can start with one of the following sentences:
• I am writing to let you know…
• I am delighted to tell you… (if you’re communicating good news)
• I regret to inform you that… (if you’re communicating bad news)

If instead you’re replying to an email you received, you can say:

• I am writing in response to…
• I am writing in reply to…
• I am writing to thank you for… (if you need to thank the recipient)
- Body of the text

There are no conventional formulas for writing the body of the text because this varies according to the
function of what you need to communicate. It’s useful to prepare an initial draft and then proceed with
any corrections.
The general rules are that the text should be divided into short paragraphs that avoid abbreviations and
acronyms, both of which you can use, on the contrary, when you write an informal email to family and
friends.
Based on the type of message you’re sending, there are various ways to write a final invitation before
ending the email, such as:
• I look forward to hearing from you soon
• Thank you in advance
• For further information, please do not hesitate to contact me
• Please let me know if you have any questions
• Thanks for your attention
- Conclusion

The most common way to end an email are:

• Best regards
• Kind regards
• Yours faithfully (if you began the email with ‘Dear Sir/Madam’ because you don’t know the name of
the recipient)
• Yours sincerely (if you began the email with ‘Dear Mr/Mrs/Ms + surname)
• Regards
Example 1: Delay with the delivery of an order

Subject: Delivery delay

Dear Mr Pascal,

We regret to inform you that we will not be able to respect the deadline previously agreed for the
delivery of your order. Our supplier has warned us today that they are experiencing supply problems,
which will result in a delay in our production chain. We count on your understanding and thank you for
your patience.

Please accept our apologies.

Best regards,

…
Example 2: Replying to a job advertisement

Subject: Web Content Editor position

Dear Sir/Madam,

With reference to your job ad in xxx, I would like to submit my application for the position of Web
Content Editor in your company.

I graduated in Communication Sciences at the University of xxx and worked for several years in a
Digital Agency as Content Specialist. I believe my skills and experience are in line with the
requirements for the job position. I will be glad to introduce myself in an interview, that will allow you
to better evaluate my possible recruitment.

Please find attached a copy of my resume. I look forward to hearing from you.

Yours faithfully,
…
Making and Answering Telephone Call

Steps in Making Telephone Call

1. Prepare
Take a moment to prepare before you pick up the phone. Write down the key points you need to
cover during the conversation, as well as any questions you need to ask. This will also serve as
an outline to help guide you through the call while maintaining control of the conversation. If
possible, be close to a computer with Internet connection so that you can access your company's
website or locate information quickly.

2. Identify Yourself
Always identify yourself to the party that answers the phone. To sound as professional as
possible, give your first and last name as well as your title if applicable. If your call will be
lengthy and you sense that the person you're calling is pressed for time or otherwise distracted,
try to set a better time when you can call back.
Making and Answering Telephone Call

3. Identify Purpose
You can exchange pleasantries, such as a brief "How are you today?," but don't get involved in
an extended conversation about sports or the weather, as this can serve as a distraction from the
purpose of your call. State the purpose politely and directly, such as, "I received your email this
morning and I'm calling to follow up."

4. Take Time to Listen

While you may be intent on achieving the purpose of your call, be sure that you engage in a
two-sided conversation. Give the other party time to respond to your points and ask any
questions they may have. Be careful not to interrupt unless you discover that the other party is
drifting from the topic at hand. If this occurs, interrupt politely by saying, "I'm sorry to interrupt,
but another question just popped into my mind and I want to ask it before I forget."
Making and Answering Telephone Call

5. Review Call
Before hanging up, review what was accomplished during the call with the other party and be
sure you both agree on what should happen next. If additional communication is required, set up
a specific day and time for a follow-up phone call or other method of communication such as
email. Always part on a pleasant note, even if the end result of the call is that a business
relationship won't occur or continue at present. You may want to revisit the relationship at some
point in the future.
Making and Answering Telephone Call

Steps in Answering Telephone Call

1. Pick up after 2 or 3 rings

When you’re answering calls at work, let the phone ring 2 or 3 times before you answer it. If you let it
ring more than 3 times, the caller may become impatient and feel that their call is being ignored.
On the other hand, if you pick up after the first ring, the caller may be taken aback by the quick
answer. They may not have had enough time to compose their thoughts.

2. Prepare a professional greeting

When you’re answering the phone at your office, you won’t always know who is on the other end of
the phone. It could be your boss, a customer, one of your colleagues, or even a wrong number.
A professional greeting like “Good morning” or “How may I help you?” helps get the conversation off
on the right foot.
Even if you have caller ID and think it’s a work friend calling, someone could have borrowed their
phone. Answering the phone with “Yeah, what?” might give callers the wrong impression of you.
Making and Answering Telephone Call

3. Identify yourself and your organization

In business situations, it’s most appropriate to answer the phone with your name and company.
For example, say “Thank you for calling Smith’s Auto Body. This is Joan, how may I help
you?”
Many offices have their own scripting for answering the phone, so make sure you follow the
rule your company has set out. If you're not sure of your company's phone scripting, ask your
supervisor.

4. Nicely ask who’s calling if you don’t know

Often, the person will not only give you their name but also provide information about why
they’re calling. If you don’t have Caller ID, didn’t recognize the number, or didn’t hear what the
person on the other line said, prompt them again by saying “May I ask who’s calling?”
Once the caller has introduced themselves, address the caller properly by the title they provide.
If they say their first and last name, and you want to be more professional, call them by their last
name.
Making and Answering Telephone Call

5. Speak directly into the mouthpiece

Rest the phone gently against your cheek and speak into the mouthpiece that should naturally
fall near your mouth. Don’t worry about putting the mouthpiece too close to your mouth or
having to speak loudly.
If the person you’re speaking to asks you to raise your voice, you can speak a little louder.
Otherwise, keep your voice at a normal conversational level.

6. Avoid using slang or profane language

When you're answering the phone at work, you represent your company to whoever you're
speaking with on the phone. Speak politely and avoid using slang, cursing, or bad language.
Even if the conversation becomes heated and the person you're speaking with swears, maintain
your composure and be polite.
Of course, when you're speaking on your personal phone to friends, you can be informal with
them and speak how you would in a face-to-face conversation.
Advertisement

Advertisement is a commercial notification that has aim to encourage or persuade general

society to buy or use the item or service offered in the advertisement. Advertisement usually put
in mass media, such as printed and electronic mass media (magazine, newspaper, internet,
television and radio.)

Advertising objectives should always be in line with promotional and marketing objectives, as
well as the business strategy or mission of the organization. Group advertising objectives fall
into three categories:
1. To Inform
2. To Persuade
3. To Remind
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Functions/purposes:
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There are 3 types of advertisement as follows:

A. Informative Advertising
Informative advertising is often used when launching a new product, or for an updated or re-
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Example:
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References

https://www.wallstreetenglish.com/blog/how-to-write-formal-emails-in-english/
https://englishlive.ef.com/blog/career-english/write-perfect-professional-email-english-5-st
eps
/
https://smallbusiness.chron.com/steps-making-business-telephone-call-218.html
https://www.thebalancesmb.com/how-to-answer-the-phone-properly-2947153
https://www.wikihow.com/Answer-the-Phone-Politely
http://it-teachingmedia.blogspot.com/2017/07/advertisement-material-for-junior-high.html