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ENGLISH

FOR
SECRETARIES
[Level 1]

Haramaya University

ENGLISH FOR SECRETARIES, Part 1

Forward
This is a 12-session course of general-use English for all
secretarial staff designed to help secretaries communicate with
foreign visitors.
It also aims to develop professional skills in written English.
Speaking, listening, reading and writing are covered in each
session.
There is an end-of-course exam so that secretaries can see how
much they have achieved.
A certificate will be issued on the successful completion of the
course.
This can easily be modified for any higher education institution in
Ethiopia.
GOOD LUCK!

Linda Robertson
Haramaya University

Edited by
David J Fenech
ELIC Advisor
Ministry of Education
Addis Ababa
Feb, 2012

ENGLISH FOR SECRETARIES, Part 1

Table of Contents
FORWARD............................................................................. 1
GREETINGS ...................................................................................................................... 3
INTRODUCTIONS ............................................................................................................ 4
NAMES SYSTEM IN THE UK ......................................................................................... 7
NAMES SYSTEM IN ETHIOPIA ..................................................................................... 8
THE ENGLISH ALPHABET ............................................................................................. 9
COUNTRIES, NATIONALITIES & LANGUAGES ...................................................... 10
WELCOMING VISITORS RECEPTION SKILLS ......................................................... 11
PASSING ON MESSAGES IN ENGLISH ...................................................................... 12
TELEPHONE NUMBERS ............................................................................................... 15
TELEPHONE CALLS ...................................................................................................... 17
EXPLAINING PROCEDURES & REGULATIONS ...................................................... 21
REFERENCE PAGE DIRECTIONS ............................................................................... 24
GIVING DIRECTIONS TO VISITORS .......................................................................... 25
EXPLAINING PROBLEMS AND APOLOGISING....................................................... 27
WRITING & WORD PROCESSING .............................................................................. 30
FILLING IN FORMS ..................................................................................................................... 31
HELPING A FOREIGN VISITOR TO COMPLETE A FORM .............................................................. 31
EDITING TEXT & CHECKING ACCURACY OF WORD PROCESSING .............................................. 32
EDITING TEXT & CHECKING ACCURACY OF WORD PROCESSING.. ......................................... 34
WRITING BUSINESS LETTERS ..................................................................................................... 35
WRITING THE DATE ON LETTERS ............................................................................................... 35
TERMINOLOGY .......................................................................................................................... 37
WRITING A MEMO..................................................................................................................... 39
E-MAIL ....................................................................................................................................... 40
INTERNAL E-MAIL ...................................................................................................................... 40
SENDING A FAX.. ..................................................................................................................... 41
AGENDA

CHECKING FOR ERRORS ....................................................................................... 42

TAKING THE MINUTES

Example of an outline of minutes ..................................................... 42

EXAM PREPARATION ................................................................................................................. 43

ENGLISH FOR SECRETARIES, Part 1

GREETINGS
Greeting
Good morning!
Good afternoon!
Good evening!
Hallo! / Hi!
How are you?
Goodnight!
Goodbye!
Have a good evening!
See you tomorrow!
Have a good weekend!
See you on Monday!
Bye!

When it is Used

From when you get up


Until 12pm (Eth: 6:00)
From 12pm
Until about 6pm (Eth: 12:00)
From 6pm onwards
Less formal, can be used at any time of the
day / night
Used just before you go to bed
When finishing work and leaving for the
evening

On Fridays when finishing work

Less formal

PRACTICE TASK
Work out and say the correct greeting for each situation as quickly as you can with
a partner!
1. It is 10:00am (Eth: 4:00) and a foreign visitor comes into your office.
2. It is 2:00pm (Eth: 8:00) and you want to greet a foreign visitor you see in the
Administration building.
3. It is 12:05pm (lunchtime) and you greet a foreign visitor entering the staff
canteen.
4. It is 7:00pm (Eth: 1:00) and you are walking back to your home when you
meet a foreign visitor on campus.
5. It is 5:00pm (Eth: 11:00) and you are finishing work. A foreign visitor is
leaving the building at the same time.
6. It is 8:00am (Eth: 2:00) and you see a foreign visitor in the corridor.
7. It is Friday at 5:00pm (Eth: 11:00) and you see a foreign visitor when you are
leaving your office.
8. You see a foreign employee on campus that you already know well.
QUICK QUIZ
1.
2.
3.
4.
5.
6.

Test a Partner!

When does Good morning end and Good afternoon begin?


When does Good afternoon end and Good evening begin?
Can you say Good day when you meet someone during the day?
Can you say Goodnight when you meet someone at night?
What is a good answer to How are you?
What is a good response to Have a good weekend!?
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ENGLISH FOR SECRETARIES, Part 1

REFERENCE PAGE: DAY & NIGHT in English

The day is divided into day (time) and night (time). Daytime is from approximately
6am (sunrise) to approximately 6pm (sunset). Nighttime is from sunset to sunrise.
Every day starts precisely at midnight. AM (Ante-Meridiem = before noon) starts just
after midnight. PM (Post-Meridiem = after noon) starts just after noon.

DAYS OF THE WEEK


Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

today
tomorrow
day
week
month
year

INTRODUCTIONS
When working as a secretary, you often make small talk to foreign visitors when
they are waiting in reception. It can make the visitor feel more welcome because
most people are happy to talk about themselves and their lives. It is also interesting
for you to find out about other people and to tell them a little about yourself..
An Example of a Short Introduction:
Hi! My name is Linda Robertson and I work at this
university.
I am a VSO UK volunteer in the Faculty of Education.
I have worked here for 3 months and my project in the
ELIC
(English Language Improvement Centre) will last for 2
years.
I am enjoying my work at HU very much.
I live on campus in an apartment.
I come from Scotland, UK and I am single.
In my family there are 5 of us my father, my mother,
my sister and brother-in-law and me!
Linda
PRACTICE TASK

QUESTIONS FOR VISITORS


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ENGLISH FOR SECRETARIES, Part 1


Match each question with the most suitable answer:
1.
2.
3.
4.
5.
6.

How are you?


How long are you here for?
What will you be doing at HU?
Where are you staying?
Where are you from?
Are you enjoying your visit?

(a) I come from the UK.


(b) Im staying in the Guest House.
(c) Yes, I really like it here.
(d) Im fine, thank you. And you?
(e) I will be working in the FOE.
(f) I will be here for one month.

SPEAKING PRACTICE
Work with a partner and practise asking for personal information and giving your
own answers.
(1)What is your name?
My name is
(2)Where do you work? What do you do? (What is your job?)
I work here at this university. / I work at Haramaya University.
I am a secretary in the

Department.
Office.
I am a secretary for the President / Academic Vice-President /
Administrative Vice-President.
I am the head secretary.
(3)How long have you worked here?
I have worked here for . years / months.
(4)Do you like working here?
Yes - I want to continue working here. I like my job.
I get on well with my colleagues and I have a lot of friends.
(5)Where do you live?
I live on campus.
I live in Harer and travel to work every day.
(6)Are you married?
No, Im single.
Yes, I am (married).
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ENGLISH FOR SECRETARIES, Part 1


In my family there are .. of us my husband / daughter(s) /
son(s)
My childrens names are They are ..years old.

INTRODUCING SOMEONE ELSE


WELCOME!
You are now going to introduce someone else in the group to the other participants.
Language structures to help you present the information:
1.
2.
3.
4.
5.
6.
7.

Im going to introduce you to .


She works
She is a .
She has worked here for .
She likes / enjoys
She lives ..
She is single / married.
In her family there are . of them her .., .
Her childrens names are ..
They are .. years old.

(If you found out any extra information about your partner and she does not mind
you telling the others, then feel free to add it in!)

WRITING

All about me

Write a paragraph in English introducing yourself.


*Check spelling and punctuation carefully!
*Add extra personal information if you wish.

ENGLISH FOR SECRETARIES, Part 1

NAMES SYSTEM IN THE UK


My name is Linda Robertson. Linda is my first name and Robertson is my second
name (family name). When I was born, I took my fathers family name (Robertson).
My father is Frank Robertson and my mother is Norma Robertson because she took
my fathers surname when they married. When she was born, her name was Norma
Balloch (Balloch = her fathers family name). I am single but my sister is now
married and has changed to her husbands surname. She married Dave Campbell
and is now Kirsty Campbell. Their children will also take the surname of Campbell.
In the past, it was a strong tradition for a woman to change to her husbands
surname when she got married. However, many women choose not to change their
surname now.
TITLES
Miss
Mrs. (/misiz/)
Ms. (/miz/)

Mr. (/mista/)
Doctor (Dr.) / Professor

Unmarried woman
Married woman
Married or unmarried woman used by many
women instead of Miss or Mrs.
Very helpful if you dont know whether someone is
married or single
For a man married or single
(any status)
Other titles male or female

Please Note:
*I am called by my first name, Linda, by people who know me well.
*In a more formal relationship, the title and then the family name
would be used Miss Robertson but never Miss Linda.
*If you are in a formal situation and the person does not give his/her
Name, address a man as Sir and a woman as Madam.
(Please come with me, Sir.
Please take a seat, Madam.)

ENGLISH FOR SECRETARIES, Part 1

NAMES SYSTEM IN ETHIOPIA


Now complete the following task to help you to explain the Ethiopian names system
and titles to a foreign visitor:
GAP FILLING
Choose a suitable word from the box below to fill in each gap in the text. You can
use each word only once!
In Ethiopia, the names system is a little different. Let me explain to
you how our names work
After each persons first name, their second name is their
first name.
In Ethiopia, when a woman , her name doesnt
, only her from Miss to Mrs.
When a couple have .., they take their fathers
name after their own.

change
marries

first
title

children
fathers

Now try to complete the explanation of USE OF TITLES:


In Ethiopia, the title is followed by the persons name, not their
. name.

ENGLISH FOR SECRETARIES, Part 1

REFERENCE PAGE: THE ENGLISH ALPHABET


Listen and follow the 26 letters of the alphabet in English:
Upper Case
(capitals)
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
R
S
T
U
V
W
X
Y
Z

GAME

lower case
a
b
c
d
e
f
g
h
i
j
k
l
m
n
o
p
q
r
s
t
u
v
w
x
y
z

vowels
a
e
i
o
u
& 21 consonants

Hangman

Your tutor is thinking of the first name of a participant in the class.


Guess the letters until you have spelled the name!
SPELLING IN ENGLISH: SPEAKING PRACTICE
Ethiopian names can be difficult for foreign visitors to understand and they may ask
you to spell words for them. This can be an especially useful skill if you are talking
to them on the telephone. You may, of course, also have to ask them to spell their
names if you are unsure of them.
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ENGLISH FOR SECRETARIES, Part 1

Pairwork
Practise with a partner spelling your own first and second names in
English:
(A) What is your name?
(B) My name is..
(A) Can you spell that, please?
(B) Of course, my first name is_ _ _ _ _
and my second name is _ _ _ _ _ _ _ _ _
(A)Thank you.
(B) No problem.

COUNTRIES, NATIONALITIES & LANGUAGES


Group-work Brainstorming
A large number of foreign visitors come to HU for short visits or longer-term stays.
Think about the foreign visitors you have already met..
Which countries did they come from?
What were their native languages?
Now add examples to the grid:
Country
Scotland, UK

Nationality
British

Language
English

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ENGLISH FOR SECRETARIES, Part 1

WELCOMING VISITORS: RECEPTION SKILLS


SPEAKING PRACTICE: ROLEPLAY
Work with a partner. Read out and practise Model Dialogue 1 and then Model
Dialogue 2. Swap roles. Focus on pronunciation and intonation.
Model Dialogue 1: A Knock on the Office Door
(A) = foreign visitor

(B) = secretary

(A) Good morning!


(B) Good morning! Come in, please.
(A) My name is Mary Smith.. Im a visitor from the UK.
(B) Pleased to meet you! Welcome to Haramaya University.
How can I help?
(A) I would like to speak to Dr. Kebede.
(B) No problem. He is busy at the moment but he will be available soon.
Please take a seat.
(A) Thank you.
(B) Youre welcome.
..
(B) Excuse me, Ms. Smith Dr. Kebede will see you now.
Please come with me and I will show you the way.
(A) OK. Thank you.
(B) You can go in.
Model Dialogue 2: Taking a Message
(A) = foreign visitor

(B) = secretary

(A) Good afternoon!


(B) Good afternoon! How can I help you?
(A) Would it be possible to speak to Professor Dereje?
(B) Im very sorry hes not here at the moment. Hes in a meeting.
(A) When will he be back?
(B) He should be back in the office after 3.30pm (foreign time).
(A) Thank you. I will come back later. Can you give him a message?
(B) Certainly.
(A)Please tell him that David Wilson came to speak to him and will
return at 4:00pm.
(B)No problem. Ill pass on your message.
(A)Thanks for your help.
(B)Youre welcome.

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ENGLISH FOR SECRETARIES, Part 1


Now read out Model Dialogue 2 again but make the following changes:
1. Your boss is now at a conference in Addis Ababa for one week and will
return next Monday.
2. David Wilson says he will return next Monday morning at 10:00am
(foreign time).

PASSING ON MESSAGES IN ENGLISH


Message 1
Tell your boss in English when he returns from his afternoon meeting about
the visit from David Wilson.
Message 2
Write a message in English for your boss when he returns from the
conference in Addis Ababa.
Include the following points:

David Wilsons visit


Will return
The day
The time

MESSAGE

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ENGLISH FOR SECRETARIES, Part 1

REFERENCE PAGE: NUMBERS

0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21

zero
one
two
three
four
five
six
seven
eight
nine
ten
eleven
twelve
thirteen
fourteen
fifteen
sixteen
seventeen
eighteen
nineteen
twenty
twenty-one

30
40
50
60
70
80
90

thirty
forty
fifty
sixty
seventy
eighty
ninety

100
101

one hundred
one hundred and one

200

two hundred

542

five hundred and forty two

1000

one thousand

1,670 one thousand,


six hundred
and seventy
3,000 three thousand

1,000,000 = 1 million

10,000,000= 10 million

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ENGLISH FOR SECRETARIES, Part 1

NUMBERS PRACTICE: ACTIVITIES


SPEAKING Whats this number in English?
(1) 45
(2) 67
(3) 99
(4) 25
(5) 36
(6) 51
(7) 80

(8) 92
(9) 103
(10) 528
(11) 237
(12) 999
(13) 874
(14) 150

(15) 1,236
(16) 3,843
(17) 9,999
(18) 20,000,000
(19) 15,000,000
(20) 800,000

LISTENING (& READING aloud with class)


Write down each number as a figure to show you have understood:
1. one hundred and twenty-five
2. six thousand, seven hundred and fifty-one
3. seven million
4. three hundred and ten
5. eighty-nine
6. fifteen
7. nine hundred and ninety-nine
8. fifteen thousand, two hundred and nineteen
9. one thousand, five hundred
10. seven hundred and sixty-five
WRITING

Write out the following numbers in English:

1. 536
2. 1,712
3. 5,000,000
4. 3,829
5. 78
6. 15,000
7. 7,214
8. 981
9. 195
10. 20,452

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ENGLISH FOR SECRETARIES, Part 1

TELEPHONE NUMBERS
What is your mobile phone (UK) number?
cellphone (USA)

My mobile phone number is 0915 76 15 26

(= zero nine one five seventy-six fifteen twenty-six)

What is the office phone number?

The office phone number is 251-025-6610769 (Extension 895)


(=two five one zero two five six six* one zero seven six nine)
(Extension eight nine five)
*or: double six

What is the office/university fax number?

The office/university fax number is ..

What is your home phone number?

My home phone number is


I dont have a phone at home. I use my mobile.

LISTENING PRACTICE
Listen to the phone numbers and note them down correctly:
1. My mobile phone number is zero nine one one fourteen thirty-six zero nine.
2. My mobile phone number is zero nine one two fifteen twenty eighty-one.
3. My mobile phone number is zero nine one five sixty-five zero seven ninetytwo.
4. The office phone number is two five one zero two five six six one zero seven
forty-six.
5. The office phone number is two five one zero two five six six one four five
nine three.
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ENGLISH FOR SECRETARIES, Part 1

6. The office phone number is two five one zero two five double six one five
three nine two Extension two three zero.

SPEAKING PRACTICE
Practise asking for the other secretaries mobile phone numbers and office phone
numbers. (They can also give you the office/university fax number and/or their
home phone numbers if they have them and wish to do so.)
Write the numbers down and check with the others that you have understood
correctly!
You should also be prepared to give the other secretaries your phone numbers when
they ask you.

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ENGLISH FOR SECRETARIES, Part 1

TELEPHONE CALLS
Read the dialogues and answer the questions below.
Dialogue 1
(A)Secretary

(B)Caller

(A) Hello. Haramaya University. English


Department. How can I help you?
(B) Hello. Can I speak to Mr. Teshome, please?
(A) Ill pass you over. Please hold the line.
(B) Thank you.
(A) No problem.

Questions about telephone language:


1. What phrase does the secretary use to say that she will give the
phone to the person the caller wants to speak to?

2. Find the phrase the secretary uses to ask the caller to wait and
not to hang up.

Dialogue 2
(A) Secretary

(B)Caller

(A) Hello. Haramaya University. Education Faculty. How can I help you?
(B) Hello. Can I speak to Dr. Lemessa, please?
(A) Ill just get him. Can you call back in 10 minutes, please?
(B) Yes, of course.

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ENGLISH FOR SECRETARIES, Part 1


(A) Who shall I say is calling?
(B) Sarah Brown.
(A) Im sorry, I didnt catch that. Could you repeat it, please?
(B) Certainly. This is Sarah Brown.
(A) Thank you, Ms. Brown. Please call back in 10 minutes.
(B) O.K. Bye!
(A) Goodbye!

Questions about Telephone Language


Match each phrase with the correct definition:
1. Ill just get him/her

(a) = asking for the callers name

2. Who shall I say is calling?


again

(b) = asking the caller to say his/her name

3. Please call back.


understand

(c) = explaining that she didnt


or hear the callers name correctly.

4. Could you repeat it, please?

(d) = explaining that she will go and find


the person the caller wants to speak
to.

5. Im sorry, I didnt catch that.

(e) = asking the caller to phone again but


at a later time.

Dialogue 3
(A)Secretary

(B) Caller

(A) Hello. Haramaya University. Academic Vice-Presidents Office.


How can I help you?
(B) This is Steven Jones. Could I speak to the Academic Vice-President,
please?
(A) Im sorry Im afraid hes out at the moment. Can I take a message?
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ENGLISH FOR SECRETARIES, Part 1

(B) Yes. Could you ask him to call me back? I need to talk to him about the
workshop next week - its urgent. Here is my office phone number 025
6610918.
(A) Could you repeat the number for me, please?
(B) Of course, its 025 6610918.
(A) Thank you and could you also spell your name for me?
(B) No problem this is Steven Jones S T E V E N J O N E S.
(A) Thank you. Let me repeat that - your name is Steven Jones and your
office phone number is 025 6610918.
(B) Thats correct.
(A) Thank you Mr. Jones - Ill make sure he gets this message as soon as he
gets back.
(B) Bye! Thanks for your help!
(A) Youre welcome. Goodbye!

Now fill details of the message for your boss in the box below:

TELEPHONE MESSAGE

Message for:
From: ..
Telephone number:
Regarding:
.
.

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ENGLISH FOR SECRETARIES, Part 1

Questions About Telephone Language:


1. What is another way of saying Im sorry that / I apologise
that?

2. Note down the way that the secretary explains she will say the
callers name and telephone number again so that the caller can
check them.

3. Find the phrase that the secretary uses to say that she will pass on
the message to her boss when he returns.

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ENGLISH FOR SECRETARIES, Part 1

EXPLAINING PROCEDURES & REGULATIONS


Brainstorming:
How often do foreign visitors request information about the following areas?
Tick the appropriate column on the grid to show your own experiences:
Often

Sometimes

Never

1.
2.
3.
4.
5.

Toilets
Getting hot & Cold drinks
Staff lounge
Library
Borrowing
Items
(e.g. Stapler)
6. Post office
7. Transport
8. Making
Phone calls
9. Clinic
10. Photocopying
11. Security
12. Internet
Facilities
13. Shopping
Facilities
14. Water supply
15. Electricity
Supply

From your own experiences, can you now add any other areas to the list?
...........
...

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ENGLISH FOR SECRETARIES, Part 1


EXPLAINING PROCEDURES & REGULATIONS: Activity
Read the following questions asked by foreign visitors:
1. Can you please tell me what kinds of foods I can order in the Staff
Lounge? Is it a buffet so that I can take what I want?
2. Can you please tell me the opening hours of the post office in European time?
3. Is it possible for me to use the Internet on campus?
4. I cant find the ladies toilets. Can you explain the system to me?
5. There is no supermarket on campus so where can I buy some basic items?
6. Please may I borrow the stapler?

Now use the prompts below to form a suitable answer for each question:
(1)
The Staff Lounge normally serves.............................................
You have to give .................................................

(2)
It opens at ...................................
It closes at ............................................................................................
It is open from to only.

(3)
It is possible for you to use the Internet

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ENGLISH FOR SECRETARIES, Part 1


(4)
You can use the ..............................
I will give you ........................................
Lock the door from the ..................................................

(5)
You can buy basic items .

(6)
Of course / certainly / no problem.
Please . it to me when you have finished!

PRACTICE IN GROUPS
*Think about other questions you are often asked by foreign visitors
*Work together to form suitable answers to these questions in English.
*Now feedback your ideas to the other participants.

REFERENCE PAGE: OFFICE ITEMS


Please, may I borrow.

A stapler?
A hole punch?
A pair of scissors?
A pen?
A pencil?

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ENGLISH FOR SECRETARIES, Part 1


Please can I have.

An envelope?
Some cello tape?
Some glue?
Some paper clips?
Some lined / plain paper?

Please can I use..

The computer?
The printer?
The telephone?
Your memory stick?

REFERENCE PAGE: DIRECTIONS

Go straight on / ahead

Go up here
Go down there

Turn right
Turn left

Go up to the car park


Go down to the Faculty of Business and Economics
Go past the Faculty of Education

Its a few minutes walk.


Its quite near. / Its not far.
Its far away.

It is in this building upstairson the second floor/ on the first floor

It is in this building downstairson the ground floor.


in the basement.

It is in the building behind this one.


in front of
next to

It is on your right / left.


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ENGLISH FOR SECRETARIES, Part 1

PRACTICE: DIRECTIONS
(1) GROUP-WORK
Form small groups. Each secretary in the group should
then say to the others the name of the person who is:

On her right
On her left
In front of her
Behind her
Next to her

(2) GAME Following Directions


1. 1 secretary volunteers to step outside the class for 1 minute.
2. The other secretaries hide a small office object somewhere in the class.
3. When the secretary outside comes back in, the others have to guide her to
the object by giving directions in English.

GIVING DIRECTIONS TO VISITORS: Activity


This is an activity to help foreign visitors who do not know their way around your
campus. This is based on Haramaya Universitys campus, however, it can easily be
modified to your institution.
Work with a partner and discuss and then write down your answers.
You can draw a map to help the visitors if you wish!
Person 1

(Location = Outside the Administration building)

Excuse me, can you help me? I want to go to the library.

Person 2

(Location = In the car park)

Excuse me, please could you tell me how to get to the post office?

Person 3

(Location = Information office in the Administration


building)

Excuse me, can you please tell me how to get to the Presidents Office?
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ENGLISH FOR SECRETARIES, Part 1

Person 4

(Location = College of Agriculture)

Excuse me, Im looking for the Staff Lounge.

Person 5

(Location = English Department office)

Excuse me, please can you direct me to the Education Faculty office?

Person 6

(Location = Finance office)

Excuse me, Im looking for the School of Graduate Studies.

Now discuss and note down 2/3 more possible dialogues.

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ENGLISH FOR SECRETARIES, Part 1

EXPLAINING PROBLEMS AND APOLOGISING


1. Read the following problems that foreign visitors are experiencing.
2. Work with a partner to choose a possible polite explanation and/or apology
that you could use from the list on the next page.
Problem (1)
Can you help me, please? Im trying to access the internet to read my email but I cant get it to work.
Problem (2)
Sorry to bother you but there was no electricity this morning. Is there a
reason for that?
Problem (3)
Im trying to make a phone call to the Finance Office but I cant get
through.
Problem (4)
Excuse me, I have a problem with the vehicle I booked for 8.00 this
morning. It hasnt arrived yet.
Problem (5)
Can you please explain to me why my photocopying is not back yet. I said it
was urgent.
Problem (6)
I want to make a complaint. It is now 4.00 pm and I have had no water at
all today.
Problem (7)
Can you please tell me why I cant cash this cheque at the university today
its very inconvenient.

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ENGLISH FOR SECRETARIES, Part 1


SUGGESTED POLITE EXPLANATIONS & APOLOGIES
a) I apologise for that. Sometimes there
are many requests for transport. I
will send someone to check for you.

b) Apologies for the inconvenience. We


get power cuts sometimes but it
should come back on soon.

c) Im very sorry about that. There are d) So sorry, the lines are very busy this
shortages in this area and so we
morning.
restrict supply at certain times. I will
If you give me the number, Ill keep
check the situation for you.
trying for you.
e) Unfortunately, the staff responsible
for duplication have been very busy.
I will ask them to try to complete it
for tomorrow. Sorry for the delay.

f) Im sorry, the whole system is down


across the campus.

g) Sorry for the inconvenience but the


cashier is not available today. You
should be able to get your money
tomorrow.

h) All I can do is apologise. I appreciate


that it is inconvenient but I will try
my best to sort the matter out.

We will have to wait until it is


working again.

IDENTIFYING USEFUL LANGUAGE


1. Now look again at the possible responses to the problems.
2. Note down as many different ways as you can of saying.Im sorry.
.......
...
3. Which apology is a useful one to know as it can be used in many different
situations?
.......
...
BRAINSTORMING

Discuss your own experiences of any other complaints made by visitors or


problems they experienced.
Note down any examples and possible responses you could make.
Feedback to the rest of the group.
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ENGLISH FOR SECRETARIES, Part 1


If you deal with a problem a visitor experiences, he/she may say some of
the following phrases to you:
Thank you for the explanation. Now I understand.
Please dont apologise. I know its not your fault.
Thanks for your help.
Thank you for sorting the matter out for me.
Good responses from you to finish the conversation are:
Happy to help.
Please do not hesitate to ask for assistance at any time.
No problem at all.

29

ENGLISH FOR SECRETARIES, Part 1

WRITING & WORD PROCESSING


Think about the writing and word processing you have to
do most often in your job
Rank the types of writing and word processing below on a
scale of 1-12 from most often to least often. Circle your
response.

Formal Letters
Lists Of Students
Internal Memos
Minutes Of Meetings
E-Mails
Invoices
Agendas
Filling In Forms
Timetables
Editing Texts / Checking For
Errors
Notices / Posters (E.G.
Announcement Of A Meeting)
Word Processing Of
Coursework Materials For Your
Department/Faculty
Are there any other writing
tasks which you do as part of
your work?

Most
Often
1 2
1 2
1 2
1 2
1 2
1 2
1 2
1 2
1 2
1 2

3
3
3
3
3
3
3
3
3
3

4
4
4
4
4
4
4
4
4
4

5
5
5
5
5
5
5
5
5
5

6
6
6
6
6
6
6
6
6
6

7
7
7
7
7
7
7
7
7
7

8
8
8
8
8
8
8
8
8
8

9
9
9
9
9
9
9
9
9
9

10
10
10
10
10
10
10
10
10
10

Least
Often
11 12
11 12
11 12
11 12
11 12
11 12
11 12
11 12
11 12
11 12

10

11

12

10

11

12

10

11

12

30

ENGLISH FOR SECRETARIES, Part 1

FILLING IN FORMS
Quick Quiz!
Match up the following headings on a form with the correct
information.
The fastest team to complete the task correctly are the winners!
1. Forename
2. Surname
3. Gender
4. Title
5. Marital status
6. Date of birth (D.o.B)
7. Nationality
8. Occupation
9. Allergies / medical information
10. Next of kin

(a) Ms.
(b) British
(c) 22 May 1968
(d) None
(e) Female (F)
(f) Mr. & Mrs. F Robertson, UK.
(g) Linda
(h) single
(i) Robertson
(j) Teacher

HELPING A FOREIGN VISITOR TO COMPLETE A FORM


Many visitors and foreign employees at HU need to book a vehicle at some
point during their stay.
Read the following conversation and then use the example Transport
Request form and the English headings to work out how to help the visitor or
foreign employee to complete the form correctly.
Work with a partner and practise the completed dialogue together.
Foreign visitor:

Good afternoon. I need to book a vehicle for next


week. Can you explain the system to me, please?

Secretary:

Of course I can. First of all, you have to complete a


form. It is in Amharic but I will explain to you what
the headings mean.

Foreign visitor:

Thank you. I cant understand Amharic when it is


written down as the script is so different.

Secretary:

Dont worry. Im happy to translate. Here is the


form. The first heading is for todays date and I will
fill that in for you.
This heading is for you to fill in.

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ENGLISH FOR SECRETARIES, Part 1


EXAMPLE TRANSPORT REQUEST FORM:
The reason for requesting the vehicle

The department you work in or are


attached to

The date you are leaving

Where you are going to

The names of the people travelling

The number of people travelling

The time of departure

Your signature

Where you are leaving from

Sign here, please!

Foreign visitor:

What does this heading mean?

Secretary:

That is for an authorization signature. I will see to it


that the form is signed and then sent to the
Transport Department for processing.

Foreign visitor:

Thank you very much for your help."

EDITING TEXT & CHECKING ACCURACY OF WORD PROCESSING

REFERENCE PAGE: WHEN TO USE CAPITAL LETTERS


Use a capital letter.
1. For I
a. It is with great pleasure that I welcome you to Haramaya University.
2. To begin a sentence
a. Thank you for your letter of 5 January.
3. To begin speech
a. The secretary said: Sorry - there is an important meeting
b. Taking place at the moment so you cant go in there.
4. For many abbreviations and acronyms
a. UN, HIV/AIDS, VSO, ELIP

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ENGLISH FOR SECRETARIES, Part 1


5. For days of the week, months of the year and holidays
a. Monday, May, Easter
6. For countries, languages and nationalities, religions
a. Ethiopia, English, American, Orthodox Christian, Muslim
7. For peoples names and titles
a. Professor Smith, Dr. Wilson, Mr. Brown, Mrs. Jones
8. For trade-marks and names of companies and other organizations
a. Coca-Cola, Microsoft Corporation, Toyota, the Red Cross
9. For places and monuments
a. Addis Ababa, Harer, Lalibela
10. For titles of books, songs, films
a. Business English

REFERENCE PAGE: PUNCTUATION MARKS


Punctuation is the system of symbols (e.g. ! ? , . -) that we use to separate sentences
and parts of sentences to make their meaning clear.
Each symbol is called a punctuation mark.
Symbol

Name

.
,

full stop/period (U.S)


comma

?
!
-

question mark
exclamation mark
hyphen

dash

oblique/slash

quotation marks
apostrophe

semi-colon

colon

Example
The meeting is on Monday morning.
I speak English, Amharic and Afan
Oromo.
How are you?
Help!
The university has a very up-to-date
computer system.
In each town Harer and Dire Dawa
there is a Ras Hotel.
Please press your browsers
Refresh/Reload button
The secretary said: Please sign here.
The Presidents Office
The Students Lounge
I dont watch TV very often; I prefer
to read.
Subject:

33

ENGLISH FOR SECRETARIES, Part 1


The Value of Punctuation.!!!
An English teacher wrote these words on the whiteboard:
Woman without her man is nothing.
The teacher then asked the students to punctuate the sentence.
The men wrote: Woman, without her man, is nothing.
The women wrote: Woman! Without her, man is nothing.

EDITING TEXT & CHECKING ACCURACY OF WORD PROCESSING


Practice task
Read the following text about Haramaya University word processed by a secretary.
There are 20 spelling and punctuation errors in the text. Work with a partner to
find the mistakes and correct them.
Haramaya University is located approximately 510 kms
east of addis ababa.
It was founded after an
agreement was made between Ethiopia and the government
of the United States of america in 1952 and Oklahoma
University then set up a Collage of Agriculture and
Mechanical Arts which first opened for students in
1953.
In 1967, the contract with Oklahoma University
ended and the institution became known as alemaya
College
of
Agriculture.
Graduate
studies
were
launched in 1979/80 and, in May 1985, the institution
achieved
university
status.
Another
period
of
transformation followed in 1995/96 when the Education
and Health Faculties were opened and it was renamed
Alemaya University instead of Alemaya University of
Agriculture.
Since that time, the university has
continued
to
expand
with
the
addition
of
the
Facilities of Law and Business and Economics in
september 2003, the Faculty of Veterinary Science in
2004 and the Faculty of Technology in 2005.
Haramaya University now operates out of four campuses
the main campus which is 5 ms out of Haramaya town,
the Harar campus which houses the Faculty of health
Sciences, the Dire Dawa campus where the Faculties of
Law and Technology are situated and, finally, the
Jijiga campus where the Faculty of Veterinary Medicine
can be found

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ENGLISH FOR SECRETARIES, Part 1


the main campus has developed into a self contained
university complex of 440 hectares of land and serves
as a base for the Management offices, Research and
Extension Office School of Graduate Studies, College
of Agriculture, Faculty of Education, Faculty of
Business and Economics and Faculty of Continuing and
Distence Education which
also runs courses throughout the Summer. The services
provided
include
students
dormitories,
staff
accommodation, dining areas, a new staff lounge, a
libary, a computer room, a post offise, small shops,
beef and dairy farms and sports facilities.
Haramaya university offers a warm welcome to all
staffs and students who work and study here and aims
to ensure high quality in all of its activities.

WRITING BUSINESS LETTERS


Block format is the most common format used in
business today. With this format, nothing is
centred the senders address, the recipients
address, the date and all new paragraphs begin at
the left margin.
Some Basic Guidelines For Formatting a Business Letter:

Use A4 (European) or 8 X 11 inch (U.S) paper or letterhead.


Use 2.5 cm or 1 inch margins on all four sides.
Use right-ragged formatting (not justified on right side).
Use a simple font such as Times New Roman or Arial.
Use 10 to 12 point font.
Use a comma after the salutation (Dear Mr. Bond,).
Single space within paragraphs and double space between paragraphs.
Double space between last sentence and closing (Yours sincerely,).
Leave 3 to 5 spaces for a handwritten signature.
cc: (meaning copies to) comes after the typed name (if necessary).
enc: (meaning enclosure) comes next (if necessary).
Fold in three (horizontally) before placing in the envelope.

Writing The Date On Letters


35

ENGLISH FOR SECRETARIES, Part 1

The most common formats are:


10 May 2007 (European)

May 10, 2007 (U.S)

The month is usually written rather than using a number because Europeans put the day
first but the U.S puts the month first.
Months of the Year
January
May
September

February
June
October

March
July
November

April
August
December

36

ENGLISH FOR SECRETARIES, Part 1

WRITING BUSINESS LETTERS


TERMINOLOGY
Write the correct term from the box on the next page beside the area on the letter:

10 May 2007

= Date

Mr. Peter Black


25 New Street
LONDON
SW16 2DY
UK

Dear Mr. Black,

Haramaya University

Yours sincerely,

=
Dr. Alemayu Kebede
Academic Vice-President

Cc:

Enc:

37

ENGLISH FOR SECRETARIES, Part 1

copy to

signature (hand-written)

letterhead / logo

Writing Business Letters

name, title (typed)

closing

recipient

salutation

body of letter

enclosure

subject

PRACTICE TASK

Now work in a group or with a partner and try to write a reply to Peter
Black.
He wrote to the university asking for information about courses for
foreign students.
Put the 8 phrases below in the correct order to form a suitable letter:
Haramaya University (Facts & Figures 2005/06)
Please find enclosed a leaflet with information about the university, including
details of fees charged to foreign students which I hope you will find of
interest.
I look forward to hearing from you again in the near future.
Thank you for your letter of 30 April requesting information about
Haramaya University and courses on offer to foreign students.
An application form for admission to the university can be provided on
request.
If you require more information, please feel free to contact me again and I
will be happy to be of further assistance.
With thanks for the interest you have shown in our university.
The university welcomes applications from Ethiopian students as well as
foreign nationals.

1. Who would receive a copy of the letter? Fill in the information in the
letter.

38

ENGLISH FOR SECRETARIES, Part 1

WRITING A MEMO
Memos are short, internal business letters sent to staff within the same company. A
memo may also be posted inside an institution for all to see. They are becoming less
common due to use of e-mail.
Memos do not usually include a salutation.
INTERNAL MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Message starts here.

WRITING AN INTERNAL MEMO: PRACTICE TASK


Write a memo filling in the headings correctly and then a suitable message in
English:

Use todays date


The memo is from the president
It is to all members of staff
The memo invites all interested members of staff
Presentation by British Council
About services and scholarships
Use a future date and give a time
Mention the venue
Good attendance would be appreciated

What would be a suitable ending for the memo? Add it to the end of your finished
piece of work.

39

ENGLISH FOR SECRETARIES,


SECRETARIES Part 1

E-MAIL
When using e-mail
mail in business, most of the guidelines for
formattingg business letters apply. Internal ee-mails are often
formatted more like a memo than a formal letter.
Some Guidelines For Business E
E-Mails:

Doo not use key words for the subject that could send the e--mail to the
recipients trash box.

Repeat the subject line in the body of the ee-mail,


mail, beneath the
salutation.

Use the cc address line to copy more than one person with the ee
mail.

Instead of a signature, include your typed name and below it your ee


mail address and other contact numbers and addresses if necessary.

Remember that people often print out ee-mails


mails and so your e-mail
e
address and the subject line will be lostt if you do not include them in
the body of the ee-mail.

INTERNAL E-MAIL
CALLING A MEETING: PRACTICE TASK
Write an internal e-m
mail to the committee responsible for writing a summer
training course. It is from Ahmed Kebede (akebede@gmail.com)

It is to mgemechu@hotmail.com and stadesse@yahoo.com


Reminder of meeting
eeting date, starting and finishing time, venue
Mention that
at an agenda is attached
Members are expected to attend
Purpose of meeting = to discuss subjects to include in the materials
To:
Cc:
Subject:

40

ENGLISH FOR SECRETARIES, Part 1

SENDING A FAX:
READING PRACTICE TASK
Read the fax and find the following information:
1.
2.
3.
4.
5.

The date and time the fax was received at HU


The overall subject of the correspondence
The event, date and venue
The extra request made
The expression used to express thanks at the end of the fax
2 May 2007
Dr. Tesfahun Kebede
Dean, Faculty of Education
Haramaya University
Dear Dr. Tesfahun,
Request for permission for volunteer to attend ELIP Workshop
VSO Ethiopia is writing to inform you about an ELIP Workshop which will
take place on 16-18 May 2007 at the VSO Programme Office in Addis Ababa.
VSOE respectfully request that Haramaya University release Linda
Robertson from her duties so that she can attend and participate in the
workshop. Please note that travel time is not included in the above dates and
the volunteer may need extra days for travel in addition to the scheduled
dates of the workshop.
VSOE greatly appreciates your cooperation with this request. If you have
any queries or require any additional information, please do not hesitate to
contact me.
Yours sincerely,

Tigist Desso
Programme Support Officer
AGENDAS & MINUTES OF MEETINGS

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ENGLISH FOR SECRETARIES, Part 1

AGENDA:

CHECKING FOR ERRORS

You have been asked to check the agenda for a meeting


before sending it out to attendees. There are 10 errors in
the agenda. Identify and correct them.
AGENDA
(1) Wellcome, Introduction: President (5 minutes)
(2) Questions; Everyone
(3) Presentation of oficial programme of induction for new 1st year
students
(4) information on events planned for female students: Gender Office
representative (10 minutes)
(5) Input on Hiv/Aids to new students: HIV/AIDS representative
(10 minutes)
(6) Social programme planned for new students: Dean of Students
(15 minutes)
(7) Minutes of Previous meeting: AVP (10 minutes)
(8) Closing remarks: President (5 minutes)

TAKING THE MINUTES


Example of an outline of minutes:
Programme of induction for new 1st year students
Date:
Venue:
Start:
Chair:

Finish:

Attendees / Present:
(If it is a big meeting then there is usually a list to be checked off)
1.
2.
3.
Apologies:

Work with a partner to discuss and make up possible information to go beside each
heading.

42

ENGLISH FOR SECRETARIES, Part 1

EXAM PREPARATION
Work in groups and discuss areas you would like to practise
more before the exam at the end of Level 1.
(E.g. Reception skills, phrases for apologizing, spelling of certain
words)
Feedback to the whole group. Group and tutor to decide on a
possible revision strategy.

43

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