Chair of the Department of English Studies
Professor L J R a f a p a
Course Coordinator
Mr JD Proctor
Compilers
Mr JD Proctor
Ms LM Masehela
Dr JE Mitchell
Ms I Fouche
Ms T Westbrook
Revised by
Ms Q Snyman
Editing
Prof CR Davey
University of South Africa
Pretoria
Open Rubric
© 2016 University of South Africa
Chair of the Department of English Studies
Professor LJ Rafapa
Course Co-ordinator
Mr JD Proctor
Compilers
Mr JD Proctor
Ms LM Masehela
Dr JE Mitchell
Ms I Fouché
Ms T Westbrook
Revised by
Ms Q Snyman
Editing
Prof C Davey
All rights reserved
Printed and published by the University of
South Africa Muckleneuk, Pretoria
ENN1504/1/2016–2018
98917498
Indesign
All rights reserved. No part of this Introduction and Scheme of Work may be reproduced in any form
except with the permission of the University of South Africa. Students who have enrolled for tuition
may quote excerpts for academic purposes.
ENN1504 – Practicing Workplace English
ENN 1504 WORKBOOK
Table of Content s
ENN1504 Workbook _________________________________________________________ 4
English Usage ______________________________________________________________ 5
1.
Spellcheck _________________________________________________________________ 5
2.
A Word or Two _____________________________________________________________ 8
3.
Punctuation Problems _______________________________________________________ 9
4.
Capitals __________________________________________________________________ 15
5.
Dates, Times and Numbers __________________________________________________ 16
6.
Preposition Problems _______________________________________________________ 19
7.
More Than One, but Singular _________________________________________________ 22
8.
Recommendations, Suggestions, Requests and Demands __________________________ 23
9.
Overworked Words and Phrases ______________________________________________ 25
10.
A Few Verb Difficulties ____________________________________________________ 27
11.
Problematic Pairs and Groups of Words ______________________________________ 38
12.
Mixed-Bag Activities for Miscellaneous Problems ______________________________ 49
Assignment Preparation Activities ____________________________________________ 56
1.
Learning Unit 1: Writing skills in Professional Correspondence ______________________ 56
2.
Learning Unit 2: Minutes of Meetings __________________________________________ 73
3.
Learning Unit 2: Meetings: Language skills, grammar, vocabulary and style ___________ 82
4.
Learning Unit 3: Report Writing _______________________________________________ 92
5.
Learning Unit 3: Incident Reports ____________________________________________ 110
6.
Learning Unit 3: Progress Report _____________________________________________ 115
7.
Learning Unit 4: Proposals __________________________________________________ 123
Examination Preparation Activities __________________________________________ 128
1.
Examination Preparation - Writing skills in Professional Correspondence ____________ 128
2.
Examination Preparation - Minutes of Meetings ________________________________ 130
3.
Examination Preparation – REport Writing _____________________________________ 133
4.
Examination Preparation – Writing Proposals __________________________________ 134
Study Unit 1 – Writing Skills in Professional Correspondence
Page 3
ENN1504 – Practicing Workplace English
Workbook for
ENN1504
Dear Student,
The activities presented here in print were primarily designed for interactive online use. This
workbook enables students who have limited Internet access, and who are not able to spend
long periods of time working online, to practice their English language and business writing
skills in preparation for the formal assignment and examination writing tasks in this module.
The workbook consists of three parts:
•
English Usage Activities: These activities are designed to help you avoid common
flaws in writing style, including poor sentence construction and non-standard English
usage in business documents. They also focus attention on selected mistakes in
grammar, spelling and punctuation.
•
Assignment Preparation Activities: These activities will prepare you for
assignments.
•
Examination Preparation Activities: These activities will serve as practice for
writing examinations.
For each question, you will see a suggested Model Answer (which is usually not the only
correct possibility) and, where appropriate, an additional Feedback field where further
clarification is provided.
Kind regards,
The ENN1504 Team
Study Unit 1 – Writing Skills in Professional Correspondence
Page 4
ENN1504 – Practicing Workplace English
English Usage
1.
SPELLCHECK
In each of the following sentences, the word underlined has been misspelled.
Correct the misspelled word.
1.
2.
3.
4.
5.
Our offices are just accross the road from the railway station.
Model Answer:
Across
Feedback:
Only one “c”.
I will be writting to you very soon.
Model Answer:
writing
Feedback:
“Writing” contains only one “t”.
She is a member of the executive comitee, and will probably be able to assist you.
Model Answer:
committee
Feedback:
Double “m”, double “t”.
I will not be able to arrange a definate appointment before Wednesday.
Model Answer:
definite
Feedback:
Spelling error. Definite is spelled with and “i”, not an “a”.
Please see that there are enough tables, chairs, cups, saucers, ect. in the seminar
room.
6.
Model Answer:
etc.
Feedback:
Pronounce this as et-set-era, and not as ek-set-era.
I feel that this would be very good for bussiness.
Model Answer:
business
Feedback:
Derived from the word “busy”, which contains only one
“s”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 5
ENN1504 – Practicing Workplace English
7.
Why should we expect the goverment to do something about it?
Model Answer:
government
Feedback:
“Government” is derived from “govern”. Therefore,
remember the “n”.
8.
It never occured to him that the consequences could be so serious.
Model Answer:
occurred
Feedback:
When a verb ends in the pattern: consonant-vowelconsonant, the final consonant is doubled
9.
10.
The guarrantee expires in about six months.
Model Answer:
guarantee
Feedback:
Delete the extra “r”.
You had better speak to the manager about this immediatly.
Model Answer:
immediately
Feedback:
Derived from the word “immediate”. When adding a
suffix, the “e” does not fall away.
11.
There is no point in holding a meeting now. I think we should postpone it untill all the
details have been made known.
Model Answer:
until
Feedback:
Like ‘truthful’, ‘faithful’, ‘hopeful' and so forth, ‘until’ also
has only one ‘I’ at the end.
12.
This kind of information could be gathered by distributing a questionair to all
members of staff.
Model Answer:
questionnaire
Feedback:
Note that this word has a double “r” and ends with an
“e”. This word is very often misspelled.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 6
ENN1504 – Practicing Workplace English
13.
14.
Yes, but will this have any detrimental effects on the enviroment?
Model Answer:
environment
Feedback:
Remember that the “n” is in fact pronounced.
We could ask the proffessor whether he would like to attend the conference.
Model Answer:
professor
Feedback:
Derived from the word “profess”, which contains only
one “f”.
15.
Seminar Room 218 has already been booked for a meeting. We will have to hold
ours in the dinning hall.
Model Answer:
dining
Feedback:
As in ‘dining room'. However, you can be invited out for
‘dinner’. The spellings of ‘dinner ‘and ‘dining’ are
sometimes confused.
16.
Should this not be convinient, please suggest alternative arrangements.
Model Answer:
convenient
Feedback:
Remember that “convenient” is usually an adjective. The
noun form of this word is “convenience”.
17.
18.
I have dicided not to buy the car.
Model Answer:
decided
Feedback:
Derived from the Old French word décider
Please keep these documents in a seperate file.
Model Answer:
separate
Feedback:
Useful mnemonic: There's "a rat" in "separate."
Study Unit 1 – Writing Skills in Professional Correspondence
Page 7
ENN1504 – Practicing Workplace English
2.
A WORD OR TWO
Part 1: Every Time
In each of the following sentences the word underlined should be written as two separate
words. However, in making the correction, you will need to reformulate the sentence as a
whole.
1.
When I go down to my reserved parking space, everytime I find someone else’s car
parked in it.
Model Answer:
Every time I go down to my reserved parking space, I
find someone else’s car parked in it.
Feedback:
2.
Every time is always two separate words.
When I get an assignment back, everytime I notice that she has commented on my
handwriting.
Model Answer:
Every time I get an assignment back, I notice that she
has commented on my handwriting.
Feedback:
Without using the appropriate two words we could also
say:
“Whenever I go down to my reserved parking space, I
find someone else’s car parked in it.”
OR
“Whenever I get an assignment back, I notice that she
has commented on my handwriting.”
Part 2: Spacing
From each of the following sentences, choose the correct alternative in brackets.
1.
He is a very authoritarian manager; (infact; in fact) it is not a good idea to criticise
anything that he says or does.
Model Answer:
in fact
Feedback:
“In fact” is always two words.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 8
ENN1504 – Practicing Workplace English
2.
Please don’t park (infront; in front) of the entrance.
Model Answer:
in front
Feedback:
There is no such word as “infront” even though it is
sometimes used in informal writing.
3.
Your idea sounds (alright; all right) to me, but I think we should investigate the matter
more thoroughly before reaching a final decision.
3.
Model Answer:
all right
Feedback:
“Alright” is a misspelling of “all right”.
PUNCTUATION PROBLEMS
Part 1: Correct the Mistake
Correct the punctuation mistakes in each of the following sentences.
1.
The person who’s office was broken into reported that some very important
documents were missing.
Model Answer:
Feedback:
2.
Whose going to chair the meeting this afternoon.
Model Answer:
Feedback:
3.
The person whose office was broken into reported that
some very important documents were missing.
The apostrophe in ‘who’s' indicates that a letter has
been left out. ‘Who‘s' is a contraction of the phrase ‘who
is’ . The next sentence shows when ‘who's' should be
used. Remember that 'whose' indicates possession:
'Whose pen is this?'
Who’s (or who is) going to chair the meeting this
afternoon?
“Whose” is the possessive form of who or which.
Its terribly hot in here. Is there no air-conditioning in the building.
Model Answer:
Feedback:
It’s terribly hot in here. Is there no air-conditioning in the
building?
Here you need the apostrophe to show that the letter ‘I”
has been left out in the contraction of ‘it is' to ‘it's‘.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 9
ENN1504 – Practicing Workplace English
4.
The committee submitted it’s report last week.
Model Answer:
The committee submitted its report last week.
Feedback:
Here the word ‘its’ is not a contraction of ‘it is’. No letter
has been left out of the possessive pronoun ‘its’, so
there is no need for an apostrophe.
5.
We would like to introduce you to a friend of our’s.
Model Answer:
We would like to introduce you to a friend of ours.
Feedback:
As in the above example, the word ‘ours’ is a possessive
pronoun that does not need an apostrophe because no
letter has been omitted The same applies to other
possessive pronouns, like ‘his’, ‘hers’, ‘its’, ‘yours’,
‘theirs’, ‘ours’.
6.
All of this is subject to managements new policies, which will be made known within
the next few weeks.
Model Answer:
All of this is subject to management’s new policies,
which will be made known within the next few weeks.
Feedback:
Here the new policies 'belong' to management, so we
use an apostrophe to show possession. Since we are
thinking in terms of one management team, which is
singular, the apostrophe is placed before the ‘s’.
7.
Don’t ignore the warning sign’s.
Model Answer:
Don’t ignore the warning signs.
Feedback:
Avoid using the apostrophe to show that a word is plural
The position of an apostrophe (i.e. before or after the ‘s’)
is only needed to show possession depending on
whether a word is plural or singular
Whenever we want to show possession (i.e. that one
thing ‘belongs' to another), we add an ‘s’. For example:
women - women’s
dog - dog’s
cat - cat’s
dogs - dogs’s
people - people’s
Study Unit 1 – Writing Skills in Professional Correspondence
Page 10
ENN1504 – Practicing Workplace English
However, we have a problem saying some of these
words, like ‘dogs’s’ or ‘birds's’. (Most of the words that
present this difficulty are plurals, since many of them
end in an ‘s’ already.) We therefore add only an
apostrophe, and not a second ‘s’.
This is why, when a word already ends with an ‘s' the
apostrophe appears after this ‘s’.
The dogs’ bowls.
The birds’ nests
This same rule applies to names that end with an 's':
James' pens.
8.
She owes me twenty five rand.
Model Answer:
She owes me twenty-five rand.
Feedback:
Numbers such as this between 20 and 100 are
hyphenated. e.g. thirty-seven, twenty-eight, forty-one,
etc.
9.
He owes me a days leave because he asked me to work on Saturday afternoon.
Model Answer:
He owes me a day’s leave because he asked me to
work on Saturday afternoon.
Feedback:
Here the ‘s' is used to show possession - it is a ‘day of
leave’. Similarly, ‘a month’s time’, ‘an hour’s time’, ‘two
years' hard labour’.
10.
In a truly non-sexist society we would speak of peoples’ issues rather than womens’
issues and mens’ issues. We could also discuss childrens’ issues.
Model Answer:
In a truly non-sexist society we would speak of people’s
issues rather than women’s issues and men’s issues.
We could also discuss children’s issues.
Feedback:
When an apostrophe is used to show possession (e.g.
the issues of the women; the bones of the dog) and the
word is plural, the apostrophe is usually placed after the
‘s’. For example, ‘the dogs’ bones’. However when the
Study Unit 1 – Writing Skills in Professional Correspondence
Page 11
ENN1504 – Practicing Workplace English
plural form of a word is different from the singular form,
there is no need to show that it is plural by moving the
apostrophe after the ‘s’. In these plural words the
apostrophe stays before the ‘s’, because the form of the
plural is different:
one man - two men - men’s issues
one woman - two women - women’s issues
one person - two people - people’s issues
one child - two children - children’s issues
11.
Is Arabic spoken in South-Africa?
Model Answer:
Is Arabic spoken in South Africa?
Feedback:
Do not hyphenate between capitalized words that are an
entity.
12.
Should I end this letter with “Your’s faithfully” or "Yours sincerely”?
Model Answer:
Should I end this letter with “Yours faithfully” or “Yours
sincerely”?
Feedback:
Yours should never have an apostrophe.
Part 2: Rewrite the sentence
Rewrite the following sentences, inserting the correct punctuation where necessary. Some of
the sentences may need to be reformulated.
1.
The refreshments are not cold they are lukewarm.
Model Answer:
The refreshments are not cold. They are lukewarm.
OR
The refreshments are not cold; they are lukewarm.
OR
The refreshments are not cold, but lukewarm.
OR
The refreshments are not cold - they are lukewarm!
Study Unit 1 – Writing Skills in Professional Correspondence
Page 12
ENN1504 – Practicing Workplace English
Feedback:
Remember that two statements that could stand as
separate sentences should not be joined by a comma.
Use a more appropriate punctuation mark, a conjunction
(joining word), or make them separate sentences.
2.
My Head of Department Mr Peterson suggested that I speak to you about it.
Model Answer:
My Head of Department, Mr Peterson, suggested that I
speak to you about it.
Feedback:
Here the name of the person who is your Head of
Department has been inserted into the already complete
sentence, “My Head of Department suggested that I
speak to you about it.” The two commas function as
‘brackets' to show the insert.
3.
I have thought about it very carefully but, given the present situation regarding the
budget I don't see how we can raise that amount of money.
Model Answer:
I have thought about it very carefully but, given the
present situation regarding the budget, I don’t see how
we can raise that amount of money.
Feedback:
As in the above example, the two commas here serve
as ‘brackets ‘to show that something has been inserted
into an already complete sentence.
4.
This other man, he asked me what was the time.
Model Answer:
A man asked me what time it was.
OR
This man asked me what the time was.
OR
A man asked me for the time.
Feedback:
Most English sentences conform to the SVO word order
(Subject comes before the Verb, which comes before
the Object).
Study Unit 1 – Writing Skills in Professional Correspondence
Page 13
ENN1504 – Practicing Workplace English
5.
The people who were involved in the project, they worked day and night for several
weeks on it.
Model Answer:
The people who were involved in the project worked on
it day and night for several weeks.
Feedback:
The “who” stands in for the pronoun “they”. To use both
is unnecessary and unidiomatic repetition.
6.
The stove in the cafeteria does’nt work properly, that’s why the food is cold.
Model Answer:
The stove in the cafeteria doesn’t work properly, and
that’s why the food is cold.
OR
The stove in the cafeteria doesn’t work properly. That’s
why the food is cold.
Feedback:
Avoid using a comma to join two statements that could
stand as separate sentences. Either separate the
sentences or use a conjunction (joining word).
7.
The other day the Supervisor called me into his office, he asked me to do him a
personal favour but, I told him that I had not yet finished typing the letter that he had
asked me to have ready for his signature by 12:00, he told me the letter could wait,
paying his telephone account was more important.
Model Answer:
A number of variations are possible here. The main
point is that you should avoid long, rambling sentences
that are held together only by commas. Separate some
sentences, and use conjunctions to join others. Here is
one way of doing it:
The other day the Supervisor called me into his office.
He asked me to do him a personal favour, but I told him
that I had not yet finished typing the letter that he had
asked me to have ready for his signature by 12:00. He
told me the letter could wait - paying his telephone
account was “more important”!
Feedback:
We can see from this that punctuation does make a
difference in our writing.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 14
ENN1504 – Practicing Workplace English
4.
CAPITALS
Rewrite the underlined words, correcting the use of capital letters.
1.
I asked you to end the letter with 'Yours Faithfully', and not 'Yours Sincerely'.
Model Answer:
I asked you to end the letter with ‘Yours faithfully’, and
not ‘Yours sincerely’.
Feedback:
2.
Capitalize only the first word in a complimentary closing.
I work for the Roodepoort city council.
Model Answer:
I work for the Roodepoort City Council.
Feedback:
Key words of the full name of a council, hospital, or
other institutions begin with capital letters.
3.
The victim was rushed to the Queen Victoria hospital.
Model Answer:
The victim was rushed to the Queen Victoria Hospital.
Feedback:
Key words of the full name of a council, hospital, or
other institutions begin with capital letters.
4.
I spent two months in Hospital.
Model Answer:
I spent two months in hospital.
Feedback:
Here the word ‘hospital’ is not part of an institution's
name.
5.
There were Black, White, Asian, African, Coloured, European and American
representatives at the conference.
Model Answer:
There were black, white, Asian, African, coloured,
European
and
American
representatives
at
the
conference.
Feedback:
Only names that derive from continents or other
geographical areas begin with capital letters - names
derived from colour do not.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 15
ENN1504 – Practicing Workplace English
6.
This is a matter for the minister of Transport.
Model Answer:
This is a matter for the Minister of Transport.
Feedback:
Here the word “minister” is part of the name or title of the
minister’s job.
7.
I will refer this matter to the Head of the relevant Department.
Model Answer:
I will refer this mailer to the head of the relevant
department.
Feedback:
Here the word “head” is not part of the name of a
department, and it is not used as the name of the post,
e.g. Head of English, or Head of Department.
8.
He managed to escape by swimming across the Mississippi river.
Model Answer:
He managed to escape by swimming across the
Mississippi River.
Feedback:
9.
10.
5.
The word “river” is part of the river’s name.
I asked uncle Charlie to give me a lift to the shops.
Model Answer:
I asked Uncle Charlie to give me a lift to the shops.
Feedback:
The word “uncle” is used as part of the name.
I will speak to my Aunt about the dinner arrangements.
Model Answer:
I will speak to my aunt about the dinner arrangements.
Feedback:
Here the word “aunt” is not used as part of a name.
DATES, TIMES AND NUMBERS
There may be more than one correct way of expressing dates, times and numbers in writing.
However, we sometimes combine the different formulations in ways that are incorrect, or we
write them in the way that we would speak or read them aloud.
Rewrite each of the dates, times and numbers that are underlined in the following sentences.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 16
ENN1504 – Practicing Workplace English
1.
On the 18th of December 1996 a fire broke out in the building.
Model Answer:
On 18 December 1996, a fire broke out in the building.
Feedback:
The suggested answer reflects the more widely
accepted conventions, but note that there may be other
correct alternatives.
2.
3.
He resigned his post on 8/09/94.
Model Answer:
He resigned his post on 8 September 1994.
Feedback:
Always write the date out in full to avoid confusion.
This type of music was popular in the early ‘70’s.
Model Answer:
This type of music was popular in the early ‘70s.
Feedback:
In handwritten documents, an apostrophe is often used
to separate the letter ‘s’ from the number 70. Although
this can also be typed, the smaller size of the letter ‘s’
makes the apostrophe unnecessary, and it is usually left
out.
4.
5.
He emigrated on 2/5/95.
Model Answer:
He emigrated on 2 May 1995.
Feedback:
Always write the date out in full to avoid confusion.
She was thirty two years old at the time.
Model Answer:
She was thirty-two years old at the time.
OR
She was 32 years old at the time.
Feedback:
Some students seem to have been taught that whenever
you express a number in words, you should also give
the number in bracketed digits, e.g. “There were twentyseven (27) eggs in the nest.”
This is neither necessary nor appropriate except when
writing out a cheque.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 17
ENN1504 – Practicing Workplace English
6.
He is fourty-seven years.
Model Answer:
He is forty-seven years old.
OR
He is forty-seven years of age.
OR
He is 47.
OR
He is forty-seven.
Feedback:
7.
These forms are all accepted.
Please have this done by the 2nd of May 1998.
Model Answer:
Please have this done by 2 May 1998.
Feedback:
The suggested answer reflects the more widely
accepted conventions, but note that there may be other
correct alternatives.
8.
9.
I left home at 19h45 in the evening.
Model Answer:
I left home at 19h45.
Feedback:
The time implies that it is evening.
I got to work at eight a.m.
Model Answer:
I got to work at eight o’ clock in the morning.
OR
I got to work at 8 a.m.
Feedback:
Usually, when using am or pm, we use numerals with
them. When writing out the implied “o’clock”, also write
out the number.
10.
I will call you back before 21:00 p.m.
Model Answer:
I will call you back before 21:00.
OR I will call you back before nine o’ clock this evening.
OR I will call you back before 9 p.m.
Feedback:
When you use the twenty-four hour clock there is no
need to add am. or p.m.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 18
ENN1504 – Practicing Workplace English
11.
6.
They were armed with AK47’s.
Model Answer:
They were armed with AK47s.
Feedback:
“s” indicates possession.
PREPOSITION PROBLEMS
Prepositions are words like in, on, over, under, against, through, about. Prepositions usually
indicate the relationship of one thing to another - 'the paper is beside the copier'; 'the boat
floats on the water', and so on.
Rewrite each of the following sentences, correcting the use of prepositions where
appropriate. Once you have decided which preposition to use, make whatever changes are
necessary to improve the sentence as a whole.
1.
I would like to bring this matter under your attention.
Model Answer:
I would like to draw your attention to this matter.
OR I would like to bring this matter to your attention
Feedback:
This is merely conventional prepositional use: “bring a
matter to someone’s attention” or “draw attention to” not “under”
2.
3.
You came late at work. You came at half past eight.
Model Answer:
You were late for work. You arrived at half past eight.
Feedback:
Check preposition use.
This style of management often results to inefficiency in the workplace.
Model Answer:
This style of management often results in inefficiency in
the workplace OR This style of management often leads
to inefficiency in the workplace.
Feedback:
4.
Check preposition use.
I would like to emphasise on this point.
Model Answer:
I would like to emphasise this point.
Feedback:
No preposition required here.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 19
ENN1504 – Practicing Workplace English
5.
According to my opinion, there are too many in one office.
Model Answer:
In my opinion, there are too many secretaries in one
office.
Feedback:
6.
Meaning is unclear. What are there too many of?
She stays somewhere around this area.
Model Answer:
She lives somewhere in this area.
Feedback:
When thinking in terms of a person’s permanent home,
use the word ‘lives’. A person can, however, ‘stay'
temporarily in a hotel, or with friends or relatives. You
also cannot live 'around' an area (a person cannot
encompass an area) - you live in an area. Sometime we
use
the
colloquial
phrase
to
live
'around
here
somewhere' - which also means the person lives
somewhere in the area, but one isn't sure where exactly.
7.
In regard to the safety procedures, I think there is still much that needs to be done.
Model Answer:
With regard to the safety procedures, I think there is still
much that needs to be done.
OR
Regarding the safety procedures, I think there is still
much that needs to be done. [No preposition]
Feedback:
8.
It is, however; correct to say, “In this regard, I think....”.
I went with a taxi.
Model Answer:
I took a taxi.
Feedback:
Check preposition use. This is not necessarily wrong,
but it does sound awkward.
9.
I went down to Durban with an aeroplane.
Model Answer:
I flew down to Durban.
Feedback:
The suggested answer reflects the more widely
accepted conventions, but note that there may be other
correct alternatives.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 20
ENN1504 – Practicing Workplace English
10.
I had to ask some money from my father.
Model Answer:
I had to ask my father for some money.
Feedback:
The suggested answer reflects the more widely
accepted conventions, but note that there may be other
correct alternatives.
11.
12.
She is now married with a lawyer.
Model Answer:
She is now married to a lawyer.
Feedback:
Check preposition use.
I would like to marry with you.
Model Answer:
I would like to marry you.
OR
Will you marry me?
Feedback:
These are grammatically correct, but experience and
tradition require that you express this sort of thing in a
far more original way!
13.
14.
We have discussed about this problem.
Model Answer:
We have discussed this problem.
Feedback:
No preposition needed.
Then we turned and walked to a different direction.
Model Answer:
Then we turned and walked in a different direction.
OR
Then we took a different direction.
OR
Then we changed direction.
Feedback:
15.
Change or leave out the preposition.
She entered into the room.
Model Answer:
She entered the room.
Feedback:
No preposition needed.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 21
ENN1504 – Practicing Workplace English
16.
My sister came in the room.
Model Answer:
My sister came into the room.
My sister entered the room.
Feedback:
17.
Change or leave out the preposition.
The cleaning staff seem to be satisfied about their pay and conditions of work.
Model Answer:
The cleaning staff seem to be satisfied with their pay
and conditions of work.
Feedback:
You are “satisfied with…” or alternatively “pleased
about…” (although you can also say “pleased with”).
18.
Please reply the invitation as soon as possible.
Model Answer:
Please reply to the invitation as soon as possible.
Feedback:
You reply to something. Alternatively, you could say
“answer the invitation”.
19.
I think they operated him late last night.
Model Answer:
I think they operated on him late last night.
Feedback:
The verb "operate" when used to mean "in surgery"
must always be accompanied with the preposition "on".
7.
MORE THAN ONE, BUT SINGULAR
A few words are problematic because they are plural in meaning (referring to more than one
of something), but the words themselves are treated as singular (referring to only one).
Choose the correct alternatives in brackets to complete the following sentences.
1.
Almost all of the (equipments; equipment) in the laboratory (were; was) damaged by
fire.
Model Answer:
Almost all of the equipment in the laboratory was
damaged by fire OR Almost all of the items of equipment
in the laboratory were damaged by fire.
Feedback:
Equipment is a non-count noun. Non-count nouns are
not used in the plural or with indefinite articles, like a/an.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 22
ENN1504 – Practicing Workplace English
2.
Some of the (furnitures were; furniture was) delivered to the wrong address.
Model Answer:
Some of the furniture was delivered to the wrong
address.
OR
Some of the pieces of furniture were delivered to the
wrong address.
Feedback:
Furniture is a non-count noun. Non-count nouns are not
used in the plural or with indefinite articles, like a/an.
3.
Eight of the (cattles; cattle) and fourteen (sheeps; sheep) have been stolen.
Model Answer:
Eight of the cattle and fourteen sheep have been stolen.
Feedback:
An object of the preposition “of” will usually be plural.
Cattle and sheep don’t have plural forms. The singular
form is used for plural also.
8.
RECOMMENDATIONS, SUGGESTIONS, REQUESTS AND DEMANDS
Write the correct formulation of the underlined words.
1.
I recommended the committee that the membership fees should be increased with
effect from 1 January.
Model Answer:
I recommended that the committee should increase (or,
“that the committee increase”) the membership fees with
effect from 1 January.
OR I recommended to the committee that
the
membership fees should increase (or “should be
increased”) with effect from 1 January.
Feedback:
In English, we recommend that …. . Otherwise, we need
a preposition where “recommend” is a transitive verb.
2.
The director, JK Peterson, proposed that the extent of the parking area will increase
to accommodate visitors as well as staff.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 23
ENN1504 – Practicing Workplace English
Model Answer:
The director, JK Peterson, proposed that the extent of
the
parking
area
be
increased
(or,
“should
be
increased”) to accommodate visitors as well as staff.
Feedback:
We use the subjunctive mood here to indicate that the
increase is a possible action in the future. If you use “will
increase” that indicates definiteness, which contradicts
the “mood” of suggestion and recommendation implied
in the word “propose”
.
3.
He suggested that we must speak to the manager about it first.
Model Answer:
He suggested that we speak to the manager about it
first.
Feedback:
4.
Subjunctive case.
The Director requests that you must please put your proposal in writing and submit it
to him before the next meeting.
Model Answer:
The Director requests that you put your proposal in
writing and submit it to him before the next meeting.
Feedback:
5.
Subjunctive case.
For these reasons, the committee recommends that:
•
more funds for the attendance of conferences
•
more furniture for the Waiting Room
•
an independent consultant should be brought in to advise on these matters
Model Answer:
For these reasons, the committee recommends that:
•
more funds be set aside for the attendance of
conferences;
•
more furniture be purchased for the Waiting
Room; and
•
an independent consultant be brought in to
advise on these matters.
Feedback:
The bullets all depend on the conjunction “that” and so
the grammar must be correct in each bullet, with correct
punctuation used.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 24
ENN1504 – Practicing Workplace English
6.
We demand him to be dismissed from his post.
Model Answer:
We demand that he be dismissed from his post.
OR
We demand that he should be dismissed from his post
Feedback:
We are not demanding anything from him – we are
demanding from his superiors (who are only implied in
this sentence) that he be dismissed.
9.
OVERWORKED WORDS AND PHRASES
The following sentences contain expressions which are unnecessarily complicated or which
have lost their impact through overuse. Rephrase the following sentences in clear simple.
1.
2.
Enclosed herewith is a certified copy of my letter of appointment.
Model Answer:
I enclose a certified copy of my letter of appointment.
Feedback:
If the certificate is enclosed, the “herewith” is implied.
Please be advised that the closing date for applications is 28 February.
Model Answer:
The closing date for applications is 28 February.
Feedback:
This is not incorrect, but it is rather wordy and can be
shortened.
3.
You shall be advised of our decision prior to the end of the month.
Model Answer:
We will let you know what our decision is before the end
of the month.
We will inform you of our decision before the end of the
month.
Feedback:
Traditionally “shall” is used only with first person
pronouns.
4.
Thanking you in advance.
Model Answer:
Thank you
Feedback:
This seems presumptuous as it implies a desired action
from the reader.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 25
ENN1504 – Practicing Workplace English
5.
At this particular point in time there is nothing we can do about it.
Model Answer:
At present there is little we can do to resolve the
problem OR We are not able to immediately assist.
Feedback:
Don’t use more two words when one will do. Avoid
wordiness.
6.
At the end of the day it will be seen that this is in the best interests of all our
employees.
Model Answer:
In time, it will become clear that this is in the best
interests of all our employees.
Feedback:
7.
Avoid wordiness.
I will be very much happy if you can reply me at your earliest convenience.
Model Answer:
Please reply/respond as soon as possible
OR
I would be very happy if you could reply soon.
Feedback:
Firstly, the sentence is unnecessarily wordy. Secondly,
“much” is never used with another adjective, except in
the comparative form e.g. “This is much heavier than
that”. “Very much” is a compound adverb used with a
verb in negative sentences like “I don’t like him very
much”. Also, you cannot “reply someone”. You can only
“reply/ respond to” someone. Also, after the “if” we use
the conditional form “could”.
8.
I look forward to your immediate response.
Model Answer:
I look forward to your response.
Feedback:
The word “immediate” implies almost a threat – as one
finds in a lawyer’s letter.
9.
To conclude, I hope that each and every member of staff will attend the end of year
function.
Model Answer:
I hope that all members of staff/all of you will attend the
end of year function.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 26
ENN1504 – Practicing Workplace English
Feedback:
10.
11.
Avoid wordiness.
I have tried by all means but failed to meet the deadline.
Model Answer:
I have not been able to meet the deadline.
Feedback:
Avoid wordiness.
We must address the issue.
Model Answer:
We must do something about it.
Feedback:
Unnecessarily formal.
The word ‘hereby’ is appropriate in some (usually legal) contexts, but not in others.
The meaning is ‘by means of this document’, i.e. this document is my evidence.
Rephrase the sentence below without using the word ‘hereby’.
1.
2.
I hereby acknowledge receipt of your letter of the 25th March.
Model Answer:
Thank you for your letter of 25 March.
Feedback:
Avoid wordiness.
I hereby apply for the vacancy for the secretarial post as advertised in “The Sowetan”
of 28 July.
Model Answer:
I wish to/would like to apply for the secretarial post as
advertised in “The Sowetan” of 28 July.
Feedback:
10.
Note that you apply for the post, and not the vacancy.
A FEW VERB DIFFICULTIES
Part 1: Auxiliary Verbs and The Past Tense
Auxiliaries are ‘helping words’ that form part of a verb, such as:
can go
may leave
will apply
shall do
must respond
could take
might forget
would finish
should submit
be (am, is, are) late
have done
did think
Study Unit 1 – Writing Skills in Professional Correspondence
Page 27
ENN1504 – Practicing Workplace English
Some students have difficulty with the past tense forms of verbs that have auxiliaries. Similar
problems are experienced when converting direct speech into indirect (reported) speech.
Rewrite each of the following in the past tense. Where direct speech is used, rewrite the
sentence in indirect (reported) speech.
1.
My dog can jump a six-foot wall.
Model Answer:
My dog could jump a six-foot wall.
Feedback:
Note that the auxiliary changes while the main part of
the verb keeps the form normally used in the present
tense.
2.
“You may take a day’s leave,” she said.
Model Answer:
She said that I could take a day’s leave.
Feedback:
Note that the auxiliary changes while the main part of
the verb keeps the form normally used in the present
tense.
3.
“I will try to negotiate a better salary package,” he said.
Model Answer:
He said that he would try to negotiate a better salary
package.
Feedback:
Note that the auxiliary changes while the main part of
the verb keeps the form normally used in the present
tense.
4.
He says that he will delegate more responsibilities to members of the department
next year.
Model Answer:
He said that he would delegate more responsibilities to
members of the department next year.
Feedback:
Note that the auxiliary changes while the main part of
the verb keeps the form normally used in the present
tense.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 28
ENN1504 – Practicing Workplace English
5.
I do not spend a lot of money on entertainment.
Model Answer:
I did not spend a lot of money on entertainment.
Feedback:
Note that the auxiliary changes while the main part of
the verb keeps the form normally used in the present
tense.
Part 2: Having Trouble With Your -ing Endings
Many students experience difficulty with the continuous (progressive) tenses, in which the
verbs end with -ing. We use the -ing ending to show that an action is, was or will be ‘still
going on’ at a particular time. Sometimes the -ing ending is used where it is not appropriate.
Some of the following sentences are correct; others not. Where you think a sentence should
be improved, rewrite it with the necessary improvements.
1.
I am having a problem. I don’t understand the instructions for Question 2.
Model Answer:
I don’t understand the instructions for Question 2.
Feedback:
The problem exists. There is no need to point out that it
is ‘continuing’. However, if a problem is recurrent, or
there is more than one problem, you can say something
like: “I am having problems with the engine, but should
have them sorted out by tomorrow.”
2.
I am having a headache. I think I should go and lie down for a while.
Model Answer:
I have a headache. I think I should go and lie down for a
while.
Feedback:
The headache exists. There is no need to point out that
it is ‘ongoing’.
3.
I am asking for some money, I need at least R7.50 for buying a chicken pie.
Model Answer:
Could you lend me some money? I need at least R7.50
to buy/for a chicken pie.
Feedback:
There is no need to tell someone that you are asking simply ask!
Study Unit 1 – Writing Skills in Professional Correspondence
Page 29
ENN1504 – Practicing Workplace English
4.
At the end of the month I will be having more than two thousand rand in my pocket.
Model Answer:
At the end of the month I will have more than two
thousand rand in my pocket.
Feedback:
The money will be in your pocket. There is no need to
say that it will be ‘continuing’ to be there.
5.
I’ll call you back later - I’m busy to work on my English assignment.
Model Answer:
I’ll call you back later - I’m working on my English
assignment.
Feedback:
Here we do use the -ing ending, because the action is
‘ongoing’ at the time (i.e. now).
6.
I am asking you not to disturb me for an hour because I will be busy to work on my
English assignment.
Model Answer:
Please don’t disturb me for an hour. I will be working on
my English assignment.
Feedback:
Don‘t explain that you are asking - simply ask! We do
use the -ing in ‘working’ because this action will be
‘ongoing’ at the time.
7.
8.
The time when he came for visiting me, I was out.
Model Answer:
When he came to visit me, I was out.
Feedback:
“When” implies “the time”.
Staff members who are having their own vehicles experience great difficulty to find a
parking.
Model Answer:
Staff members who have their own vehicles experience
great difficulty finding parking.
Feedback:
“Have” should always be in the simple present tense
when meaning “to own”.
9.
I can’t complain about business, since this company is having a lot of customers.
Model Answer:
I can’t complain about business, since this company has
Study Unit 1 – Writing Skills in Professional Correspondence
Page 30
ENN1504 – Practicing Workplace English
a lot of customers.
Feedback:
“Have” should always be in the simple present tense
when meaning “to own”.
10.
I think we are being discriminated against in this organisation.
Model Answer:
I think we are being discriminated against in this
organisation.
Feedback:
The continuous form ‘being ‘is correct here because the
action is ‘ongoing’.
11.
I am working here for fifteen years and I have still not being given an office of my
own.
Model Answer:
I have been working here for fifteen years and I have still
not been given an office of my own.
Feedback:
We use the Present Perfect tense to show that
something started in the past and has continued up until
now.
12.
I suffer from influenza.
Model Answer:
I am suffering from influenza.
Feedback:
Influenza is a condition that we might suffer from for a
few days, but it is not an indefinite problem. The
meaning should therefore be that we are suffering from
it now. We use the continuous tense (-ing) here because
the suffering is still going on at the time that we are
referring to (La now).
In the case of an indefinite or recurring condition we
could say, for example, “I Suffer frequent headaches.”
I suffer/suffer from frequent headaches.
We don‘t need the -ing here because we are talking
about something that happens often, and not about
something going on at a particular time.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 31
ENN1504 – Practicing Workplace English
Part 3: Trouble With Have/Had Verbs
Some students use “have” as part of a verb where they should use “had”, or vice versa. If
you are not always sure whether you should use “have”, “has”, “had” or nothing at all as part
of the verb, work through the following activities. Rewrite the verbs in bold type correctly.
1.
Yesterday I have telephoned to ask him when he expected to be back at work
Model Answer:
Yesterday, I telephoned to ask him when he expected to
be back at work.
Feedback:
This action was completed “Yesterday”, so we don ‘t
need to show that it affects the present by using a haveverb. Also, since we are not referring to two past events,
we do not need a had-verb.
2.
I asked you more than once not to phone me at home.
Model Answer:
I have asked you more than once not to phone me at
home.
Feedback:
You are still trying to make your point - that you don‘t
want to be phoned at home. We use the have-verb to
show that the repeated asking is still active (at present).
3.
Although I went to Johannesburg twice before, I got lost and was late for my
appointment.
Model Answer:
Although I have been to Johannesburg twice before, I
got lost and was late for my appointment.
Feedback:
We can use a have-verb to show that the knowledge we
gained from our previous trips to Johannesburg still (at
present) doesn‘t help us.
In a slightly different sense we could also say “Although
I had been to Johannesburg...”
Here we would be referring to two (or more) past events,
and the earlier events take ‘had’. Attention shifts
backwards from the later “getting lost” to the earlier
“visits to Johannesburg”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 32
ENN1504 – Practicing Workplace English
4.
I brought this to the management’s attention on several occasions, but nothing ever
seems to be done about it.
Model Answer:
I have brought this to the management’s attention on
several occasions, but nothing ever seems to be done
about it.
Feedback:
The action is still relevant at present - the speaker is
pointing out that he/she is at present frustrated by the
lack of response.
5.
I have raised this matter at the last meeting. Could you let us know whether any
progress has been made?
Model Answer:
I raised this matter at the last meeting. Could you let us
know whether any progress has been made?
Feedback:
In the first sentence, the action was completed at the
“last meeting”, so we don‘t use ‘have’. Because you are
at present interested to hear of any progress, you use
‘has’ with the verb.
6.
I had thought about it for a long time before I took this decision.
Model Answer:
I thought about it for a long time before I took this
decision.
Feedback:
Although there are two past events, attention moves
forwards ‘from the earlier ‘thinking about it ‘to the later
‘taking of the decision’. Note that we would use a hadverb in a sentence like this, where our attention moves
from the later event to an earlier event: I took this
decision only after I had thought about it for a long time.
7.
He is unable to do the job effectively because he had not yet received any training in
that field.
Model Answer:
He is unable to do the job effectively because he has not
yet received any training in that field.
Feedback:
We use the present tense “. . . because he has never
Study Unit 1 – Writing Skills in Professional Correspondence
Page 33
ENN1504 – Practicing Workplace English
received any training...” because he has still not
received the training, and it is still a problem. We can
use “had received” only if we change the sentence so
that it includes two past events: He was unable to do the
job effectively because he had not yet received any
training in that field.
Part 4: Trouble With 'to-verbs'
A number of students have difficulty with the infinitive form of the verb, particularly in the past
tense. Infinitives usually take the form to run, to walk, to ask, to negotiate, etc. Note that the
word ‘to’ can also be used as a preposition, which has nothing to do with infinitives, e.g. “We
went to Cape Town.”
1.
This is my first time to be in Johannesburg.
Model Answer:
This is the first time that I have been to Johannesburg.
OR
This is my first visit to Johannesburg.
Feedback:
Here we use ‘to ‘as a preposition, and not as the
infinitive of a verb.
2.
They use to held their meetings in the workshop.
Model Answer:
Using the past tense, you could say
“They used to hold their meetings in the workshop.”
OR
Using the present tense, you could say
“They usually hold their meetings in the workshop.”
Feedback:
We use “used to” + infinitive to talk about things that
happened in the past – actions or states – that no longer
happen now.
3.
I should have remembered to asked the driver to deliver the parcel to his residential
address.
Model Answer:
I should have remembered to ask the driver to deliver
the parcel to his residential address.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 34
ENN1504 – Practicing Workplace English
Feedback:
Note that even in the past tense, the infinitive form of the
verb does not have the usual past tense ending (-ed),
but keeps the form normally used in the present tense.
4.
The salary, which was never satisfactory to me, eventually made me to resign my
post.
Model Answer:
The salary, which was never satisfactory to me,
eventually made me resign my post.
Feedback:
Note that we can say either made me resign, or caused
me to resign, but not made me to....
5.
She kept on interrupting me, and this is what made me to be so angry.
Model Answer:
She kept on interrupting me, and that was what made
me so angry.
Feedback:
You can’t use more than one tense in the same
sentence.
6.
You will have to try and do better next time.
Model Answer:
You will have to try to do better next time.
Feedback:
“Try to” is standard usage and appropriate for all levels
of formality in both speech and writing.
Part 5: Verbs With -s Endings
For each of the following, decide which of the words in brackets is correct or incorrect.
Delete (i.e. draw a line through) the incorrect word.
1.
I can’t see that these consultants (has, have) made any significant contribution to the
efficiency of the production process.
Model Answer:
have
Feedback:
The consultants = they
You recall, no doubt, that only the pronouns he, she and
it are followed by verbs ending in ‘s’.
For example:
Study Unit 1 – Writing Skills in Professional Correspondence
Page 35
ENN1504 – Practicing Workplace English
2.
I have
I know
You have
You know
He, she, it has
He, she, it knows
We have
We know
You have
You know
They have
They know
Your bread and butter (has, have) been eaten by mice.
Model Answer:
has
Feedback:
Since bread and butter usually go together we think of
them as ‘one ‘and use the pronoun ‘it’.
3.
Law and order (has, have) been established in this part of the country.
Model Answer:
has
Feedback:
Law and order here are thought of as so closely related
that we treat ‘them ‘as singular - ‘it’.
4.
I don’t think that any of these politicians really (know, knows)
what
he/she
is
doing.
5.
6.
Model Answer:
knows
Feedback:
Any ‘one’ of the politicians is singular = ‘he/she’.
The Executive Committee (has/have) recently passed a resolution to this effect.
Model Answer:
has
Feedback:
We think in terms of ‘one ‘committee, singular = ‘it’.
The Board (has/have) already taken a decision on this matter.
Model Answer:
has
Feedback:
The Board- ‘it’.
Part 6: Forms of 'to be'
For each of the following, decide which of the words in brackets is correct. Delete the
incorrect word.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 36
ENN1504 – Practicing Workplace English
1.
What we need most in our department (is/are) effective marketing of our products
and services.
Model Answer:
is
Feedback:
Identify the subject of the sentence, and the pronoun
that could replace it, and you should be able to do
these. For example: Effective marketing i.e. it - singular)
is.
2.
If our Director (was/were) here, he would have a fit.
Model Answer:
were
Feedback:
...our Director = ‘he’.
Normally we would use the singular ‘was but when there
is an element of doubt or something is not the case
(indicated by the word “if”), we use what is called the
subjunctive form ‘were’. However this rule is not always
applied in everyday usage.
3.
The team (was/were) congratulated on (its/their) performance.
Model Answer:
was… its
Feedback:
We think of ‘the team ‘as one group = ‘it’. However you
could use the plural forms were and their when thinking
in terms of the individual members of the team. For
example: “Most of the team were given their awards
soon after the match.”
4.
The General Manager, together with four members of the Advisory Committee,
(is/are) due to return later this afternoon.
Model Answer:
is
Feedback:
Because the four members are mentioned between two
commas that serve the same purpose as brackets, we
take only the subject of the main sentence – the General
Manager = he/she.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 37
ENN1504 – Practicing Workplace English
5.
6.
11.
All I have for breakfast (is/are)
toasted cheese and tomato.
Model Answer:
is
Feedback:
We treat ‘cheese and tomato ‘as singular - ‘it’.
As from next year, I hope that this department (is/are) going to work as a team.
Model Answer:
is
Feedback:
this department=‘it’.
PROBLEMATIC PAIRS AND GROUPS OF WORDS
The right word in the wrong place or the wrong word in the right place?
For each of the following sentences, choose the correct word from the given list. Write the
words in the blank spaces, and then compare yours to the suggested answers.
Part 1: Avoid/ Prevent
1.
We should do everything possible to this from happening again.
Model Answer:
We should do everything possible to prevent this from
happening again.
Feedback:
Normally, ‘prevent ‘means to take action to stop
something from happening, while ‘avoid’ means to keep
away from something unpleasant. However, you cannot
avoid (stay clear of) something from happening,
although you can prevent (stop) it from happening.
2.
Our resources are so limited that I think we should _________taking risks until the
situation improves.
Model Answer:
Our resources are so limited that I think we should avoid
taking risks until the situation improves.
Feedback:
Normally, ‘prevent ‘means to take action to stop
something from happening, while ‘avoid’ means to keep
away from something unpleasant.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 38
ENN1504 – Practicing Workplace English
However, this difference in meaning is not always taken
into account in everyday usage, and the two words are
becoming virtually interchangeable.
Part 2: Convince, Persuade
1.
I will do my best to _______ them to invest in this project.
Model Answer:
I will do my best to persuade them to invest in this
project.
Feedback:
Generally ‘persuade ‘means to “talk people into doing
things” by making them change their minds. ‘Convince
‘means to make people feel certain that something is in
fact so. You can persuade them to invest in the project
without them being convinced that it is the best thing to
do.
2.
I will do my best to _______ them that they should invest in this project
Model Answer:
I will do my best to convince them that they should
invest in this project.
Feedback:
Generally ‘persuade ‘means to “talk people into doing
things” by making them change their minds. ‘Convince
‘means to make people feel certain that something is in
fact so. However; in everyday usage these words are
becoming more or less interchangeable.
Part 3: Advice, Advise
1.
She gave me good ____________ .
Model Answer:
She gave me some good advice.
OR She gave me a piece of good advice.
OR She gave me good advice.
Feedback:
‘Advice ‘is a noun; ‘advise ‘is a verb.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 39
ENN1504 – Practicing Workplace English
2.
I would _____________ you not to take this matter too seriously.
Model Answer:
I would advise you not to take this matter too seriously.
OR
I advise you not to take this matter too seriously.
Feedback:
‘Advice ‘is a noun; ‘advise ‘is a verb.
Part 4: Practice, Practise
1.
Are you going to attend the volleyball __________ this afternoon?
Model Answer:
Are you going to attend the volleyball practice this
afternoon?
Feedback:
2.
“Practice” is a noun. “Practise” is a verb.
Your English usage will not improve unless you __________ what we preach.
Model Answer:
Your English usage will not improve unless you practise
what we preach.
Feedback:
“Practice” is a noun. “Practise” is a verb.
Part 5: Borrow, Lend
1.
I will have to ___________ a pen from somebody.
Model Answer:
I will have to borrow a pen from somebody.
Feedback:
You borrow something from somebody.
You lend something to somebody.
2.
Please _____________ me your blue fountain pen.
Model Answer:
Please lend me your blue fountain pen.
Feedback:
You borrow something from somebody.
You lend something to somebody.
3.
Could you ____________ me your red pen for a minute?
Model Answer:
Could you lend me your red pen for a minute?
Feedback:
You borrow something from somebody.
You lend something to somebody.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 40
ENN1504 – Practicing Workplace English
4.
May you lend me your blue fountain pen for a minute?
Model Answer:
Could you lend me your blue fountain pen for a minute?
Feedback:
You borrow something from somebody.
You lend something to somebody.
5.
Of course you may _________ my red pen but I want it back!
Model Answer:
Of course you can/may borrow my red pen - but I want it
back!
Feedback:
The word ‘may ‘is grammatically correct here, but in
everyday spoken English ‘can ‘is acceptable.
Part 6: Lying, Lay, Lied
1.
He was ________ on his side in the gutter when I found him.
Model Answer:
He was lying on his side in the gutter when I found him.
Feedback:
Once you lay (put down) a book on the desk, it is lying
(resting) on the desk, not laying there.
2.
He simply ______ down and fell asleep on the stony ground.
Model Answer:
He simply lay down and fell asleep on the stony ground.
Feedback:
“Lay” in this sentence is the past tense of “lie”.
Part 7: Learn, Teach, Study
1.
Now I am going to _________ you how to change a wheel.
Model Answer:
Now I am going to teach you how to change a wheel.
Feedback:
“Teach” means to share knowledge, while “learning”
implies gaining knowledge. “Study” means knowledge is
gained through attending classes or doing research in
an academic field.
2.
You should spend more time ________ you might even get a distinction!
Model Answer:
You should spend more time studying - you might even
get a distinction!
Study Unit 1 – Writing Skills in Professional Correspondence
Page 41
ENN1504 – Practicing Workplace English
Feedback:
“Teach” means to share knowledge, while “learning”
implies gaining knowledge. “Study” means knowledge is
gained through attending classes or doing research in
an academic field.
3.
You will have to _________ to pass your exams. very hard in order
Model Answer:
You will have to work very hard to pass your exams.
Feedback:
“Teach” means to share knowledge, while “learning”
implies gaining knowledge. “Study” means knowledge is
gained through attending classes or doing research in
an academic field.
Part 8: Loose, Lose
1.
One day you are going to ___________ your handbag if you leave it lying around in
other peoples’ offices like that.
Model Answer:
One day you are going to lose your handbag if you
leave it lying around in other peoples’ offices like that.
Feedback:
“Loose” is an adjective describing something which is
not tight. “Lose” is a verb that means to suffer the loss of
or to misplace.
2.
This box is going to fall off the truck if you don’t do something about that
______________rope.
Model Answer:
This box is going to fall off the truck if you don’t do
something about that loose rope.
Feedback:
“Loose” is an adjective describing something which is
not tight. “Lose” is a verb that means to suffer the loss of
or to misplace.
Part 9: Stationary, Stationery
1.
From now on the __________ will be kept in the secretary’s office.
Model Answer:
From now on the stationery will be kept in the
secretary’s office.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 42
ENN1504 – Practicing Workplace English
Feedback:
“Stationary” is an adjective. It means not moving or not
capable of being moved. “Stationery” is a noun. It refers
to writing paper and envelopes.
2.
My car was _________ when the cyclist collided into it.
Model Answer:
My car was stationary when the cyclist rode into it from
the side.
Feedback:
“Stationary” is an adjective. It means not moving or not
capable of being moved. “Stationery” is a noun. It refers
to writing paper and envelopes.
Part 11: Stays, Lives
1.
I’m not sure, but I think he ___________ somewhere around that area.
Model Answer:
I’m not sure, but I think he lives somewhere in that area.
Feedback:
“Lives” implies a permanent residence, while “stay”
implies that the situation is temporary.
2.
Whenever she comes to Cape Town on business, she prefers to ____________ in a
hotel.
Model Answer:
Whenever she comes to Cape Town on business, she
prefers to stay in a hotel.
Feedback:
“Lives” implies a permanent residence, while “stay”
implies that the situation is temporary.
Part 12: Quite, Quiet
1.
Business has been very ___________ lately.
Model Answer:
Business has been very quiet lately
Feedback:
“Quiet” means there is no noise. It is an adjective.
“Quite” is an adverb and means almost completely.
2.
You must try not to make a noise in here. People are sleeping. Please be ________.
3.
Model Answer:
You must try not to make a noise in here. People are
sleeping. Please be quiet.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 43
ENN1504 – Practicing Workplace English
Feedback:
“Quiet” means there is no noise. It is an adjective.
“Quite” is an adverb and means almost completely.
4.
__________ a few people have complained about the inadequate supply of
stationery recently.
5.
Model Answer:
Quite a few people have complained about the
inadequate supply of stationery recently.
Feedback:
“Quiet” means there is no noise. It is an adjective.
“Quite” is an adverb and means almost completely.
Part 13: Some, Others and a 'you can't use others without some'
1.
Not everyone in this department is hard-working.___________ are not doing their fair
share.
Model Answer:
Not everyone in this department is hard working. Some
are not doing their fair share.
Feedback:
“Some” cannot be used unless whoever is being
referred to has been previously mentioned.
2.
__________ are earning fat salaries while, despite the fact that their qualifications
are just as good, others are paid very little.
Model Answer:
Some are earning fat salaries while, despite the fact that
their qualifications are just as good, others are paid very
little.
Feedback:
Note that ‘others ‘and ‘another’ cannot be used unless
the ‘one ‘or ‘some’ that they differ from have been
mentioned first.
Part 14: A, An, The
In the remaining examples you will have to reformulate the sentence as a whole in order to
correct the mistake. Remember that there might be more than one mistake in a sentence.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 44
ENN1504 – Practicing Workplace English
1.
He said that I will have to ask for a permission from my supervisor.
Model Answer:
He said that I would have to ask my supervisor for
permission.
Or
He said that I will have to ask for a permission from my
supervisor.
Feedback:
Permission is a non-count noun and therefore does not
take an indefinite article.
2.
I was waiting at the bus stop when the strange man approached with the knife in his
hand.
Model Answer:
I was waiting at the bus stop when a strange man
approached with a knife in his hand.
Feedback:
You could use the definite article ‘the ‘only if you had
already introduced us to the particular man and knife.
Often when you mention something for the first time, you
need to use the indefinite ‘a’, but after that the definite
article ‘the ‘is correct.
3.
It’s an historical fact.
Model Answer:
It’s a historical fact.
Feedback:
In some cases where "h" is pronounced, such as
"historical," you can use “an”. However, “a” is more
commonly used and preferred.
4.
I have spend last night in an hotel.
Model Answer:
I spent last night in a hotel.
Feedback:
Traditionally the words ‘historical’ and ‘hotel’ were
regarded as exceptions to the rule that “a” should be
used before words beginning with a consonant. ‘An
hotel’ and ‘an historical fact’ were regarded as standard
English. In everyday usage this no longer applies.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 45
ENN1504 – Practicing Workplace English
5.
Nothing can be done about it at this stage because there is the shortage of funds.
Model Answer:
Nothing can be done about it at this stage because
there is a shortage of funds.
Feedback:
“The” is used to refer to specific nouns; a/an is used to
foe non-specific nouns.
6.
A hall that we use for meetings is too small, and also the canteen.
Model Answer:
The hall that we use for meetings is too small, and so is
the canteen OR Both the hall that we use for meetings
and the canteen are too small.
Feedback:
“The” is used to refer to specific nouns; a/an is used to
foe non-specific nouns. This sentence refers to a
specific hall. “And also” is redundant. You can just say
“and”.
7.
You should be ready to leave for the Conference Centre at 08:00 a.m. A transport will
be provided.
Model Answer:
You should be ready to leave for the Conference Centre
at 08:00. Transport will be provided.
Feedback:
8.
“Transport” is a non-count noun.
When you return back, please give us all a Feedback on what was said.
Model Answer:
When you get back/return, please give us all some
Feedback on what was said.
Feedback:
“Feedback” is a non-count noun. “Return” means to
come back.
Part 15: Can, Could, May
In the remaining examples you will have to reformulate the sentence as a whole in order to
correct the mistake. Remember that there might be more than one mistake in a sentence.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 46
ENN1504 – Practicing Workplace English
1.
May you please allow me to use the telephone in your office?
Model Answer:
May I use the telephone in your office?
Feedback:
“May” is used to ask permission, while “can” refers to the
ability to do something.
2.
You can leave the building only during lunch hour.
Model Answer:
You may leave the building only during lunch hour.
Feedback:
“May” is used to ask permission, while “can” refers to the
ability to do something.
3.
She’s not in at the moment. May I take a message?
Model Answer:
She’s not in at the moment. Can I take a message?
Feedback:
Although in strict grammatical terms “May I take a
message?” is correct, in everyday spoken English we
usually say “Can I take a message?”
Part 16: This, These, That
In the remaining examples you will have to reformulate the sentence as a whole in order to
correct the mistake. Remember that there might be more than one mistake in a sentence.
1.
According to my opinion, it seems as if all of these actions was intended to reduce
expenditure.
Model Answer:
It seems to me that all of these actions were intended to
reduce expenditure.
Feedback:
“In my opinion” is the correct phrase. “Actions” is plural
and therefore the verb should be “were”.
2.
Most of that issues have already been discussed about at management level.
Model Answer:
Most of these issues have already been discussed at
management level.
Feedback:
“Issues” is plural and therefore should take the article
“those”. You either “discuss” or “talk about” something.
You cannot “discuss about”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 47
ENN1504 – Practicing Workplace English
Part 17: Wearing, Putting On
In the remaining examples you will have to reformulate the sentence as a whole in order to
correct the mistake. Remember that there might be more than one mistake in a sentence.
1.
He was putting on the same white T-shirt and a blue overall for three days in a row.
Model Answer:
He wore the same white T-shirt and blue overalls for
three days in a row.
Feedback:
To put on clothing refers to the brief time we take to get
dressed. Wearing clothing refers to the time after getting
dressed that we have the clothing on for a longer period
of time.
2.
Lady, you should wear this for a minute - you’ll just love it!
Model Answer:
Lady, you should put this on for a minute - you’ll just
love it!
Feedback:
To put on clothing refers to the brief time we take to get
dressed. Wearing clothing refers to the time after getting
dressed that we have the clothing on for a longer period
of time.
Part 18: Regard, Regards
Choose the correct alternative from the words in brackets.
1.
The politician paid no (regard/regards) to the reporter's accusations.
Model Answer:
regard
Feedback:
The subject and object are linked and need to be in
agreement.
2.
I sent my (regard/regards) to my extended family.
Model Answer:
regards
Feedback:
“Regard” is used in phrases like with regard to and in
regard to while the plural “regards” means good wishes.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 48
ENN1504 – Practicing Workplace English
12.
MIXED-BAG ACTIVITIES FOR MISCELLANEOUS PROBLEMS
The word ‘miscellaneous’ means ‘of various sorts’, or ‘a mixed collection’ that has not been
arranged in specific categories. This is a particularly important section for students who do
not speak English as a home language.
Rewrite each of the following in standard English before you refer to the suggested answers.
You might have to reformulate the sentence as a whole in order to correct its mistakes.
Remember that there might be more than one mistake in a sentence.
1.
Don’t you know that you are not suppose to use alcohol on the premises?
Model Answer:
Don’t you know that you are not supposed to consume
alcohol (or simply ‘drink’) on the premises?
Feedback:
“Supposed” means “required”. Always use this form if
the word is direclty followed by “to”. “Suppose” means
“to think” or “what if”.
2.
I will see whether I can be able to do it by Wednesday.
Model Answer:
I will see whether I can do it by Wednesday.
Feedback:
“be able to” is redundant. “Whether” already implies
doubt.
3.
Because of the following reasons, it has been decided that there should be no new
appointments.
Model Answer:
Because of the following reasons, it has been decided
that there should be no new appointments.
or
For the following reasons, it has been decided that there
should be no new appointments.
Feedback:
These terms can be used interchangeably. “Because of”
is just seen as more formal.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 49
ENN1504 – Practicing Workplace English
4.
I assure you that I will do my utmost best to find a solution to this problem.
Model Answer:
I assure you that I will do my utmost to find a solution to
this problem.
OR
I assure you that I will do my best to find a solution to
this problem.
Feedback:
“Utmost” and “best” are synonyms. Thus you need only
one.
5.
I asked her what was the time.
Model Answer:
I asked her what time it was.
OR
I asked her what the time was.
OR
I asked her for the time.
Feedback:
6.
When possible, try to conform to the SVO word order.
One of the workers, Mrs Belinda have ask his son to come and fetch her at 04:00
p.m.
Model Answer:
One of the workers, Mrs Belinda, asked/has asked her
son to come and fetch her at 04:00.
Feedback:
There is no tense that accommodates “have” plus a
present tense verb.
7.
8.
It seems that he is not able to cope up with his work.
Model Answer:
It seems that he is not able to cope with his work.
Feedback:
This was probably confused with the phrase “keep up”.
There is enough vacant land of which it could be used for sports facilities.
Model Answer:
There is enough vacant land which could be used for
sports facilities.
Feedback:
The rule of thumb with which / that is that which clauses
are nonrestrictive (nonessential) while that clauses are
restrictive (essential).
Study Unit 1 – Writing Skills in Professional Correspondence
Page 50
ENN1504 – Practicing Workplace English
9.
I think his work is far more better than your’s.
Model Answer:
I think his work is far better than yours.
Feedback:
There’s no such intensive form as “more better”. You
can either say “far better” or just “better”. The
possessive form of “your” is “yours” – without the
apostrophe
10.
This is not the way how you should go about it.
Model Answer:
This is not the way you should go about it.
OR
This is not how you should go about it.
Feedback:
11.
“The way” is redundant in this sentence.
All what he said is true.
Model Answer:
All that he said is true.
OR
Every word of what he said is true.
Feedback:
“That” is a relative pronoun whereas “what” is a nominal
relative
pronoun.
grammatical
The
parts
two
and
words
therefore
fulfill
different
cannot
be
interchanged.
12.
He is going overseas on Wednesday, and will return back at the end of January.
Model Answer:
He is going overseas on Wednesday and will return at
the end of January.
OR
He is going overseas on Wednesday and will be back by
the end of January.
OR
He is going overseas on Wednesday and will come back
at the end of January.
Feedback:
The “back” is implied. Return means to “come back”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 51
ENN1504 – Practicing Workplace English
13.
I am taking two weeks leave, and will return again on the 29th.
Model Answer:
I am taking two weeks’ leave, and will return on the 29th.
Feedback:
An apostrophe is always used to give possession to time
and money.
14.
I was busy to complete the document when he stormed into my office.
Model Answer:
I was completing the document when he stormed into
my office.
Feedback:
15.
Incorrect tense.
She was carrying a placard which was written, Down with Education!
Model Answer:
She was carrying a placard which read, “Down with
Education!”
OR
She was carrying a placard on which the words, “Down
with Education!” were written.
Feedback:
Since you are quoting what is being said on the placard,
you need to use the correct punctuation for quotations.
16.
He said that, why should there not be any new appointments?
Model Answer:
He
asked
why
there
should
not
be
any
new
appointments?
OR
He asked, “Why should there not be any new
appointments?”
Feedback:
Since you are quoting what is being said on the placard,
you need to use the correct punctuation for quotations.
Alternatively, you can use reported speech.
17.
I was walking passed the bookshop when I bumped into my English lecturer.
Model Answer:
I was walking past the bookshop when I bumped into my
English lecturer.
Feedback:
“Passed” is the past tense of the word “pass”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 52
ENN1504 – Practicing Workplace English
18.
19.
At last she has past her examination.
Model Answer:
At last she has passed her examination.
Feedback:
“Past” means something which has already transpired.
In my family we are four.
Model Answer:
Altogether, there are four in my family.
OR
I come from a family of four.
Feedback:
20.
Revise the sentence order to provide more clarity.
There are so many people at the station today.
Model Answer:
There are many people at the station today.
Feedback:
Using “so” is not wrong, but this term should be reserved
for casual conversation.
21.
My daughter, she has to walk some few kilometers to school every day.
Model Answer:
My daughter has to walk a few kilometers to school
every day.
Feedback:
There is no need for the pronoun “she” as we have
already identified the subject (my daughter). Either say
“some” or “a few”.
22.
She was busy to iron his brother’s trouser.
Model Answer:
She was busy ironing her brother’s trousers.
Feedback:
When something is busy happening, we use the present
progressive tense, which uses to be (am/are/is) +
infinitive + ing.
23.
The robber he was pretending as if he was an electrician.
Model Answer:
The robber pretended to be/that he was an electrician.
Feedback:
No need for pronoun when the subject has just been
identified (the robber). Also, either say “pretending to be”
or “pretending that”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 53
ENN1504 – Practicing Workplace English
24.
I am planning to do an application for this vacancy.
Model Answer:
I am planning to apply for this post.
Feedback:
You do not “do” an application. You can complete or
submit an application, or you apply for something.
25.
Why don’t you drink some tablets - I’m sure it is going to help.
Model Answer:
Why don’t you take some tablets - I’m sure they will
help.
Feedback:
26.
“It” refers to a single thing. Tablets are plural.
When one comes late, you should enter in through the back door.
Model Answer:
When one comes late, one should enter through the
back door.
OR
When you come late you should enter through the back
door.
Feedback:
When you refer to “one”, you must do so throughout the
sentence to avoid confusion.
27.
The refreshments are not cold they are lukewarm.
Model Answer:
The refreshments are not cold - they are lukewarm.
OR
The refreshments are not cold; they are lukewarm.
OR
The refreshments are not cold. They are lukewarm.
Feedback:
28.
Remember punctuation!
Then I have asked the security where was the emergency exit.
Model Answer:
Then I asked the security guard where the emergency
exit was.
Feedback:
Revise word order.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 54
ENN1504 – Practicing Workplace English
29.
May you please reply this invitation as soon as possible.
Model Answer:
Could you please reply to this invitation as soon as
possible? OR Please reply to this invitation as soon as
possible.
Feedback:
“May” implies asking for permission whereas “can” or
“could” refers to ability.
30.
The factory was build on a disused piece of land.
Model Answer:
The factory was built on a disused piece of land.
Feedback:
The past participle of “build” used to be “builded”, but
that form is now archaic; it is now “built”.
31.
John would make an excellent basketball player, he must be at least 1.9m long.
Model Answer:
John would make an excellent basketball player – he
must be at least 1.9m tall.
Feedback:
A dash would be more effective here to emphasize the
conclusion of your sentence.
32.
As we all know that most of us have to park across the road, we are having a
problem of stolen car’s.
Model Answer:
As we all know, most of us have to park across the road,
and this is why our cars are being stolen/ car theft is a
serious problem OR Most of us have to park across the
road, and this is why our cars are being stolen/ car theft
is a serious problem.
Feedback:
In this sentence, “to have” (we are having) is a static
verb. Static verbs usually take the non-progressive verb
form. Also, an apostrophe indicates possession. To
make “car” plural, you need only add an “s”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 55
ENN1504 – Practicing Workplace English
Assignment Preparation
Activities
1.
LEARNING UNIT 1: WRITING SKILLS IN PROFESSIONAL CORRESPONDENCE
These activities are here to help you prepare for your assignment questions. The first few
questions are sentence level questions that encompass some relevant grammar and
structure errors. These can help you prepare for the next step, the paragraph level
questions.
1.
MEMORANDUM
To: Each and every staff member
Model Answer:
MEMORANDUM
To: Each and every staff member
Feedback:
Saying "each and every staff member" is unnecessarily
long. You're aim is to put across a clear and concise
message. You therefore want to use the minimum
number of words needed (without sacrificing meaning).
2.
MEMORANDUM
From: The Course Coordinator
Model Answer:
MEMORANDUM
From:
Z Suliman
Course Coordinator
Feedback:
When writing a professional memorandum, it is always
best to indicate the name and position of the person
sending the memorandum. A name only can be vague
and a position only is very impersonal. By including both
you ensure that the reader immediately knows who the
memorandum is coming from.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 56
ENN1504 – Practicing Workplace English
3.
5.
Date: 12/08/12
Model Answer:
Date: 12 August 2012
Feedback:
4.
Always write the date out in full.
... the 12 November 2014 ...
Model Answer:
... 12 November 2014...
or
... the 12th of November 2014...
Feedback:
Note that there are two ways to write this date. These
often get mixed up resulting in the wrong example given.
Decide what it is you want to say and make sure you
choose only one format when writing a date.
*** Remember that it is better to write a date out in full in
professional correspondence.
6.
Marigold account academy
Model Answer:
Marigold Accounting Academy
Feedback:
All the words in the name of an organisation should start
with capital letters.
This also applies to the name of a position.
(i.e. Human Resource Manager)
7.
Orientation will take place on Saturday the 12th of August and Sunday the 13th of
August from 08h00 to 3:00 pm.
Model Answer:
Orientation will take place on the weekend of 12-13
August, from 08:00 – 15:00 each day.
Feedback:
Remember that your aim is to put across a concise
message. If it is possible to say something in fewer
words without compromising clarity, it is almost always
better to do so.
In this example, mentioning each day separately can
confuse your reader.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 57
ENN1504 – Practicing Workplace English
8.
School will start the 14th of August and boy and girl students should be there at 8
am.
Model Answer:
All students should be there at 8am when school starts
on the 14th of August.
Feedback:
“Boy and girl students” implies all students so it makes
more sense to say "all students". (After all, what other
students are there?)
9.
Please decide on your classes and each and every student must choose 6 which
they must take.
Model Answer:
All students should decide on 6 compulsory classes.
Feedback:
Avoid wordiness (using more words than necessary to
say something).
10.
The classes include mathematics and english courses.
Model Answer:
The classes include mathematics and English courses.
Feedback:
Names of languages are always written with a capital
letter. Generic subjects need not be written with capital
letters. Where you are referring to the name of a class,
such as Mathematics 101, you would use a capital letter
because it is a name.
11.
We need to choose 6 (six) classes each this will make up the students curriculum.
Model Answer:
We need to choose 6 classes each, this will make up the
student’s curriculum.
Feedback:
Separate the two sections in the sentence with a
comma.
Note that this sentence can also be rewritten:
"The student's curriculum will consist of 6 classes".
12.
Thank you for your cooperation and hard work of which it is much appreciated, enjoy
the fun day and learn more about yourself, your fellow students and put your iq to the
test.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 58
ENN1504 – Practicing Workplace English
Model Answer:
Enjoy the Fun Day – learn more about yourself and your
fellow students, and put your IQ to the test
OR Thank you for your cooperation and hard work.
OR
Your
cooperation
and
hard
work
is
much
appreciated.
Feedback:
There is too much information in this sentence. It needs
to be shortened or converted into more than one
sentence.
Also note that the start of the sentence should read:
"Thank you for your cooperation and hard work which is
much appreciated". This (relative) pronoun should stand
alone.
13.
As you all know that its once again time for school to start at Marigold account
academy. Orientation is on Saturday the 12th August and Sunday the 13th of August
from 08h00 to 3:00 pm. Please try and come and decide whether you want to come
on Saturday and Sunday. It will tell you if students must do stuff. School will start the
14 of August and boy and girl students will be there. Remember that you must
choose your classes. Please decide on your classes and each and every student
must choose. There are many classes to choose. The classes includes mathematic
and English courses. We need to choose 6 (six) classes each this will make up the
students curriculum.
Model Answer:
As you all know, it’s once again time for school to start
at Marigold Accounting Academy. Orientation will take
place on the weekend of 12-13 August, from 08:00 –
15:00 each day. You may attend the orientation either
day. Orientation will inform you about what the school
year ahead has in store for you. All students should be
there when school starts on the 14th of August. This is
when they will select the classes they prefer. The
classes include mathematics and English courses.
Students should decide on 6 compulsory classes.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 59
ENN1504 – Practicing Workplace English
Feedback:
Sentences should never be too long, as they tend to
become awkward. A good ‘rule of thumb’ is to try to
keep sentences to a length of about twenty words.
14.
It came to my attention that other members are taking leave in our busy time. I did
receive reports to some senior staff members who complained about that issue. Staff
have to take leave when we are not busy. There are deadlines that I must meet and
they must consider me. I will give you dates when you must take off so that each and
every staff member must know to avoid senior staff complaining. Hope everyone will
be satisfied about this and no one will be inconsiderate.
Model Answer:
I am concerned that staff members are taking leave
during our busy period at work. As a result of a lack of
staff to complete the work at hand, some senior staff
members are failing to meet the deadlines set by
management.
Arrangements for
leave
should
be
planned well in advance, and staff should take into
consideration our need to meet our deadlines. To help
you plan in advance, I will issue a year plan that
highlights the company deadlines, so that you may plan
around it. I trust that these arrangements will alleviate
our leave dilemma.
Feedback:
Revise edit and proofread the text and rewrite the whole
Memo. Remember to improve the writing style and tone;
ensure that there is consistency in spelling and style;
and improve on the introduction and the conclusion.
15.
After so many e-mail inquiries to your company about three new Nokia tablets which
I, two weeks ago, authorized to purchase, but was up to now not delivered. There for
I have no option but, to cancel the orders for the new machines.
Model Answer:
We are concerned about a delay in delivery of Nokia
tablets ordered in November. Please would you look into
this matter, as we have not had a satisfactory response
to our e-mail enquiries?
Study Unit 1 – Writing Skills in Professional Correspondence
Page 60
ENN1504 – Practicing Workplace English
On 10 August 2012, I placed an order for four Samsung
Galaxy tablets which were to be delivered within 7
working days. We received the invoice (No. 32ZX556L)
on 12 August, but are still awaiting delivery of the
machines.
You will appreciate that this setback impacts our
efficiency. We would expect delivery within the next
week. Should you be unable to assist us, I will have no
alternative but to cancel our order.
Feedback:
The most obvious flaw is lack of clarity. This has been
caused by errors of language usage and sentences that
contain more than one idea.
16.
You are Convenor of a task team that has been working on an important project in an
organisation. You feel that the team members deserve praise and encouragement,
and are writing an email message to them. Your first draft is presented below. Read it
carefully a few times, and then rewrite the message, making whatever improvements
you consider necessary. In addition to correcting mistakes in language, you should
improve the paragraphing and writing style. Email addresses and computer screen
layout are not required.
Greetings to fellow Task Team membership,
I hereby cite my unconditional appreciation on the support and your splendid work
well done during the "Know Your status campaign" at Amalgamated Filtration
Industries. Success did not come through talking in this regards but through your
consistent hardworking, dedication and objectiveness. As a team we have
demonstrated beyond unreasonable doubts that we are devoted on transmitting
knowledge in the conception of development and through a driving role on this
campaign. Obviously each and every members of the Know Your Status Project
Team had done his/her utmost best in this regards. Even the top management voiced
out that they were very much impressed because of what they saw was done. Your
dedication to work is without question and the zeal with which you had gone about in
your respective responsibilities deserves to be emulated.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 61
ENN1504 – Practicing Workplace English
I have a full confidence in your latent capacity of competent and productivity as
individual. I say this because most of the workers on this company knows what is
their status, if they got HIV/AIDS and can be able to act accordingly in a responsible
manner and seek for help, those who are in need of it, but the confidentiality had
been respected at all times and all the arrangements that we had come up with about
the testing was fine. And may everyone please put more effort on saving the lives.
Yours in HIV/AIDS preventing and treatment,
Johannes Beeslaar
Model Answer:
Dear Task Team members
I would like to thank each one of you for the combined effort that made the Know
Your Status campaign at Amalgamated Filtration Industries such a success. Most of
the company’s employees are now aware of their HIV/AIDS status. Those who tested
positive know where to go for treatment, assured that confidentiality of test results will
be respected.
Together you have set a high standard in the prevention of HIV/AIDS for those who
follow in your footsteps. I am really proud of you! Your dedication has not gone
unnoticed by management, who were particularly impressed by what they observed,
and by the results achieved. They have requested that I convey their sincere
appreciation.
Keep up the great work of saving lives!
Kind regards,
Johannes Beeslaar
Study Unit 1 – Writing Skills in Professional Correspondence
Page 62
ENN1504 – Practicing Workplace English
17.
You are the Chief Training Officer at Publish House. You have moved to new
premises, despite the fact that renovations may continue for another month. Most
staff are being accommodated in an open plan office (referred to by dissatisfied staff
members as “Squatterville”) while renovation continues in the rest of the building.
Complaints have been received from staff members regarding noise levels, and lack
of respect for personal boundaries. In an effort to defuse the tense situation,
management have requested that you send out a memo containing rules of etiquette
(i.e. guidelines for conduct) appropriate to this situation.
Read the draft memo below critically and then improve on it by revising, editing, and
proofreading it. This means that you should write your own version of the message,
and may add or leave out information. In your revised version, you should have
grammatically correct English, appropriate style and well-structured paragraphs.
Your answer should not exceed one page in length.
MEMORANDUM
TO:
EVERYONE AT SQUATTERVILLE
FROM:
MaNAGMENT
Date:
MARCH ‘14
Hereby rules of etiquette at an open plan office:
•
Respect other’s privacy
Working like we do is requiring discipline and respect for other’s privacy and
personal space. If you have been having problems with a colleague or
manager you must discuss about this problems in the privacy of a closed
office with the person who is causing the problem, or you must go outside.
•
Use a reasonable level of voice
Be cautious of your voice level so that you are not forever talking to loudly.
•
Announce yourself
Don’t asume that all staff are having an opendoor-policy. Don’t barge into
someone’s elses office space without checking that you are not interrupting, a
verbal knock-knock will be appreciated.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 63
ENN1504 – Practicing Workplace English
•
Private lifes
Wherever you find yourself in Squatterville you are in hearing distance of each
other. Leave your personal drama at home. The whole floor does not need to
hear about your cheating boyfriends’ last wrong-doing or your child or
grandchild’s potty training. Sometimes youre going to hear personal stuff not
for your ears. Make as if you didn’t hear this things and don’t repeat it again to
some other’s.
•
Personal boundaries
When borrowing staples, punchers, telephone directories, ect always ask if it’s
OK first. Make sure you return it promptly. Before you move anything that
belongs to a colleague, first ask permission. Messing with someone else’s
stuff and territory can lead to a bad thing.
•
Don’t hold meeting in other’s workspace
Plan ahead and get time to schedule a meeting, plan to hold it in an
appropriate setting not in Squatterville.
•
If impromptu conversations looks like they’re going to take sometime, find an
isolated spot
Did you get onto a fascinating topic or in to a heated debate? Move it out of
your work space not just to the nearest corridor. If its disruptive to speak at
your desk, it will negatively impact on each and everyones’ performance and
on your annual performance appraisal.
Your immediate consideration to this thorny issues will be highly appreciated.
Thanking you in advance.
By management.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 64
ENN1504 – Practicing Workplace English
Model Answer:
PUBLISH HOUSE MEMORANDUM
To:
From:
Date:
All members of staff
M Venter: Chief Training Officer
5 March 2015
WORKING IN AN OPEN PLAN OFFICE
During this transitional period, pending the completion of our office renovations,
please ensure that you adhere to the following guidelines in order to maintain a
harmonious working environment within the open plan office space:
•
•
•
•
•
Privacy: Please respect others’ privacy and personal space. Exercise
discretion when talking about your private lives. Personal matters are to be
addressed outside of the shared office space.
Voice level: Keep noise levels low so as not to disturb others.
Interruptions: Avoid interrupting other members of staff, especially when you
can see they are busy.
Personal possessions: Please do not borrow any stationery or equipment
without asking for permission, and be sure to return it promptly.
Meetings and impromptu conversations: Meetings should not be held in the
shared office environment. Similarly, lengthy discussions should take place
away from the open plan office.
We are confident that renovations will be completed within the next few weeks, and
we will keep you updated.
Thank you for your cooperation.
M Venter
18.
Imagine that you hold the position of Director: Purchasing Department in a particular
organisation. You have been having problems with a certain supplier of office
equipment.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 65
ENN1504 – Practicing Workplace English
Three weeks ago you authorised the purchase of four new fax machines, but these
have not yet been delivered. There have also been technical problems with the same
make of machine previously purchased from this supplier. Even though you have
telephoned them numerous times to enquire, the problem has still not beensolved.
Imagine that the letter below is your first draft in which you inform the manager of this
supplier that you have stopped payment for the new machines because they have
not kept to the promised date of delivery. Also, tell him/her that you are returning the
machines purchased earlier and expect them to be replaced or repaired in terms of
the guarantee.
Revise, edit and proofread this draft of your letter to improve clarity.
NB Struben: Director:
Purchasing Department
Transnamib
Independence Ave
Walvis Bay
10/04/03
J van Wyk: Sales Manager
Nashua Namibia Arlington road Windhoek
Dear Sir:
Complaine about goods ordered.
After various telephone inquiries to your company about four new Samsung fax
machines which I, three weeks ago, authorised to purchase, but was up to now not
delivered. I also experienced technical problems with this same make.
Therefor I have no alternative but, to cancel the orders for the new ma-chines and
that I’m returning the machines purchased earlier for replacement or repair it in terms
of the guarrantee.
Yours sincerely
N B STRUBEN
DIRECTOR: PURCHASING DEPARTMENT
Study Unit 1 – Writing Skills in Professional Correspondence
Page 66
ENN1504 – Practicing Workplace English
Model Answer:
TRANSNAMIB
128 Independence Avenue
WALVIS BAY
2047
10 April 2012
J van Wyk
Sales Manager
Nashua Namibia
Arlington Road
WINDHOEK
2608
Dear Mr Van Wyk
SERVICE/REPAIR AND DELIVERY OF FAX MACHINES
Until recently our company has been satisfied with the service provided by Nashua
Namibia, but delivery and service problems have arisen.
Our first concern is the delay in delivery of fax machines ordered in January. On 11
February 2012 we ordered four new Samsung Sputnik XE fax machines that were to
be delivered within 7 working days. We received Invoice No. ZE64532 on 14
February. On 20 February, Ms Maminza, Client Services, assured me that the matter
would receive urgent attention. We have had no response to our telephonic
enquiries.
Our second problem concerns poor service. On 28 February and 12 March your
technicians repaired two of the Samsung machines purchased in December 2004,
but the technical problems recurred within days of the repairs. Copies of the invoice
for the four new machines and the receipt for the two machines purchased in
December 2012 are enclosed.
Our business cannot function efficiently under such circumstances. We would like to
have all the machines fully functional by 20 April. If not, I will have no alternative but
to cancel the order for the new machines. I will also have to return the two machines
purchased earlier for replacement or repair in terms of the guarantee.
Yours sincerely
NB STRUBEN
NB Struben
Director: Purchasing Department
Study Unit 1 – Writing Skills in Professional Correspondence
Page 67
ENN1504 – Practicing Workplace English
Feedback:
Despite the fact that we understood the general message, there
were too many distracting language mistakes, and sentences
that are confusing because they contain more than one main
idea. This results in strenuous reading and a lack of clarity.
The following is one way of revising the draft. Note corrections to
layout, including the rule that we do not punctuate headings with
full stops, and the convention by which the last place name listed
in an address is capitalised
19.
Imagine that you work as Assistant Manager of The Wildcliff hotel. You have
received the following email:
TO: The Manager, The Wildcliff
FROM: albert@usenett.co.za
Accommodation enquiry
I enquire in response to your advertisement in The Coastal News of 21 September
for weekend stays priced at R350-00.
I am interested in hosting a 25th wedding anniversary celebration, and would like outof-town guests to stay at The Wildcliff, at my expense.
Do you have reduced rates for large parties? If people miss some of the hotel meals,
do they still have to pay for them?
Please give me any information that I would find useful, like do you have a courtesy
bus to pick people up from the airport and bus station?
Thank you.
Albert Merchant
Study Unit 1 – Writing Skills in Professional Correspondence
Page 68
ENN1504 – Practicing Workplace English
Respond to this enquiry. Write only your email message – the computer screen
layout (email addresses) is not required. Your strategy should be to market your
hospitality services. You should write n a welcoming and persuasive style, while
providing accurate and concise information in answer to each question. You may add
information that you think might be of interest to the client, even if not specifically
asked for – provided that you do so briefly. You could also attach a brochure and
route map, but need not actually do so here.
Model Answer:
Dear Mr Merchant
We are delighted to receive your enquiry. May we congratulate you on your
anniversary! It our pleasure to inform you that:
•
a 10% reduction in tariff applies to parties of ten or more people;
•
only meals that are served are paid for;
•
an air-conditioned courtesy bus operates between the airport and the Hotel
between 06h00 and 20h00.
Our large banqueting hall is available for occasions such as weddings and
anniversaries and our catering arrangements are most appealing, as you will see in
the brochure attached. Our guests have direct access to the beach, and a range of
indoor and outdoor activities ensures an enjoyable stay.
For more information, contact Adele Smith in our Public Relations office
(wildcliff@iafrica.com). We hope to hear from you shortly.
Kind regards
Rob Plaatjies
Assistant Manager
Study Unit 1 – Writing Skills in Professional Correspondence
Page 69
ENN1504 – Practicing Workplace English
Feedback:
As with all correspondence, emails should be well-planned and
written so that the meaning is clear. Notice that official-sounding
sentences such as “Your advertisement of 21 September refers”
have been carefully avoided as inappropriate style in this
context.
20.
Imagine that you recently moved to a housing estate, where you built a new home.
You want to apologise for not keeping strictly to the house plans, which were
approved by both the estate management and the municipal authorities.
The following is a first draft of the letter you are writing. Read it carefully. Then rewrite
the subject line (heading), message and ending, making whatever improvements you
consider necessary. You need not complete the format by adding addresses, etc.
You may change, add or leave out information. In addition to correcting mistakes in
language, you should improve the paragraphing and writing style. You will, therefore,
use your own words where necessary.
Dear Sir/Madam
LETTER OF APOLOGY FOR THE ACORNVALE HOUSING ESTATE BOARD AND
THE HOME OWNERS ASSOCIATION MEMBERS
During 2004 we did an application for our building plans for our house at the
Acornvale housing estate offices for aesthetic approval. As we all know that this is a
housing estate with its own rules about how the buildings should look like. We did
receive your consent on the plans and we forward the stamped plans
to the municipality here at Burgersdorp. It was during 2005 when we received the
approval from the Burgersdorp municipality and started to do the building. During this
time we told the builders to make some few changes to the front part such that the
house could have a more Spanish style. We did not on that particular point and time
thought it would be a problem due to the reason that the other buildings blended in
with the new changes. Then the board detected the changes and contact us and
gave us a fine. This letter is actually to indicate hereby to the home owners
association that we did not intentionally changed the approved plans to inconvenient
any person or body. We therefore sincerely apologies for not adhering to the
Study Unit 1 – Writing Skills in Professional Correspondence
Page 70
ENN1504 – Practicing Workplace English
governance and rules of HOA. We also thank the Board for supporting us in making a
agreement between ourselves and other HOA residents who complained about that
issue of the changes we made. We already paid for the proposed penalty fee and is
in the process to make the other recommendations that you said we can do to solve
that issue.
Respectfully yours, JJ Peters
Stand No. 332
Model Answer:
Here is one way of rewriting the letter. Notice the changes made to language,
sentence structure, style and paragraphing. Note also that a few details have been
added to ensure that the information provided is accurate and complete.
Dear Sir/Madam
DEVIATION FROM APPROVED BUILDING PLANS – STAND No. 487
During 2004, we submitted our building plans to the Acornvale Housing Estate offices
for aesthetic approval. As the appearance of the planned building fitted in with the
architectural style and rules governing materials to be used, this approval was
granted, and we forwarded the stamped plans to the Burgersdorp Municipality.
In September 2005, we received approval of the plans from the municipality and were
able to start construction. At this time we adjusted some features so that the building
would have a more Spanish façade. We did not anticipate any problems, as the
changes blend in with the surrounding buildings. However, the housing estate board
received complaints from members of the Home Owners Association and contacted
us. A penalty of R 4 500 was imposed for our not adhering to the rules of the estate.
We sincerely apologise for not adhering to the rules of the Association and the
governance of the estate. We also thank the Board for supporting us in reaching an
agreement with the HOA membership regarding what should be done to
Study Unit 1 – Writing Skills in Professional Correspondence
Page 71
ENN1504 – Practicing Workplace English
put matters right. It would have been extremely costly to reconstruct the façade
entirely, but in terms of this agreement a number of affordable changes will be made.
We have already paid the required penalty, and are in the process of applying for
approval of the adjusted plans as recommended by the Board.
Yours faithfully
JJ Peters
Stand No. 332
Feedback:
The order in which the problem is addressed in the draft above
enables the reader to form a reasonable idea of what happened
and what the writer wishes to do. To improve readability and
clarity, you needed to revise, edit and proof- read the draft.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 72
ENN1504 – Practicing Workplace English
2.
LEARNING UNIT 2: MINUTES OF MEETINGS
Rewrite the following sentences in reported speech:
1.
Ms Jones said: "We need to get quotes for a new printer".
Model Answer:
Ms Jones said that they needed to get quotes for a new
printer.
Feedback:
Minutes use reported speech, also known as indirect
speech, to record a member’s direct statement.
2.
Ms Smith said: "I have requested the minutes of last week's meeting".
Model Answer:
Ms Smith said that she had requested the previous
week's meeting.
Feedback:
3.
Note that “last week” changes to “the previous week”.
He asked: "What is the first item on the agenda?"
Model Answer:
He asked what the first item on the agenda was.
Feedback:
Minutes use reported speech, also known as indirect
speech, to record a member’s direct statement.
4.
Mr Nkosi said: "We have identified three suitable candidates for the position".
Model Answer:
Mr Nkosi said that they had identified three suitable
candidates for the position.
Feedback:
Minutes use reported speech, also known as indirect
speech, to record a member’s direct statement.
Read the following sentences from a meeting transcript. Rewrite these sentences in the
correct format you would use if you were taking the minutes of these meeting.
5.
Peter: We meet tomorrow morning at 07:30 in the boardroom to report on progress
for the change of event.
Model Answer:
Peter said that they were to meet the next morning at
07:30 in the boardroom to report on progress for the
change of event.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 73
ENN1504 – Practicing Workplace English
Feedback:
Note that “tomorrow morning” changes to “the next
morning”.
6.
Ms Sithole: We have to schedule our annual fund raiser before the end of the month.
Model Answer:
Ms Sithole said that they had to schedule their annual
fund raiser before the end of that month.
Feedback:
Minutes use reported speech, also known as indirect
speech, to record a member’s direct statement.
7.
Maria: I haven't been able to get in touch with the IT company.
Model Answer:
Maria said that she had not been able to get in touch
with the IT company.
Feedback:
Minutes use reported speech, also known as indirect
speech, to record a member’s direct statement. Refrain
from using abbreviations like “hadn’t” especially in
minutes for business meetings.
Review the extract from minutes taken at a meeting to discuss employees smoking in
offices. Revise and correct the language and spelling errors, keeping in mind the language
conventions for minutes of meetings.
8.
MINUTES: Ms Barnes, Chief Operation Officer of WriteRight Publishers stated that
management have noted that there have been complaints about some of the staff
members who are smoking in their offices. She said though the matter was dealt with
before, they are still getting more complaints about the matter. Ms Barnes mention
that the organisation has a policy on smoking with stipulated very clear that smoking
in offices is prohibited.
Model Answer:
Ms Barnes stated that management had noted that there
had been complaints about some of the staff members
who are smoking in their offices.
She said that although the matter had been dealt with
previously, they were still getting complaints.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 74
ENN1504 – Practicing Workplace English
Feedback:
SEE COMMENTS IN BRACKETS:
Ms Barnes, Chief Operation Officer of WriteRight
Publishers (title should appear in attendance register
and
need
not
be
included
again)
stated
that
management have (had) noted that there have (had)
been complaints about some of the staff members who
are smoking in their offices.
She said (that) though (although) the matter was (had
been) dealt with before (previously), they are (were) still
getting more complaints about the matter (repetitive).
9.
Ms Smith suggested that the person who does not adhere to this policy should be
dismissed but the suggestion was defeated.
Model Answer:
Ms Smith suggested that the people who do not adhere
to this policy should be dismissed but the suggestion
was rejected.
Mr Barnes stated that she would ask HR to send emails
to all the staff members reminding them of the smoking
policy and also to issue personalised letters to those
who are smoking on their offices.
Feedback:
SEE COMMENTS IN BRACKETS:
Ms Smith suggested that the person (people – it’s not
just one person) who does (do) not adhere to this policy
should be dismissed but the suggestion was defeated
(word doesn’t make sense – rejected).
Mr Barnes stated that she will (would) request (ask) HR
to send emails to all the staff members, reminding them
of the smoking policy and also (to) issue personalised
letters to those who are smoking on their offices.
10.
MINUTES: Mr Caine proposed to post notices at the entrances to corridors reminding
people not to smoke in their offices. The secretary was asked to organise the notices.
Ms Barnes stated that she will talk to each of the staff members who smoke in their
offices, with representation from HR and the discussion will be recorded. It was
decided that the outcome of the discussion will be reported at the next meeting.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 75
ENN1504 – Practicing Workplace English
Model Answer:
Mr Caine proposed posting notices at the entrances to
corridors reminding people not to smoke in their offices.
The secretary was asked to organise the notices.
Ms Barnes stated that she would talk to each of the staff
members who smoke in their offices; with representation
from HR and that the discussions would be recorded.
It was decided that the outcome of the discussion will
would be reported at the next meeting.
Feedback:
SEE COMMENTS IN BRACKETS:
Mr Caine proposed to post (posting) notices at the
entrances to corridors reminding people not to smoke in
their offices. The secretary was asked to organise the
notices. Ms Barnes stated that she will (would) talk to
each of the staff members who smoke in their offices;
with representation from HR and (that) the discussion
(discussions) will (would) be recorded. It was decided
that the outcome of the discussion will (would) be
reported at the next meeting.
11.
MINUTES: Chairperson, Ms Barnes, stated that there was a complaints about
colleaues smoking in the offices instead of using the designated areas. Mr Smith
suggested dismissal of offenders but the house disagree. Ms Barnes suggested to
ask HR to send letters or emails to everyone reminds colleagues about smoking
policy. All the members of the house agree on that. Mr Caines came with the idea of
posting notices at entrances and in corridors, Ms Mazi seconded. Chairperson
instructed secretary to organise those notices, she promised to discuss the matter
with these people and HR representative, the outcome will be reported at next
meeting. Mr Zimm seconded the proposal.
Model Answer:
Ms Barnes stated that there were complaints about
colleagues smoking in the offices instead of using the
designated areas.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 76
ENN1504 – Practicing Workplace English
Ms Barnes suggested asking HR to send letters or
emails to everyone reminding them about smoking
policy. All members agreed.
Mr Caines suggested posting notices at entrances and
in corridors.
Ms Barnes instructed the secretary to organise the said
notices and promised to discuss the matter with the
affected persons together with an HR representative.
The outcome will be reported at next meeting.
(Alternatively: Secretary to organise notices. Ms Barnes
to discuss the matter with the affected persons together
with an HR representative. Feedback to be given at the
following meeting.)
Feedback:
SEE COMMENTS IN BRACKETS:
Chairperson, Ms Barnes, stated that there was a
complaints about colleaues smoking in the offices
instead of using the designated areas. (Ms Barnes, the
chairperson, stated that there were complaints about
colleagues smoking in the offices instead of using the
designated areas.)
Mr Smith suggested dismissal of offenders but the
house disagree. (Since this is not an actual outcome, it
can be deleted.)
Ms Barnes suggested to ask HR to send letters or
emails to everyone reminds colleagues about smoking
policy. (Ms Barnes suggested asking HR to send letters
or emails to everyone reminding them about smoking
policy.)
All the members of the house agree on that. (All
members agreed)
Mr Caines came with an idea of posting notices at
entrances and in corridors (Mr Caines suggested
posting notices at entrances and in corridors), Ms Mazi
seconded (irrelevant, delete).
Study Unit 1 – Writing Skills in Professional Correspondence
Page 77
ENN1504 – Practicing Workplace English
Chairperson instructed secretary to organise those
notices, she promised to discuss the matter with these
people and HR representative, (Ms Barnes instructed
the secretary to organise the said notices and promised
to discuss the matter with the affected persons together
with an HR representative), the outcome will be reported
at next meeting (Make this a new sentence).
(Alternatively: Secretary to organise notices. Ms Barnes
to discuss the matter with the affected persons together
with an HR representative. Feedback to be given at the
following meeting.)
Mr Zimm seconded the proposal. (Irrelevant, delete)
12.
Hadeda Park, across the way from your organisation (5-Star Events for the
Professions), has suddenly been invaded by vagrants. This has resulted in a number
of issues which impact negatively on the immediate environment and on the 5-Star
image and brand.
The Director: Sales and Marketing, Mr Naidoo, has placed this matter on the agenda
for the next monthly inter-departmental meeting. As Personal Assistant to the
Director, it is your task to take minutes at this meeting.
Below is a transcript (exact words written down) of what was said during part of this
meeting, presented in the form of a dialogue. Write the minutes of this discussion,
which covers only one agenda item, and not the whole meeting. NOTE THAT THE
COMPLETE FORMAT FOR MINUTES IS NOT REQUIRED.
Minute the discussion under the following subheading:
5.1 Negative image caused by Hadeda Park
Your answer should be approximately half-a-page in length.
Remember that in taking minutes we carefully select and summarise information, and
make changes to style and grammar. It is usually not necessary to record what each
person said in turn.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 78
ENN1504 – Practicing Workplace English
Transcript of part of the meeting:
Mr Naidoo (Chair): Right Colleagues, now that we’ve all had our coffee
break - and thanks to Jane for organising cookies - let’s move on to item
5.1 of the agenda: Negative Image caused by Hadeda Park. I’m sure
you’ve all noticed that our park, which until this point has been an asset
to the area, has undergone some very serious changes in the last four
months. This has most definitely impacted negatively on our image, our
brand and on staff morale. I’ve had a whole lot of complaints from staff
members about beggars moving about in the car park, and staff are
scared that their cars will be stolen or that they could be beaten up or
mugged.
Mr Shezi:
I’ve noticed washing strung up in the park, and the litter problem is
really bad now. The other day I saw a rat the size of a small dog running
along the telephone wire behind our building.
Ms Malebo:
Yes Colleagues, I am very much aware that people have made Hadeda
Park their place of residence. But Colleagues, let us remember, these
poor disadvantaged souls have nowhere else to go, and let us be
merciful. I have been taking them sandwiches and fruit every now and
then – I see this as part of my Christian duty.
Ms Jacobs:
Oh come on now – what next! Maybe we should invite them into the
building for their daily shower? You really are being very silly, Ma’am,
encouraging them like this. Of course they won’t leave if they get a
hearty meal once a day.
Ms Malebo:
And what, may I ask, do you do as part of your duty to your neighbour?
I’ve never seen you ….
Mr Green:
Really Colleagues, this is not the place to nitpick….
Mr Naidoo:
Order please people. Bickering among ourselves won’t solve anything.
Mr De Wet:
I agree with you, Charles. We must address the issue at hand. Mr
Naidoo, can we get back on track, and focus please. I suggest we
contact the local Counsellor for the area, and ask him or her to have the
vagrants removed. Shall I explore this avenue?
Mr Naidoo:
If you would, please Peter. This could be a great help.
Ms Malebo:
But where will the poor people go?
Study Unit 1 – Writing Skills in Professional Correspondence
Page 79
ENN1504 – Practicing Workplace English
Mr Jacobs:
Really Ms Malebo, that is not our problem. They have no right to be
here. This is a public park where children have a right to play, and their
safety comes first.
Mr Shezi:
We could also approach the local Police and the Community Forum –
they will be able to advise us on what the correct procedure is.
Mr de Wet: Don’t be too sure – I’ve never yet had any joy from that lot at
the local Community Forum – what a bunch of idiots!
Mr Shezi:
I live just down the road from the local Cop Shop – shall I via there on
my way home and ask for advice? Mr Naidoo, sir?
Mr Naidoo:
Not a bad idea, Shets – and I’ll email the Community Forum. And Ms
Malebo, good Samaritan that you are, won’t you see what you can find
out about shelters for the homeless in this area?
Mr Green:
What are the chances of 5-Star purchasing the park? Then we could
develop it into a restful place to spend our lunchtimes, and maybe even
develop a recreational area for use by staff.
Mr de Wet:
Good idea, but much too ambitious I’m afraid. We’re still a young
company, and our current budget won’t allow it. Maybe in a few years’
time, if our current upward trend continues. I reckon that municipalities
don’t sell parks anyway…
Dr Sinha:
I see a very nice opportunity to turn negative publicity into a positive
image-booster for the company. We could show how much the
company cares by re-establishing these homeless people in shelters,
and we could even make this a community project. It will also be much
cheaper than developing a park and we as a company could get a lot of
mileage from being seen to do good.
Mr Naidoo:
Excellent – excellent! Will you meet with the sales and marketing
divisions, and come up with a proposal, Dr Sinha? I can just see how a
project like this could greatly benefit 5-Star.
Anything else on this one? No? Then I suggest we all do our
investigations, and report back here at the next meeting in two weeks’
time. Thank you for your excellent suggestions – I knew if we put our
heads together, we’d be successful. Thank you, Colleagues. Now let’s
move on to the next item...
Study Unit 1 – Writing Skills in Professional Correspondence
Page 80
ENN1504 – Practicing Workplace English
Model Answer:
5.1 Negative image caused by Hadeda Park
The chairperson tabled the issue of homeless people who had recently invaded
Hadeda Park, not far from the office premises. It was observed that this had a
negative impact on the image of the organisation. In addition, it had resulted in
security and health risks for the staff and users of the facility.
After discussion, the meeting agreed that the homeless people needed to be moved
to a shelter. It was further agreed that this would be done as part of the corporate
responsibility of the organisation as it would also help build the company image.
In moving forward, the following action points were agreed upon:
•
Mr De Wet to contact the Counsellor for the area to obtain information on
procedures for evicting the homeless people
•
Mr Shezi to consult the local Police while Mr Naidoo would e-mail the
Community Forum to get advice on the procedures
•
Ms Malebo to explore option of shelters available for the homeless in the
area
•
Mr Sinha to consult the Sales and Marketing Department and develop a
proposal on turning the relocation of the homeless people into the
organisation’s community project.
It was agreed that these members would report back on the action points in the next
meeting.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 81
ENN1504 – Practicing Workplace English
3.
LEARNING UNIT 2: MEETINGS: LANGUAGE SKILLS, GRAMMAR,
VOCABULARY AND STYLE
Identify and correct the grammar mistakes:
1.
‘The people who fall victims to this crimes are very much many men and women on
there way back from work, because there is not lights in the park’
Model Answer:
‘The people who fall victim to these crimes are mostly
men and women on their way back from work, because
there are no lights in the park.’
Feedback:
“Fall victim” is a set expression which does become
plural when applied to more than one person. “Very
much” and “many” are both applied wrongly here. The
speaker meant “mostly”. Also “lights” is plural, thus “are”,
not “is”.
2.
‘When looking through the maintenance records of the park, a clear sight of
ignorance was visible. The last time it was maintained was 11 months ago.’
Model Answer:
When looking through the maintenance records of the
park, a clear sight of negligence was visible. The last
time it was maintained was eleven months ago.
Feedback:
(KISS: Keep it short and simple)
The
writer
probably
meant
‘negligence’.
(Use
dictionaries)
Numbers 0-100 must be written, thereafter use figures,
e.g. 101.
For easy reading when numbers are many, use '6 (six)',
'100 (one hundred) and so on.
Read the verbatim record of discussions of a meeting to prepare for writing draft minutes.
Alert yourself to essential details: who, what and when?
Problem: An Events Company’s (EC) main attraction, pop singer, KiraK will not be able to
perform at a scheduled event, due to sudden illness. An urgent meeting has been called on
30 July 2013 at 07:30 in the EC Boardroom, to resolve the situation.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 82
ENN1504 – Practicing Workplace English
Verbatim notes:
Present:
Chairperson
CEO - Dumi Khumalo
Public Relations Director
Peter Plum
Events Organiser
Pam Koi
Computicket Agent
Simon Dubi
Secretary
Willy Wonka
Dumi:
Everyone present. Yes. Good! OK guys…let’s solve this disaster! KiraK is ill and
there is no hoping she will bounce back by 05 August! How many tickets have
been sold Simon?
Simon:
We stopped sales yesterday on your OK. All of 2000 tickets have been sold.
Here is the report.
Dumi:
Eish, R1million down the tube! … and some payments must still be made. How
are we going to do this? Suggestions?
Peter:
I have prepared a Press Release but am awaiting everyone’s ‘Go Ahead’.
Pam:
Ja… and what do I do with all the stuff? I am so disappointed by this turn of
events. Sad and mad!
Peter:
Let’s focus on one thing at a time.
Simon:
We are going to get flack! The public will be screaming blue murder at us… we’d
better keep things as calm as possible.
Dumi: … and the best way to do that is give the public what they want… KiraK or their
money back. KiraK, sadly, is a ‘no go’ so we will have to return the ping… lots of
ping!
Simon:
Are you then giving me the go-ahead to return the takings to the public.
Dumi:
Is there any alternative? I think not! Any input from you guys before we vote on
this?
Pam:
Doesn’t look like we have much choice here!
Peter:
Yes… a rock and a hard place indeed!
Dumi:
OK then. All in favour of returning fans’ money? As expected…a full show of
hands… Eish. Right, Simon… you have our go-ahead to return the money to the
public. Our legal team will send you formal notification by 12:00. . I will expect
feedback from you on progress by 01 July 2013.
Simon:
Thank you. I will leave now to attend to the matter.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 83
ENN1504 – Practicing Workplace English
Dumi:
Thank you Simon. Best wishes for a calm and quiet finalisation! I will expect
Feedback by 01 July 2013.
Pam:
What about my stuff? I am so upset!
Peter:
Dumi, we have wherewithal to salvage some of the arrangements. Most of the
supporting artistes have indicated that they are willing to perform for a Charity
Event in honour of Nelson Mandela’s Children Fund as their chances of getting
other gigs are zero at this stage. Do we have everyone’s vote on this?
Pam:
O! Now I feel better… nothing changes or goes to waste except the cool
R1million… Ja, I vote we do this.
Dumi:
Are we all in accord? Good… then Peter and Pam, you go ahead with the
logistics. Also, send out the Press Release. What a disappointment for everyone!
Willy, please arrange flowers, cards and sympathy for KiraK.
Willy: I hope KiraK gets well soon and that we can arrange another show. I am
her Number One Fan.
Dumi:
Willy, Let’s hope too that we make a packet for the Children’s Fund. Nothing is
certain these days. We meet tomorrow morning at 07:30 in the boardroom to
report on progress for the change of event. It’s 08:30 and this meeting is closed.
Let’s get going.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 84
ENN1504 – Practicing Workplace English
3.
Change the verbatim record into semi-formal minutes by deleting the jargon.
Model Answer:
Dumi:
Everyone present. Yes. Good! OK guys…let’s solve this disaster! KiraK is ill and
there is no hoping she will bounce back by 05 August! How many tickets have
been sold Simon?
Simon: We stopped sales yesterday on your OK. All of 2000 tickets have been sold. Here
is the report.
Dumi:
Eish, R1million down the tube! … and some payments must still be made. How are
we going to do this? Suggestions?
Peter:
I have prepared a Press Release but am awaiting everyone’s ‘Go Ahead’.
Pam:
Ja… and what do I do with all the stuff? I am so disappointed by this turn of events.
Sad and mad!
Peter:
Let’s focus on one thing at a time.
Simon: We are going to get flack! The public will be screaming blue murder at us… we’d
keep things as calm as possible.
Dumi:
… and the best way to do that is give the public what they want… KiraK or their
money back. KiraK, sadly, is a ‘no go’ (replace all with non-jargon) so we will have
to return the ping… lots of ping!
Simon: Are you then giving me the go-ahead to return the takings to the public.
Dumi:
Is there any alternative? I think not! Any input from you guys before we vote on
this?
Pam:
Doesn’t look like we have much choice here!
Peter:
Yes… a rock and a hard place indeed!
Dumi:
OK then. All in favour of returning fans’ money? As expected…a full show of
hands… Eish. (rewrite to suit Minutes semi-informal non-speaking style)
Right, Simon… you have our go-ahead to return the money to the public. Our legal
team will send you formal notification by 12:00. I will expect Feedback from you on
progress by 01 July 2013.
Simon: Thank you. I will leave now to attend to the matter.
Dumi:
Thank you Simon. Best wishes for a calm and quiet finalisation!
Pam:
What about my stuff? I am so upset!
Peter:
Dumi, we can salvage some of the arrangements. Most of the supporting artistes
have indicated that they are willing to perform for a Charity Event in honour of
Study Unit 1 – Writing Skills in Professional Correspondence
Page 85
ENN1504 – Practicing Workplace English
Nelson Mandela’s Children Fund as their chances of getting other gigs are zero at
this stage. (rewrite to suit Minutes semi-informal non-speaking style) Do we have
everyone’s vote on this?
Pam:
O! Now I feel better… nothing changes or goes to waste except the cool
R1million… Ja, I vote we do this.
Dumi:
Are we all in accord? Good… then Peter and Pam, you go ahead with the logistics.
Also, send out the Press Release. What a disappointment for everyone! (rewrite to
suit Minutes semi-informal non-speaking style)
Willy:
I hope KiraK gets well soon and that we can arrange another show. I am her
Number One Fan.
Dumi:
Willy, please arrange flowers, cards and sympathy for KiraK. Let’s hope too that we
make a packet for the Children’s Fund. Nothing is certain these days. Also, we
meet tomorrow morning at 07:30 in the boardroom to report on progress for the
change of event. It’s 08:30 and this meeting is closed. Let’s get going.
4.
Write a draft of the minutes using:
•
conventional headings
•
brief but informative sub-headings for each task
•
main ideas based on who must do what and when
•
paragraphs and numbering of paragraph/s
•
emotion free business writing style
Model Answer:
Minutes of an Extraordinary Meeting of the EC Events Team for the KiraK Concert,
held in the EC Board Room on (day), (date) at (time)
1. Welcome
The chairperson welcomed EC Events Team for KiraK Concert and Simon Dubi from
Computicket
2. Present
Chairperson - CEO
Public Relations Director
Events Organiser
Computicket Agent
Secretary
Dumi Khumalo
Peter Plum
Pam Koi
Simon Dubi
Willy Wonka
Study Unit 1 – Writing Skills in Professional Correspondence
Page 86
ENN1504 – Practicing Workplace English
3. Apologies
None
4. Minutes of the previous meeting: Held over for next meeting.
5. Matters arising
5.1
KiraK Concert cancelled
EC Events advised Computicket to stop tickets of sale on (date).
An Extraordinary Meeting was called to discuss the way forward.
5.2
Resolution: EC Events Team for KiraK Concert voted to return money to patrons.
5.2.1
Dumi Khumalo is to direct Attorney (Name) to confirm by (time) to Simon Dubi of
Computicket that monies are to be returned to the public on (date, probably 31 July
2013). ‘Crowd control’ is a priority.
Mr Khumalo will follow up with Simon Dubi and report back to the EC Events Team
by (date).
5.2.2
Peter Plum is to disseminate Press Releases per schedule attached for cancellation
and money back to public. Press Release schedule for new arrangements will be
finalized at meeting tomorrow morning (01 August)
6 New Matters
6.1
Resolution: Arrangements would be adapted to support a charity event for the Nelson
Mandela Children’s Fund based on Peter Plum’s report that artistes were prepared to
participate in such an event.
6.2
Peter Plum and Pam Koi are to report on progress at the meeting tomorrow, 01
August.
6.3
Willy Wonka is to make the usual meetings arrangements for tomorrow, 01 August
meeting.
7. General
7.1
Extend Get Well Wishes to KiraK
Willy Wonka is to send Flowers and Cards and best wishes to KiraK by 31 July
2013, according to company protocols.
8. Date of next meeting: 01 August 2013 in the EC Boardroom at 07:30.
9. Closure: The chairperson closed the meeting at 08:30.
Signature
Secretary to Dumi Khumalo Chairperson - CEO
Study Unit 1 – Writing Skills in Professional Correspondence
Page 87
ENN1504 – Practicing Workplace English
Feedback:
To ensure a Model Answer you would have to summarize, edit
and proofread your draft.
5.
Write a section of minutes based on the following dialogue noted by the secretary for
minutes.
As Charity Events Convenor for an organization that manages the control of feral cats in a
suburban area, it is a constant concern to raise funds for sterilizing, feeding and fostering
cats for adoption. Monthly meetings ensure management control.
Below is a transcript (exact words written down) of what was said during part of meeting held
on 05 October 2013 from 08:30. At this point members are discussing changes in adoption
packages and needs for an upcoming charity event.
Chairperson
Mr Kay
Charity Events Convenor
Ms Khalo
Charity Events Organizer
Mrs Monis
Secretary
Miss Jovi
Liaison Officer
Mr Kekana
Mr Kay:
OK, let’s move on to item 3 on the agenda.
It is time to adjust the annual adoption package. Dr James, please motivate
escalation of vet fees.
Dr James:
Well, as you all know, costs are increasing and prices are going up! Here is
my motivation report for a 2014 price increase
Mrs Monis:
I don’t know how we are going to get the cats adopted if the price of the
adoption package keeps on going up and up. It is a tragedy waiting to
happen.
Dr James:
We have no choice Mavis. It’s either that or face closure of charity services
altogether and you know what will happen to the feral cat population if that
happens. The feral cat numbers must be kept down or we could have disease
ridden suburbia on our hands. Also, note that costs for adopting a feral is half
of the cost for other cats where the owners pay high fines for having
unsterilized pets.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 88
ENN1504 – Practicing Workplace English
As it is, most vets are providing services at great discount to charity
organisations that manage feral populations in suburbia.
Mr Kay:
Have you all looked at the motivation? The increase seems reasonable at
10%. Let’s vote. Everyone agreed?.
Ms Khalo:
So what will we need to inform the public? I have to have posters made.
Mr Kekana:
I suggest we show the old prices and the new prices…
Ms Khalo:
No, that won’t do… that will confuse people. Let’s just make it simple and say
new adoption packages details are affordable and are still well below standard
vet costs and can be informed by vets so and so… what do you think?
Mr Kekana:
I guess that makes sense.
Everyone agreed?.
When is the next charity event scheduled for?
Miss Jovi:
05 December 2013, as close to payday as we could manage.
Mr Kay:
OK, then get the draft poster to me by 13 October for editing and
proofreading. Also, quotes for printing… the usual… Minute Man has already
phoned to remind of the end of year rush for things.
Miss Jovi:
What are the suggestions for the events?. Same as last year with some
changes?
Mrs Monis:
Yes, here is the list for everyone. Please sign off which tasks you will manage
so that I can draw up a schedule with details to send to everyone by 13
October 2013
Mr Kay:
I don’t think there was enough fun stuff for the kids last year. I suggest we
involve the children in socializing the kittens. I spoke to Ms Doreen Gough
who is willing to manage the project for the day. Would you agree to this? Mr
Kekana get the ‘gen’ from me today.
Everyone agreed.
Mr Kay:
We booked the same venue last year at Gezina, so please confirm with them.
Mrs Monis:
Let’s just look at the list of jobs to be done… venue, date, responsibilities list,
tables and sellers to be contacted, new children’s fun time, food and drinks…
o yes, Mr Kekana, will you arrange the same as last year but arrange
additional still water as we ran out and this summer looks like it is going to be
a scorcher, about ten per cent more… you all agree… good. Dr James, would
you head up the veterinary information desk for the public as usual?
Dr James:
No problem. Dr Janet Jones and two other vets have offered their time, so
there will be someone at the table all day. I have also advised the students at
Study Unit 1 – Writing Skills in Professional Correspondence
Page 89
ENN1504 – Practicing Workplace English
Onderstepoort to visit with any animals they want to show to the public. I am
awaiting their Feedback.
Miss Jovi:
There was not enough shade last year and we want to keep the public around
for as long as possible … any ideas about this?
Mr Kay:
I thought of that too and am expecting Feedback from The Marquis people… I
think that we should put some pressure for Feedback as soon as possible so
that we can get going with this. I suggest we have bi-monthly meetings until
the annual event has been successfully concluded.
Everyone agreed.
Mr Kay:
Anything else? … nothing… Meeting closes at 10:30
Model Answer:
Minutes of a meeting of Fun with Ferals Charity held in the Lynwood Community Hall
on 05 October 2013 at 08:30
1.
Welcome
2.
Attendance
Chairperson
Mr Kay
Charity Events Convenor
Ms Khalo
Charity Events Organizer
Mrs Monis
Liaison Officer
Mr Kekana
Secretary
Miss Jovi
3.
Apologies
4.
Minutes of the previous meeting…
5.
Matters Arising…
6.
New Matters
6.1
Adoption package
Dr J James motivated a ten per cent increase in the price of an adoption package per
feral. The increase was approved.
6.2
Annual charity event at Gezina Park.
•
Date and Venue: 05 December 2013.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 90
ENN1504 – Practicing Workplace English
•
Mr Kekana is to confirm last year’s booking made, by 07 October 2013.
•
Veterinary Help Desk at Gezina Park on 05 December: Dr James is to
arrange who will be on duty and if the Onderstepoort Veterinary students
will participate.
•
Food, Health and Safety: Mr Kekana is to confirm details at the meeting
of 15 October 2013.
•
The still water order must be increased by 10% as agreed by members.
•
Mr Kay is to get a quote from The Marquis by 07 October or an
alternative source must be arranged.
•
Children’s Pet Socialization Area: Mr Kekana is to make arrangements
with Ms Doreen Gough by 10 October and provide details at the next
meeting on 15 October.
•
Poster: Ms Khalo is to send provisional poster design to Mr Kay by 13
October for editing and proofreading. All Ms Khalo’s suggestions were
accepted. (Addendum B attached). Minute Man should be advised of
anticipated printing date.
7.
Task list must be signed off by members and emailed to Mrs Monis by 13 October.
8.
Next Gezina Park Charity Event Meeting: 15 October. Members are to diarise a
meeting every fifteen days, as per schedule attached, until 15 December.
Feedback:
In the examination you would not be expected to write anything
more than paragraph six: New Matters (for the Gezina Park
Annual Charity Event). In practice, the minutes would end with
the 'Close' paragraph.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 91
ENN1504 – Practicing Workplace English
4.
LEARNING UNIT 3: REPORT WRITING
1.
Indicate whether each one of the following sentences is a Recommendation or a
Conclusion.
WiFi should be installed in all buildings as soon as possible.
Offices should be rearranged to accommodate the new
technology to capitalise on the time- and space-saving
measures.
The use of cable as opposed to WiFi causes frustrations
amongst members of staff, is not cost-effective and accounts
for many wasted man-hours.
Acquiring the latest technology results in financial cost savings
and in the emotional well-being of members of staff at all levels
within the organisation.
Members of staff should be trained to maximise the benefits of
reliable Internet access for quality customer service.
Model Answer:
WiFi should be installed in all buildings as soon as possible.
Recommendation
Offices should be rearranged to accommodate the new Recommendation
technology to capitalise on the time- and space-saving
measures.
The use of cable as opposed to WiFi causes frustrations Conclusion
amongst members of staff, is not cost-effective and accounts
for many wasted man-hours.
Acquiring the latest technology results in financial cost savings Conclusion
and in the emotional well-being of members of staff at all levels
within the organisation.
Members of staff should be trained to maximise the benefits of Recommendation
reliable Internet access for quality customer service.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 92
ENN1504 – Practicing Workplace English
Feedback:
The recommendations are suggested actions to put matters right and solve specific
problems. The report writer is not in a position to take decisions or give instructions.
For this reason you should avoid using the words ‘must’ and ‘will’; use ‘should’
instead. In the Conclusions section, you analyse, interpret, comment on, evaluate
and/or discuss the significance and implications of the factual information you have
presented as findings. State clearly what you think the facts/statistics show. At this
stage you should be careful not to suggest any solutions, as this may be done only
in the next section of the report.
2.
ABC Consulting is considering implementing staff uniforms. They want to consult with
staff to find out whether such a decision will be well received and they have asked
you to write a report about this. Write an appropriate heading for your report.
Model Answer:
REPORT ON AN INVESTIGATION INTO COMPANY
UNIFORMS.
Feedback:
REPORT ON AN INVESTIGATION INTO…, and
complete the title with an indication of what you have
investigated, and in what context.
3.
ABC Consulting is considering implementing staff uniforms. They want to consult with
staff to find out whether such a decision will be well received and they have asked
you to write a report about this. Write the procedures for your report and include at
least 4 points.
Model Answer:
1. Staff members were informed that management
wanted to investigate the possibility of company
uniforms and were asked to provide any Feedback /
suggestions via e-mail.
2. An anonymous online survey was also made
available on the internal staff website for those who
wished to remain anonymous.
3. Personal interviews were conducted with several
staff members during lunch hours to ascertain their
point of view on this topic.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 93
ENN1504 – Practicing Workplace English
4. Data from all these sources was carefully processed
and summarised and then discussed with the
appropriate managers and senior personnel.
Feedback:
In writing your report, you will describe the procedures in
the past tense, since you will have carried out the
procedures. Your procedures are important because
everything that follows in the report is derived from
them. They should show that your information is
comprehensive and reliable, and that it is safe to take
decisions on the basis of your report.
4.
During your investigation, you found the following:
•
Staff were not necessarily opposed to uniforms, but were concerned about
potential costs.
•
Staff were prepared to wear uniforms as long as the company supplied these.
•
Staff suggested that instead of full uniforms, the company tried one item of
clothing, like a branded collar shirt, first.
•
Employees were more willing to pay for only a shirt, for example, than an entire
outfit.
•
There were also some suggestions that uniforms be worn only on certain days so
as not to create the impression that employees were being restricted.
Use the information above to formulate the "Findings" for your report.
Model Answer:
1. E-mail Feedback showed that the majority of staff
(78% of those who replied) were not entirely
opposed to the idea of company uniforms, although
many suggestions were made with regards to the
implementation of such a plan.
2. Online surveys indicated that staff members were
concerned about the cost implication of such a
decision. Many staff members experience negative
emotions
when
faced
with
the
prospect
of
expenditure that is deemed unnecessary seeing as
Study Unit 1 – Writing Skills in Professional Correspondence
Page 94
ENN1504 – Practicing Workplace English
staff already have appropriate work attire.
3. Personal interviews with staff members indicated
that whilst staff were keen on establishing and being
part of a corporate identity, they did have some
concerns that uniforms might create a sense of
being restricted if made compulsory, especially if
they had to be worn every day of the week.
4. Suggestions that management consider a single
item of clothing, such as branded shirts, to be worn
on selected days rather than implementing a full
uniform policy were discussed with management
and relevant senior staff members. This is currently
under discussion.
Feedback:
For each activity listed under your Procedures, there
should be a set of findings. You should not draw
conclusions or express opinions at this stage. Realistic
and precise facts and figures should be given.
5.
Based on the information in the questions above, also write at least four
recommendations for your report.
Model Answer:
It is recommended that:
1. If uniforms are implemented, the company should
investigate ways to assist employees with the cost
implications of said uniforms if these cannot be
provided.
2. Full uniforms should rather be replaced with one
item of clothing to start off with, such as a branded
company shirt.
3. Uniforms should not be compulsory for everyday
wear.
4. Instead, guidelines should be made available with
regards to specific days or occasions that uniforms
should be worn. (i.e. Corporate team building days,
meetings with clients, etc.)
Study Unit 1 – Writing Skills in Professional Correspondence
Page 95
ENN1504 – Practicing Workplace English
Feedback:
The recommendations are suggested actions to put
matters right and solve specific problems. The report
writer is not in a position to take decisions or give
instructions. For this reason you should avoid using the
words ‘must’ and ‘will’; use ‘should’ instead.
There are several ways to structure the recommendations in your reports. Look at the
following examples and either rewrite them in another manner or rewrite them to improve
each example.
6.
WiFi should be installed in all buildings as soon as possible.
Model Answer:
It is recommended that WiFi be installed in all buildings
as soon as possible.
Feedback:
It is also possible to formulate a recommendation by
using only the word ‘be’ when it follows ‘that’.
7.
It is recommended employees wear company uniforms.
Model Answer:
It is recommended that members of staff wear company
uniforms.
Feedback:
Remember
that
you
can
only
formulate
a
recommendation by using the word ‘be’ when it follows
the word ‘that’.
8.
You have to give employees enough time to provide Feedback regarding the
proposed schedule.
Model Answer:
Employees should be given enough time to provide
Feedback regarding the proposed schedule.
Feedback:
The report writer is not in a position to take decisions or
give instructions. For this reason you should avoid using
the words ‘must’ and ‘will’; use ‘should’ instead.
9.
Staff in the Directorate must attend workshops on customer care in order to
communicate better with the employees.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 96
ENN1504 – Practicing Workplace English
Model Answer:
Staff in the Directorate should attend workshops on
customer care in order to communicate better with the
employees.
Feedback:
The report writer is not in a position to take decisions or
give instructions. For this reason you should avoid using
the words ‘must’ and ‘will’; use ‘should’ instead.
10.
You are employed as Chief Operations Officer at the Michaelangelo Institute of
Learning. The campus is situated in an area where there is currently only one café,
Campus Bites, within walking distance. The campus itself has no cafeteria. This
means that Campus Bites has a monopoly on selling food and snacks, and the owner
abuses this to the fullest.
Students and staff members complain regularly about the poor value for money, the
lack of cleanliness and the unfriendly service they receive at Campus Bites.
Management
has
requested
that
you
investigate
this
issue,
and
make
recommendations as to whether the Institute of Learning should start its own
cafeteria. Your investigation should include the state of Campus Bites and whether
there are grounds for the complaints; student and staff needs and dietary
preferences (your college caters for an intercultural community); the practicability of
starting up an own cafeteria, and well-considered recommendations.
Your report is to be submitted to Management Council by 30 September 2014.
Write a short investigative report. You should include a title and use the following
subheadings:
1. Terms of reference
2. Procedures
3. Findings
4. Conclusions
5. Recommendations
Your report should be 2-3 pages in length.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 97
ENN1504 – Practicing Workplace English
Model Answer:
REPORT ON AN INVESTIGATION INTO POSSIBLE BENEFITS OF
INTRODUCING A CAFETERIA ON THE PREMISES OF MICHAELANGELO
INSTITUTE OF LEARNING
1. Terms of Reference
On 15 July 2014 , Dr M Zybrand, Chief Executive Officer, requested an investigation
into the possibility of installing a campus-run cafeteria on the premises of the
Michaelangelo Institute of Learning. A recommendation to be submitted to the
Management Council by 30 September 2014.
2. Procedures
The Procedures followed in order to collect the necessary information were:
2.1
A staff and student count was conducted using the current registers to identify
the number of potential customers that may visit an on-site cafeteria.
2.2
A questionnaire measuring staff and student satisfaction regarding the current
available food outlet, Campus Bites, was distributed to students and staff for
completion. This questionnaire included dietary requirements plus comments
on preferred meals.
2.3
A task team consisting of six staff and students visited Campus Bites to
observe the state of the café, in the process also taking note of prices of
goods sold.
2.4
A meeting and site visit was held with the Boston City Learning Centre,
Randburg campus cafeteria, to gather information on how they run their onsite cafeteria.
2.5
A meeting was held with the sales representatives from both the Super Group
Ltd and Bidvest Food Services (SA) Pty to gather information on their various
on-site catering and cafeteria services.
2.6
A meeting was held with the Michaelangelo Institute of Learning’s campus
Maintenance and Building Manager, My Van Zyl, to identify a suitable location
for a proposed on-site cafeteria.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 98
ENN1504 – Practicing Workplace English
3. Findings
Based on the procedures listed above, the following was found:
3.1
The total staff and student count was 2500 people and, based on 50% support,
it is expected that a minimum of 1250 meals per day will be sold.
3.2
From the completed questionnaires received, 85 % expressed total
dissatisfaction with the Campus Bites café, 10% indicated that they were “ok”
with the level of service and food prepared and 5 % indicated they were
undecided/not interested. It is important to note that almost all the Muslim
students and staff who completed the questionnaire indicated they were
dissatisfied with the meals prepared.
3.3
The task team observed that the kitchen area, which is in full view of the
serving counters, was untidy, and kitchen staff were not using hair caps when
preparing meals. During lunch hour there were too few staff and this resulted
in counter staff being rude and rushing customers along without taking proper
orders. The prices of the basic sandwiches and cold drinks were estimated to
be about 20% higher than those of an ordinary supermarket.
3.4
Boston City Learning Centre, with a total of 2100 students and staff, has an onsite cafeteria managed and run efficiently by the Super Group Catering
Services. The on-site cafeteria also allowed safe access to a food outlet for
students who often attend evening classes.
3.5
Super Group Ltd and Bidvest Food Services (SA) Pty provide on-site cafeteria
services to 15 of 19 larger learning centres in the Gauteng Region.
3.6
The Michaelangelo Institute of Learning’s building and maintenance manager
identified the unused recreation hall as an ideal location for the on-site
cafeteria.
4. Conclusions
From the findings above, the following conclusions were reached:
4.1
It is evident that the complaints received from staff and customers regarding
Campus Bites café are accurate.
4.2
Based on student and staff count and the on-site meeting with colleagues from
Boston City Campus there is sufficient demand and need for Michaelangelo
Institute of Learning to consider installing its own cafeteria.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 99
ENN1504 – Practicing Workplace English
4.3
Employing the services of an on-site food services management and catering
company will result in a more efficient, reliable and cost effective cafeteria
service.
4.4
Installing an on-site cafeteria will also mean that students who study late in the
evening have access to refreshments without having to leave the campus
property, thereby creating a safer learning environment.
5. Recommendations
It is recommended that:
5.1
Michaelangelo Institute of Learning send out an invitation to tender for an onsite cafeteria.
5.2
Bidding companies should include in their proposals the costs of renovating
and installing necessary furniture and fittings in the current recreation hall.
JH Khumalo
JH Khumalo
Chief Operations Officer
25 September 2015
Study the following sentences. Give and alternative and state why these sentences would
not be appropriate in a formal report. Note that our suggested answers are not the only
correct possibilities.
11.
Residence protested about the lack of service delivery by throwing glass bottles and
looting shops.
Model Answer:
Residents protested about the lack of service delivery by
throwing glass bottles and looting shops.
Feedback:
‘Residents’ is spelled incorrectly and therefore affects
the logic and meaning of the sentence.
12.
The police are clearly to blame for the outbreak of violence between the protesters
and policemen on duty at the time.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 100
ENN1504 – Practicing Workplace English
Model Answer:
Eye witness reports and news footage indicates that a
policeman fired the first bullet which resulted in
confusion and an outbreak of violence
Feedback:
Here objectivity is being lost and the writer is expressing
his/her own opinion about the cause of the violence
without substantiating claims with factual evidence.
13.
It was found that the DS was responsible for handing in the PSDR to his LM at the
appointed time.
Model Answer:
It was found that the Department Secretary was
responsible for handing in the Performance and Service
Delivery Report to his Line Manager at the appointed
time. (Any substitutions of your own would be fine)
Feedback:
There are too many abbreviations which makes the
meaning unclear to the uninitiated reader. The full form
of the abbreviation needs to be used to make the
sentence clear.
14.
It was found that the fence around the perimeter of the factory was not well
maintained which gave intruders the opportunity to gain access to the property.
Therefore we decided to question the staff about how they felt about their salaries.
Model Answer:
It was found that the fence around the perimeter of the
factory was not well maintained which gave intruders the
opportunity to gain access to the property. Therefore we
decided to allocate some budget to ensure that the
fence is repaired and to make sure that this does not
occur again. (Or any appropriate)
Feedback:
The second sentence does not follow logically from the
first one. Therefore the report would be illogical and
would not make sense.
15.
We will hire more securities to patrol the fence.
Model Answer:
We will hire more security guards to patrol the fence.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 101
ENN1504 – Practicing Workplace English
Feedback:
While the term ‘securities’ is used in the industry in
every day speech, it is important that in formal writing
this is incorrect and that the word security here functions
as an adjective and must be followed by the word
‘guard’ or ‘personnel’ or ‘patroller’ and should not
function as a noun.
16.
Permission for the staff to leave the building was refused by the manager.
Model Answer:
The manager refused permission for the staff to leave
the building.
Feedback:
Passive voice is used. Active voice is more appropriate
for Report writing.
17.
It is very unfair that the drivers don’t get paid three times their hourly rate if they work
on a Sunday.
Model Answer:
Questionnaires show that many workers feel that it is
unfair that drivers don’t get paid three times their hourly
rate if they work on a Sunday. (Or appropriate changes)
Feedback:
Try not to express opinion in a report or how you feel
about certain aspects. Stick to the facts only and don’t
give comment or opinion or judgment of your own.
18.
A woman in a red dress who was standing opposite the brick house and was talking
to a friend of hers from school when she observed how the accident happened.
Model Answer:
An eye-witness observed how the accident happened.
Feedback:
Verbose or wordy. Too many unnecessary details have
been included.
19.
Going across the road, the car hit the dog.
Model Answer:
The car hit the dog that was going across the road.
Feedback:
Check that grammar and writing is clear and that no
misunderstanding can occur. Here it is unclear whether
‘going’ modifies the dog or the car.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 102
ENN1504 – Practicing Workplace English
20.
At grass roots level it must be realised that at the end of the day it is business as
usual and everyone needs to keep their hands on deck.
Model Answer:
We need to all keeping working as we have always
done. (Or appropriate)
Feedback:
This sentence is verbose and wordy. It also has too
many clichés which should be avoided in formal writing.
As a result the meaning is not clear and it is difficult to
actually work out what is being said by the writer.
In the next few questions we will ask you to write sections of a report on one topic and then
compare them to model examples. Obviously there will be no one correct means of tackling
the investigation but you get an idea of the format and what is required of you.
Here is the subject of your investigation:
You work for Thembalethu Municipality as Director of Parks and Recreation. The district of
Thembalethu is situated near a mine that is no longer in use.
There have been a number of articles in the local newspaper claiming that Thembalethu
Lake is no longer suitable for recreational use. The reports claim that the lake water is toxic
as a result of water seeping it from the disused mine. Many residents enjoy fishing in the
lake and there is a school rowing club that uses the lake for rowing practices and
competitions. Some children often swim in the lake on the way home from school and many
families like to come and braai at the lake on the weekends. Children also enjoy feeding the
ducks.
You have been tasked by the Mayor to investigate whether the newspaper reports are valid
and whether the lake should be closed to the public. She would like you to write a short
formal report. She would like you to hand the report in at the next council meeting.
21.
Provide a suitable title for this report.
Model Answer:
REPORT
ON
PRESENCE
AN
OF
INVESTIGATION
TOXIC
WATER
INTO
THE
IN
THE
THEMBALETHU LAKE.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 103
ENN1504 – Practicing Workplace English
Feedback:
22.
Check that your title is:
•
relevant to the type of report
•
explicit or clear
•
not too long
•
a true reflection of the content
•
free of jargon
Write the Terms of Reference for the report outlined above.
Model Answer:
Terms of Reference
On 27 October 2012, Ms Neo Mdluli, Mayor of
Thembalethu
Municipality,
requested
that
an
investigation be carried out into the presence of toxic
water in the Thembalethu Lake and its continued
suitability for recreational use. A recommendation is to
be submitted to the Mayor at the next council meeting
on the 30 November 2012.
Feedback:
Check how your answer compares with the Model
Answer. Small variances in wording are fine. Ensure that
you have outlined the problem, named and given the
official capacity of the person that commissioned you
and that you have indicated the date by which the
investigation should be completed. Check the wording.
You normally conduct an investigation ‘into’ or ‘of’
something. Also if there is any word in the question that
you do not understand, check the meaning in the
dictionary. In fact it is good practice to check meanings
even if you think you understand the word as a word
may have more than one meaning in different contexts
or it could be confused with another word. Take the
words ‘counsel’ and ‘council’ for example.
23.
Write down the Procedures you would follow in your investigation of the topic outlined
above.
24.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 104
ENN1504 – Practicing Workplace English
Model Answer:
1. Current newspaper reports were consulted were
perused and examined.
2. The
document
“Beware
of
Uranium
in
Johannesburg Lakes” published by the PPDW
(People for the Preservation of Drinking Water)
was carefully considered and the basis of its
claims verified by means of :
•
An interview with Professor Markus in the
Department of Science and Technology at the
University of the Witwatersrand.
•
Independent testing requested on the mineral
content of the water by Geologists from the
Department of Mineral Affairs in order to assess
the possibility of radioactive content in the lake
water
3. A medical examiner at the Thembathu Hospital
was consulted.
4. A task team from the Department of Parks and
Recreation visited the lake and spoke to the Mr
Ledwaba, the lake superintendent.
A telephonic interview was held with Mrs Spoonbottom
the chairperson of “Friends of Lake Thembalethu
(FOLT)” which is a non-profit organisation concerned
with the preservation of eco-systems in and around the
lake.
Feedback:
Remember that collecting information or research needs
careful planning. Consider your Terms of Reference
very carefully. What do you need to find out? What sort
of information would be most suitable in this case? If you
consider your topic you would need to investigate the
quality of the lake’s water and you would need to find
out if there is any basis to the claims that the water is
toxic. Who is making these claims and why? Are there
experts in the field?
Study Unit 1 – Writing Skills in Professional Correspondence
Page 105
ENN1504 – Practicing Workplace English
You should also find out if perhaps there were existing
studies or documents that you could consult. Could you
perhaps visit the lake and observe. Are there any small
parties or individuals you could consult. Your procedures
are important because everything that follows in the
report is derived from them. They also show that your
information is comprehensive and reliable, and that it is
safe to take decisions on the basis of your report. Spend
time on this section! Also check your wording –
especially with regard to the verbs that follow ‘interview’.
‘questionnaire’, ‘meeting’ and ‘survey’ for example.. An
interview
is
normally
conducted
‘with’
someone.
Meetings are normally ‘held with’ people. A survey ‘was
done’. Questionnaires were distributed. If you looked at
a report or document or an expert say that they were
‘consulted’. If you are unsure of any word in an example
or in an answer look it up in a dictionary.
25.
Write down the Findings you would follow in your investigation of the topic outlined
above.
Model Answer:
Findings
1. Newspaper reports claimed that there is a high
uranium content in Thembalethu lake.
2. The document “Beware of Uranium in Johannesburg
Lakes” published by the PPDW (People for the
Preservation of Drinking Water) did not mention the
Thembalethu Lake specifically.
•
An interview with Professor Markus in the
Department of Science and Technology at the
University of the Witwatersrand revealed that no
tests had been conducted on the water of
Thembalethu by his department and thus no
claim could be made on the quality of the water
in Thembalethu Lake.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 106
ENN1504 – Practicing Workplace English
•
Independent testing done on the mineral content
of the water by Geologists from the Department
of Mineral Affairs in order to assess the
possibility of radioactive content in the lake water
indicated that there were traces of radioactive
material but these were less than 0.0001mg per
ml of water. These are considered acceptable by
International standards and it was found that
levels are slightly higher in the Municipal drinking
water.
3. A medical examiner at the Thembathu Hospital
indicated that there had been no illness reported that
could be directly linked to the water at Thembalethu
Lake.
4. A task team from the Department of Parks and
Recreation visited the lake and spoke to the Mr
Ledwaba, the lake superintendent. It was found that
the stench emanating from the lake at times was in
fact from a leaking sewage pipe in the lane that runs
behind the lake. This problem had been rectified by
the Department of Public Works.
5. A
telephonic
interview
was
held
with
Mrs
Spoonbottom the chairperson of “Friends of Lake
Thembalethu
(FOLT)”
which
is
a
non-profit
organisation concerned with the preservation of ecosystems in and around the lake. It was ascertained
that FOLT was the source of the outcry over the
uranium content in the lake as a result of the
publication of “Beware of Uranium in Johannesburg
Lakes” by the PPDW (People for the Preservation of
Drinking Water). Mrs Spoonbottom admitted that she
was not aware that the document had not mentioned
Thembalethu
Lake
specifically.
She
further
mentioned that residents and members of her group
Study Unit 1 – Writing Skills in Professional Correspondence
Page 107
ENN1504 – Practicing Workplace English
were frustrated by the loud music and drinking that
occurred at the lake on the weekends.
Feedback:
Notice that the findings we have imagined from our
procedures relate specifically to each procedure. Notice
the corresponding numbering.
26.
Write down the Conclusions you would make in your investigation of the topic
outlined above.
Model Answer:
From the evidence above we can conclude that:
1. The newspaper reports about Thembalethu Lake
having
a
high
Uranium
content
cannot
be
substantiated.
2. No testing had been done on Thembalethu Lake
previously. Independent tests done as part of this
investigation indicate that while there is a trace of
radioactive material in the lake water, these small
levels pay no threat to humans or animals in any way.
3. The smell that had been reported in the area did not
emanate from the lake.
4. Claims about the uranium content of Thembalethu
Lake emanated from FOLT (Friends
of Lake
Thembaethu). The content of the document on which
they based their claims had not been examined.
5. Thembalethu Lake is safe for continued recreational
use.
Feedback:
Note that we have drawn conclusions from each of the
findings. This however is not always necessary because
sometimes the same conclusion can be drawn from a
number of Findings. The main point is that the aim of the
investigation has been realised. It is concluded that the
water in the lake is safe. Of course, your investigation
may have found that the water was not safe.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 108
ENN1504 – Practicing Workplace English
27.
Write down the Recommendations you would give in your investigation of the topic
outlined above.
Model Answer:
Recommendations
It is recommended that a press release be made by the
Town Council in response to the claims made in
previous newspaper reports.
The press release should indicate that independent
testing has been conducted and that the lake is
completely safe for recreational use.
It is also recommended that testing of the water should
be conducted on a yearly basis to ensure that the water
remains safe for public recreational use.
It is recommended that there should be a more visible
police presence at the lake on weekends to prevent a
criminal element from entering the area as the lake has
a very delicate eco-system and is a source of tourist
income in the area.
Feedback:
Begin with the statement, “It is recommended that…”
You need to suggest what could be done to improve the
situation. Be specific and practical. Remember you need
to use the word ‘should’ instead of ‘must’.
Recommendations are not written in the past tense
because they suggest actions that have not yet taken
place.
28.
End your report of the investigation outlined above.
Model Answer:
J. Lendrum
J. Lendrum
Director Parks and Recreation
22 November 2012
Feedback:
Remember your report should have no salutations at the
end like “Yours sincerely” or “Kind regards”.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 109
ENN1504 – Practicing Workplace English
5.
LEARNING UNIT 3: INCIDENT REPORTS
In this activity you are going to be requested to write an incident report. Remember if there is
no template use your own suitable headings based on the examples you have seen.
However, in this example we will provide you with subheadings so as to guide your writing.
Topic: You are a principal of a school. A parent has requested an investigation into an
incident where two learners were involved in a fight. One learner was severely bruised in the
face. The incident occurred after school and was as a result of the one boy calling the other
boy “stupid” because he received a bad mark on a test. The parents of the boy with the most
injuries have laid a charge at the police station and request that the school expel the boy in
question.
Use the following as guidelines:
•
Date, time and place of incident
•
Description of incident
•
Action taken
•
Findings/Decision/Resolution
The questions will guide you through each of the subheadings.
1.
Provide the text for the following fields:
•
Date
•
Place and Time of the Incident
•
Report by
Model Answer:
INCIDENT REPORT
DATE
PLACE
20 August 2012
Progess Primary School, Bok Avenue,
Polokwane.
TIME
14h05
REPORTED BY J. BLOGGS
Feedback:
Here you can use your imagination. Just ensure that you
give the details required and after “Reported by” you
would put your name.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 110
ENN1504 – Practicing Workplace English
At the beginning you could also give your position held
in the organisation and possibly your employee number.
2.
Describe the incident.
Model Answer:
DESCRIPTION OF INCIDENT
Two eye witnesses namely Tyrelle Johnson and Suhail
Ssali reported that the following occurred: During the
last lesson on Tuesday 20 August 2012 Thato Moledi
called Karabo Musi “stupid” after he received a low mark
in the test. Karabo Musi did report this to the teacher
(Ms Nxumalo). Ms Nxumalo responded by saying that
that it was not a very nice thing to say and asked Thato
Moledi to apologise. He did but Karabo Musi muttered
under his breath that he would get Thato Moledi after
school. The bell rang and as soon as the learners were
out of sight of any teachers Karabo Musi pushed Thato
Moledi and asked him who he was calling stupid. Thato
Moledi responded by pushing him back and called him
“an idiot”. Karabo Musi completely lost his temper and
started kicking him and punching him. Once Thato
Moledi was on the ground Karabo Musi kicked him in the
head numerous times. A crowd started to gather which
alerted nearby teachers. Ms Jones and Ms Padiachy
rushed to the scene and managed to separate the two
boys. Karabo Musi was escorted off the property and
Thato Moledi’s parents were called and it was
recommended that he be taken to a medical practitioner
to determine if he had incurred any serious injury.
Signature
J Bloggs
Feedback:
Obviously you will have constructed your own scenario
but ensure that you make it very clear exactly what
happened. Make sure that you include as many details
as possible.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 111
ENN1504 – Practicing Workplace English
Use full names so that there can be no ambiguity or
cases of mistaken identity. Also make sure that when
you use personal pronouns like he/she/they, it is
perfectly clear exactly who is being referred to. For
example you could say “Thato insulted Karabo and he
gave him a punch to the jaw,” Here it is not clear exactly
who gave the punch. Was it Thato or was it Karabo?
Ensure that there is no ambiguity in your report.
3.
State what action has been taken with regard to the incident.
Model Answer:
ACTION TAKEN
The following morning 21 August 2012 Karabo Musi’s
father, Mr Thabo Musi, was called to attend a meeting
with the school principal (Mrs R. Rambau and myself
(Ms J Bloggs – Deputy Principal). Mr Musi gave us
insight into Karabo Musi’s background. He had only
joined our school this year and came from Seaforth
Primary School where he had been the victim of
constant bullying. His mother and father are divorced
and he had previously been living with his mother and
her new boyfriend. There was lot of violence in the home
and
the mother’s
new boyfriend
had
constantly
physically abused Karabo and often referred to him as a
”moron” and as a “nuisance”. His mother requested that
he move in with his biological father, Mr Thabo Musi, in
order to be removed from the volatile situation and in
order for her and her new boyfriend to have some
space. Mr Thabo Musi requested that understanding be
shown with respect to Karabo’s home background and
circumstances. It was agreed that while Karabo Musi
needed to be punished for his action, leniency would be
shown and that his latent anger should be addressed
through psychological counselling. It was also decided
that expulsion would not be in his best interests.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 112
ENN1504 – Practicing Workplace English
Mr Thabo Musi was requested to make a formal apology
on behalf of Karabo Musi to Thato Moledi and his
parents. Thato Moledi is also not without blame and
should also be counselled with respect to the negative
consequences of name calling and teasing. He would
also be reprimanded for his part in the fight.
Feedback:
Here you would explain the action that the school has
taken bearing in mind that the one set of parents have
requested the expulsion of the boy who has been
identified as the aggressor. Ensure that your writing is
clear and that the action taken is relevant and
appropriate.
4.
State what the final decision or resolution of the incident has been.
Model Answer:
An appointment and recommendation was made for
Karabo Musi to see Dr Saunders (School Educational
Psychologist)
for
counselling
and
anger
management. Expulsion is not recommended as it
would not be in Karabo’s best interests. Thato Moledi
and Karabo Musi must both complete 4 weeks of
community service on Friday afternoons.
A formal
request was made to the parents of Thato Moledi to
drop the charges laid at the police station after a lengthy
explanation was given of his home circumstances and
the background to the incident.
Signature
J. Bloggs
Date: 01 September 2012
Feedback:
Here you would summarise any final decision that you
may have made as a result of the incident. How would
you prevent such an incident from happening in the
future? Have you addressed the cause of the incident?
What suggestions can you make with regard to the
incident?
Study Unit 1 – Writing Skills in Professional Correspondence
Page 113
ENN1504 – Practicing Workplace English
Study Unit 1 – Writing Skills in Professional Correspondence
Page 114
ENN1504 – Practicing Workplace English
6.
LEARNING UNIT 3: PROGRESS REPORT
In January 2012 a project was launched to renovate old buildings in a downtown
Johannesburg district. The area has been named the Maponeng Precint. The aim is to draw
people to the inner city and to bring about an economic revival in the area. An number of
buildings have been purchased your company URBAN INVESTMENTS and the CEO has
requested that you report on the progress of the project.
Use the following headings as a guideline in the writing of the report. Each question that
follows will guide you through the various subheadings:
Title
1. Introduction/ Background
2. Description of project (Objectives, target dates; resources, budget, etc.)
3. Work completed to date
• Task 1 (or Phase 1)
•
Task 2
•
Task 3
4. Difficulties encountered
5. Next phase
6. Conclusions & Recommendations
1.
Give a suitable title for the report.
Model Answer:
REPORT
ON
RENOVATION
RENEWAL
IN
PROGRESS
OF
THE
BUILDINGS
MADE
AND
MAPONENG
IN
THE
ECONOMIC
PRECINCT
IN
DOWNTOWN JOHANNESBURG.
Feedback:
Remember that the title would capture all the important
aspects of the topic or of the project. The format is very
similar to that used in an investigative report except for
the fact that the words ‘progress made’ would replace
the words ‘investigation into’.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 115
ENN1504 – Practicing Workplace English
2.
Give the background of the report.
Model Answer:
In January 2012 a project was launched to renovate old
buildings in the downtown Johannesburg district. The
area has been named the Maponeng Precinct. The aim
is to draw people to the inner city and to bring about an
economic revival in the area. A number of buildings
have been purchased. The project is due to be
completed in July 2014.
Feedback:
Here you would give the basic background of the
project. You would say when the project was launched,
why it was launched and when it is expected to be
completed by.
3.
Give a description of the project.
Model Answer:
Objectives
The project aims draw people to the inner city in order to
bring about an economic revival. A number of buildings
have been purchased in order to be renovated and
refurbished for accommodation in the form of upmarket
urban lofts and to invite business investment.
Phase 1
Dates
31/01/2012 – 31/06/2012
Awarding of tenders to architects, structural and civil
engineers, building contractors and interior designers.
Phase 2
01/07/2012 – 31/12/2012
Completion of pilot project – Renovation of Building 1 for
upmarket urban lofts. Renovation of Building 2 for Retail
shops.
Renovation
of
Building
3
for
office
space. Leasing of space to be 50% complete.
Phase 3
01/01/2013 – 01/07/2014
Completion
of
Study Unit 1 – Writing Skills in Professional Correspondence
Bulidings
4-7
for
residential
Page 116
ENN1504 – Practicing Workplace English
accommodation. Buildings 8, 9 to be completed for
further retail space. Building 10 to be completed for
office space.
Budget
A budget of R 40 000 000 has been set aside for the
project. See annexure A for allocations and projections
for the project.
Feedback:
You are not required to be an expert in town planning in
order to answer this question. You need to however give
evidence that you have given thought to the objectives
and aims of the project and that you have divided the
project up into sections or phases Bear in mind that this
is a progress report and in later sections you will need to
report on how much you have accomplished. For the
purposes of examination or assignment questions you
may also refer to annexures or appendices without
necessarily including them.
4.
Give an account of how much of the project has been completed to date.
Model Answer:
Work completed to date
Phase 1
Phase 1 has been completed as per estimated target
dates. Tenders
have
been
awarded
as
follows:
Architects – Ebony and Ivory Architects Rosebank
Structural Engineers – WBHO Building Contractors – Da
Costa Developers Interior designers - Louisa’s Urban
Interiors
Phase 2
1. Phase 2 is a little behind schedule due to the
Transport strike that took place in October.
2. Construction work has been completed but only
20% of space has been leased. Approximately
100 tenants have moved into Building 1 whereas
it was projected that the building would have 250
Study Unit 1 – Writing Skills in Professional Correspondence
Page 117
ENN1504 – Practicing Workplace English
tenants by this time.
3. Retail space in Buiding 2 is also only 10% let but
there is a lot of interest and it is expected that
once the festive season is over there will be a lot
of new tenants in the Building.
4. Office space in Building 3 is moving well and is
approximately 30% let.
Budget
At present the project is well within budget.
Feedback:
Ensure that this section follows on from the previous
one. Don’t add any details that you did not mention in
the section where you described the project.
5.
Report on any difficulties you have encountered in the project.
Model Answer:
Difficulties Encountered
1. The transport strike causes severe delays with
respect to delivery of materials. However, the socalled strike season is now over and Da Costa
Developers have assured us that all materials
required for Phase 2 have already been delivered.
Feedback:
Mention any challenges or difficulties that may have
hindered the progress of the project.
6.
Discuss the next phase of the project.
Model Answer:
Phase 3
Construction on the next building is due to start 15
January 2013 as soon as the Builder’s holiday has
ended. Therefore the next phase is due to start on
schedule.
Feedback:
Here you outline when the next phase is due to start.
Obviously if you mentioned severe setbacks in previous
sections here you would indicate that the next phase
may be behind schedule. You may also mention what
Study Unit 1 – Writing Skills in Professional Correspondence
Page 118
ENN1504 – Practicing Workplace English
contingency plans may have been made to keep the
project on track. It is recommended that in an
examination or assignment question that you keep you
report fairly simple and don’t make it too complicated.
7.
End your report by giving your Recommendations and Conclusions.
Model Answer:
Conclusion
The project is running well within budget. Construction
work is on schedule but letting of accommodation and of
retail and office space is slightly behind target.
Recommendations
It is recommended that more attention be drawn to the
Maponeng project in the media and that more
aggressive advertising be done so as to reach projected
targets with respect to the leasing of space.
Feedback:
Summarise the progress that has been made on the
project in one or two short sentences. If there have been
major problems, mention these. Recommend possible
solutions to the problems and challenges that may have
been encountered.
8.
You are employed as the Chief Training Officer at Speedking, an organisation which
offers overnight courier/ delivery services. The organisation currently employs 360
drivers in all provinces.
Speedking recently initiated an intensive training programme for drivers of the
delivery vehicles; making use of out-sourced regional training providers for advanced
driving skills. This project is still continuing.
Regardless of this focus on training, during the past two months there has been an
increase in the number of accidents in which the drivers in three provinces were
involved. This has occurred even though a great deal of money is being spent on the
training.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 119
ENN1504 – Practicing Workplace English
Management are expecting answers. You have been requested to investigate the
state of affairs, and to compile a progress report.
Compile a progress report covering only the training in the three provinces in which
the recent accidents have occurred. Include progress made by the provinces and
reasons for the increase in accidents. You may add any relevant details.
You should adapt the following headings to suit your own situation:
TITLE
1.
Introduction (Background)
2.
Description of project (Objectives, target dates, resources, budget, etc.)
3.
Work completed to date
3.1
Province 1
3.2
Province 2
3.3
Province 3
4.
Difficulties encountered (general and/or per province)
5.
Next phase
6.
Conclusions and recommendations.
Your report should not exceed 3 pages in length.
Model Answer:
REPORT ON PROGRESS MADE IN THE TRAINING OF SPEEDKING DRIVERS
1. Introduction
On 1 July 2014 the management of Speedking commissioned an advanced driving
skills training programme for all 360 employed drivers of the company. The training is
still underway but, despite progress, drivers in some areas continue to be involved in
road accidents. Affected provinces are Gauteng, Mpumalanga and the North West.
2. Description of Project
Training of 75 drivers in Gauteng, 28 drivers in Mpumalanga, 30 drivers in North
West.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 120
ENN1504 – Practicing Workplace English
Phase 1 – Driving in extreme weather conditions.
•
Dates: 1/07/2014 to 31/07/2014.
•
Budget – R150,000
Phase 2 – Dealing with catastrophic brake failure due to mechanical malfunction
•
Dates: 01/08/2014 to 29/08/2014.
•
Budget – R175,000
Phase 3 – General road traffic safety.
•
Budget – R80,000
•
Dates: 01/09/2014 to 30/09/2014
Resources: Gauteng driving instructors – Elite Driving School
Mpumalanga – Simunye Driving Academy
North West – All Road Advanced Driving
All vehicles used in training are supplied by respective driving schools / academies
(See Annexure A6)
3. Work Completed to date
3.1 Phase 1 – Mpumalanga and North West completed this training. All drivers
passed the final exams. Gauteng had a 25% failure rate. (Annexure A9)
3.2 Phase 2 - Gauteng and Mpumalanga completed this training. North West started
2 weeks behind schedule. (Annexure B2)
3.3 Phase 3 – Training has commenced in all three provinces and is on track to be
completed by the due date (Annexure C1).
4. Difficulties encountered
In spite of the ongoing training, Speedking drivers in Gauteng have encountered
numerous difficulties that have led to several accidents.
Due to the new tolling laws, drivers were instructed to make use of alternative routes.
These routes are often on roads with inferior quality tarmac, lane markings, lighting
and warning signs. These roads also carry much heavier traffic. This resulted in 4
bumper bashings. (Annexure D5)
The recent strikes in North West have also caused concern for our drivers as it
became very dangerous to travel at night. This has caused a spike in speeding fines
and also resulted in 2 accidents due to drivers exceeding speed limits to reach
destinations before dark. (Annexure E2)
Study Unit 1 – Writing Skills in Professional Correspondence
Page 121
ENN1504 – Practicing Workplace English
In Mpumalanga there was a problem with the training resource. The company
concerned underwent organizational structure changes. This resulted in delays in
training and subsequently training standards have dropped. Two accidents took
place due to rookie drivers being given solo delivery instructions.
5. Next Phase
Phase 4 – On hold until Phase 3 has been completed.
In Phase 4 the drivers will be recapping previous training and will also be trained how
to assist fellow drivers in cases of emergency. Expected date of commencement to
be confirmed.
6. Conclusion
Wherever the training has been completed, we can see a definite improvement in
drivers’ awareness, skill and level of service. Most of the accidents were not due to
drivers’ negligence (Annexure F).
The training academy in Mpumalanga has recommitted their involvement in the
training.
They also accepted a penalty fee for the inconvenience caused. Our drivers are at a
higher level than before.
7. Recommendations
7.1 It is recommended that drivers who failed any of their final exams should pay a
pre-defined portion of the training costs involved.
7.2 To further improve the safety of our drivers and vehicles, it is recommended that
national toll roads are used where available.
7.3 Provinces with 100% pass rates and 0 accidents could be awarded bonuses at
the end of the year.
7.4 It is also recommended that the training is recapped twice a year to update
drivers’ knowledge.
7.5 All new drivers to be trained before doing solo deliveries.
JS Nyoni: Chief Training Officer
Speedking
Study Unit 1 – Writing Skills in Professional Correspondence
Page 122
ENN1504 – Practicing Workplace English
7.
LEARNING UNIT 4: PROPOSALS
Imagine that you are a manager of a business company i.e. Furkan Furniture Designs and
that you are in charge of computer of training for your staff. Write to the Human Resources
Department of your company asking them for funding to make these training sessions
possible.
Ask yourself a set of questions that entails what a proposal structure needs. This will help
you formulate the proposal. These are the questions we have identified to create a proposal
structure, although yours may vary:
Try answering these questions that we have identified to help formulate the structure of your
proposal.
1.
Why do you want this training?
Model Answer:
This training is necessary so that staff can be computer
literate. The company is moving towards a lot of online
interaction with clients as there is a growing need for
this.
Feedback:
2.
This can make up your motivation.
What will you do?
Model Answer:
I plan to set up a special computer lab with state of the
art computers and professional trainers to train staff. I
would also like to ensure that employees have adequate
computers with easy internet access.
Feedback:
The answer to the following questions should make up
the description of the project.
3.
How will you do it?
Model Answer:
With the funding from The Finance Department, a team
of staff will work under supervision to fulfil my desired
plan
Feedback:
This forms part of the description of the project.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 123
ENN1504 – Practicing Workplace English
4.
Where will it be done?
Model Answer:
The training sessions will be done in the labs which will
be built on company premises.
Feedback:
5.
This forms part of the description of the project.
How long will it take?
Model Answer:
I hope to have the desired project running within a
month. The training sessions will be indefinite since the
computer field is dynamic and there will always be new
avenues that our staff will need to learn about.
Feedback:
6.
This forms part of the description of the project.
How much will it cost?
Model Answer:
I estimate the project will cost R254 000
•
Computer lab – R 70 000
•
New computers for lab – R 30 000
•
Fine tune staff computers – R 10 000
•
Fast internet access – R 20 000
•
Employing computer trainers - R 104 000 (per
annum)
•
Feedback:
Computer maintenance – R20 000 (per annum)
This is your budget.
Once you are done answering the questions 1-6, draw up a skeleton proposal with the
relevant sub-headings and just a brief description of what you would add under these
headings. Remember, this proposal should be submitted to the Human Resources
Department of Furkan Furniture Design to get funding to start computer training sessions for
employees.
In questions 7-13, you will be given the sub-headings that make up the proposal structure,
and you can brainstorm under the headings using the notes you have from the previous
activity. Remember that this exercise is open-ended and that the Model Answer is just a
guide.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 124
ENN1504 – Practicing Workplace English
7.
Executive summary
Model Answer:
We aim to establish a training lab that constantly keeps
staff abreast with the latest online needs of the
company. Funding is needed to develop this project. It
will be money well spent since it will help the company
grow exponentially since it will reach a larger client
base.
Feedback:
Executive summaries are used only in formal and
lengthy proposals. It sums up all sections of the
proposal as a whole.
8.
Background
Model Answer:
The staff has always pushed themselves to achieve their
best at Furkan Turkish Designs. They specialize in
making custom made handcrafted Turkish furniture as
clients desire. Since the company is growing, it aims to
reach a global clientele, instead of catering to Africa
alone. Online interaction with clients makes this
possible, since the staff meet with clients to draw up
their desired designs.
Feedback:
Background to the project; some information about the
proposer; motivation why the proposer is the right
person for the job
9.
Motivation
Model Answer:
Feedback:
Training is necessary for staff so that they can be
computer literate. The company is moving towards a lot
of online interaction with clients as there is a growing
need for this.
Give a more detailed needs analysis, showing causes of
the problem, background on how the situation
developed, and/or the consequences of the current
situation. On this basis, state why the proposed
intervention is necessary. State the objectives of the
project. Describe the expected benefits.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 125
ENN1504 – Practicing Workplace English
10.
Description of Project
Model Answer:
I plan to set up a special computer lab with state of the
art computers and professional trainers to train staff. I
would also like to ensure that employees have adequate
computers with easy internet access. With the funding
from the Finance Department, a team of staff will work
under
supervision
to
fulfil
my
desired
plan.
The training sessions will be done in the labs which will
be built on company premises. We will interact with staff
via the e-mail and internet, so they are constantly
training and keeping abreast of what is required of them.
I hope to have the desired project running within a
month. The training sessions will be indefinite since the
computer field is dynamic and there will always be new
avenues that our staff will need to learn about.
Feedback:
Describe your action plan in detail, including the time
frame. If the project is complex, describe each phase or
aspect under a suitable subheading, or represent the
plan in a table, chart or diagram.
11.
Budget
Model Answer:
I estimate the project will cost R254 000
The funding is broken down as such:
•
Computer lab – R 70 000
•
New computers for lab – R 30 000
•
Fine tune staff computers – R 10 000
•
Fast internet access – R 20 000
•
Employing computer trainers - R 104 000 (per
annum)
•
Feedback:
Computer maintenance – R20 000 (per annum)
A project usually involves funding. You need to estimate
what the costs will be, and include resources such as
people, materials and infrastructure.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 126
ENN1504 – Practicing Workplace English
12.
Additional Resources
Model Answer:
Computer maintenance should cover the topic of
Additional Resources. There will be constant upgrades
of software, and computer hardware, including internet
connections and printing hardware.
Feedback:
This section should show what resources are available,
and what is still needed. Resource categories such as
human, material and infrastructure may be included, as
well as projected costs in the form of a budget. Main
costs should be listed in the document, with reference to
more detail or the full budget attached as an annexure.
In the same way, include quotations for goods and
services from other providers.
13.
Conclusion
Model Answer:
This funding will help the company grow beyond Africa
to reach new frontiers. The rewards of this funding will
go a long way.
Feedback:
You may comment on the long-term sustainability of the
project, and indicate arrangements to monitor progress
and ensure quality. Propose that funding and other
resources be made available to begin the project on a
chosen date. Briefly re-state the benefits.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 127
ENN1504 – Practicing Workplace English
Examination
Preparation Activities
1.
EXAMINATION PREPARATION - WRITING SKILLS IN PROFESSIONAL
CORRESPONDENCE
Please review each of the following sentences carefully and rewrite the sentences with any
corrections you deem necessary.
1.
I'm not sure were to commence as you all know that the employee's was working
very much hard in the past few months and the news I'm bringing you are very good
news.
Model Answer:
I'm not sure where to start. As you all know, the
employees have been working very hard during the last
few months and I'd like to bring you some good news.
Feedback:
Take note of spelling and grammar mistakes. Also, be
careful of run-on sentences. These are sentences that
go on for too long and eventually become confusing and
difficult to read.
2.
3.
4.
We as the management is very excited regarding these news.
Model Answer:
Management is very excited about this news.
Feedback:
Take note of spelling and grammar mistakes.
According to our opinion you all deserve to be given such bonuses.
Model Answer:
In our opinion, you all deserve bonuses.
Feedback:
Take note of spelling and grammar mistakes.
As you all know that we can only be able to pay funds that was budget.
Model Answer:
In our opinion, you all deserve bonuses.
Feedback:
Take note of spelling and grammar mistakes.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 128
ENN1504 – Practicing Workplace English
5.
I have to highlight and emphasize that this will not happen every day.
Model Answer:
I have to emphasise that this is not an everyday
occurrence.
OR
I have to emphasise that this is an exception.
Feedback:
In this instance, "highlight" and "emphasise" are
synonymous. You therefore need not use both words.
6.
We want to open a day care facility so that people with young childs can be able to
bring them to work.
Model Answer:
We want to open a day care facility so that people with
young children can bring them to work.
Feedback:
7.
Take note of spelling and grammar mistakes.
Your cooperation in this regards will be very much appreciated.
Model Answer:
Your
cooperation
in
this
regard
will
be
much
appreciated.
Feedback:
8.
Take note of spelling and grammar mistakes.
Due to school holidays some employee's find it deficult to live thier childrens alone at
home.
Model Answer:
During school holidays, some employees find it difficult
to leave their children home alone.
Feedback:
9.
Take note of spelling and grammar mistakes.
We would like to hear your views and opinions on this matter.
Model Answer:
We would like to hear your views / opinions regarding
this matter.
Feedback:
"Views" and "opinions" are synonymous in this context.
Therefore you need not use both words.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 129
ENN1504 – Practicing Workplace English
2.
EXAMINATION PREPARATION - MINUTES OF MEETINGS
1.
You have been asked to take minutes at your company's Weekly Meeting. Read
through the transcript (in dialogue form) of a part of the meeting. This part of the
meeting was about marketing. Write the minutes of the discussion of this agenda
item under the following topic:
4.3 Marketing
Your answer should not exceed one page. The complete format for meetings is not
required.
Meeting Transcript:
Andrew:
Let’s look at marketing quickly. I’m a little bit concerned that with everything
else going on we’ve lost a bit of steam on the marketing front. Ms Letao, what
has the response been to our radio advert? Anything as yet?
Kgomotso (Letao): Jaaaa… But not like we would like. We had one response almost right
away and the client seems very interested, but nothing other than that.
Andrew: Yes, it does seem that radio might not be the way to go. It’s not
providing the results we hoped for.
Miranda:
don’t think it’s the medium so much as it is our approach. I think we just need
to rethink our target audience and then change our approach to better suit our
market. Maybe do some more interviews. People seem to like those…
Andrew:
Could be… we’ll have to explore the idea a bit more, I think. Thing is radio is
quite expensive. I’m not convinced that our money wouldn’t be better spent
elsewhere.
Liza:
What about social media? Shouldn’t we focus on that a bit more? Like
Facebook and twitter and stuff like that?
Andrew:
As far as I know we are focussing on social media… Thandeka, what’s
happening on that front?
Study Unit 1 – Writing Skills in Professional Correspondence
Page 130
ENN1504 – Practicing Workplace English
Thandeka:
Well, the Facebook page is up and we’ve called together a team to keep
updating the page. Right now we’re still seeing what works and what not, but
it’s going okay. We have 256 likes already, so there is movement. We’ve also
created a twitter account and we’re in the process of getting it linked to our
Facebook page so that the same posts appear on both. And I’m waiting for
the final date for the new website to go live. The developers said that it will be
ready by next week at the latest.
Andrew:
That sounds good, but please keep us all posted. If you need more
information I’m sure some of these guys can also help you. Anyone who is
willing to help can please contact Thandeka. We really need everyone to pull
in on this one.
I also want you guys to start thinking about the Career expo that’s coming up
in 3 months. I want us to attend, exhibit some of our work, network, that type
of thing. Those who helped out last year will know the drill. We’ll also need to
think of corporate gifts and brochures for the expo. Maybe the branded
calendars and notebooks again. I don’t know. Let your heads go then we can
meet again in a week’s time to brainstorm. Then we also talked about the
email signatures last week.
Liza,
we’re you guys able to sort that out? I haven’t seen any correspondence
about it?
Liza:
We’ve finalised the new logo and I’m just waiting for the final draft from
marketing then we’ll send it around. It should be within the next two days.
Andrew:
Good, you guys all know what to do with it. Please update your signatures so
we can get our CI on par. I think that’s that for today, but then let’s please
meet next week again to brainstorm ideas for the expo. Same time, same
place. Thanks everyone. You may go.
Model Answer:
4.3 Marketing
Andrew expressed his concern regarding marketing and enquired whether they had
had any response to their radio advert.
Kgomotso informed him that there had been response, but not as they had hoped.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 131
ENN1504 – Practicing Workplace English
Andrew suggested that radio was perhaps not the correct medium.
Miranda countered and suggested that they should change their approach.
Liza suggested that they should focus more social media like Twitter and Facebook.
Thandeka informed the meeting that the Facebook and Twitter accounts were active
and that they were waiting for the new website to go live.
Anyone willing to assist Thandeka are to contact him. Andrew asked everyone to
focus on the upcoming Career Expo. He asked everyone to brainstorm ideas
corporate gifts and brochures which would be discussed at the next meeting.
Liza announced that the new logo had been finalised and that it would be circulated
shortly.
Andrew requested that everyone update their signatures.
Next meeting to take place within a week at the same time and place. Meeting was
adjourned.
Feedback:
The minutes of a meeting are an official record that can
be used to manage information, accountability, tasks
and time in an organisation. When recording minutes,
your goal is to use language successfully to provide an
instrument for management to ensure the quality of the
product or service provided. Minutes are also useful to
those whose responsibility it is to implement the
decisions taken. Minutes are not a record of general
discussions but a record that acts as a memory tool to
manage
• the task to be performed
• the name of the person who must perform the task
• the date by which the task must be completed
Also remember the following pointers:
• Meetings follow the points on the agenda, so the
same subheadings can generally be used.
• While a secretary may use point-form in taking notes
during the meeting, full sentences should be used in
the minutes.
• Minutes are written in the past tense because the
Study Unit 1 – Writing Skills in Professional Correspondence
Page 132
ENN1504 – Practicing Workplace English
meeting has already taken place.
• Minutes use reported speech, also known as indirect
speech, to record a member’s direct statement.
• Headings do not end in full stops, but all sentences
below them do.
• Dates are written as: On 14 July 20 … / On the 14th
of July … Any other date convention is incorrect. Use
the same format throughout your text.
• • Mr Ms Mrs and Dr are not followed by full stops;
however Prof. and Adv. etc. are.
3.
EXAMINATION PREPARATION – REPORT WRITING
Read the following report recommendations and make any necessary corrections.
1.
It is recommended a disciplinary charge should be laid against the instructor for
taking a bribe.
Model Answer:
It is recommended that a disciplinary charge should be
laid against the instructor for taking a bribe.
Feedback:
You can only formulate a recommendation by using the
word ‘be’ when it follows the word ‘that’.
2.
There should be free driving lessons to members of the community to show
apologies
Model Answer:
There should be free driving lessons for members of the
community to show remorse.
Feedback:
3.
Note grammatical and syntax errors.
Salaries of non-managerial staff must be reviewed and compared to inflation rates.
Model Answer:
Salaries of non-managerial staff should be reviewed and
compared to inflation rates.
Feedback:
The report writer is not in a position to take decisions or
give instructions. For this reason you should avoid using
the words ‘must’ and ‘will’; use ‘should’ instead.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 133
ENN1504 – Practicing Workplace English
4.
Staff should be given training to honing their skills.
Model Answer:
It is recommended that staff be given training to hone
their skills OR Staff should be given training to hone
their skills
Feedback:
5.
There is no –ing in the infinitive form “to hone”.
Read each of the following sentences carefully and indicate whether the sentence
would fall under "Conclusions" or "Recommendations" in a report.
Staff in the Directorate should attend workshops on customer
care in order to communicate better with the employees.
The majority of employees are affected by salary problems
and this in turn has had a negative impact on staff morale.
The standard of business writing can be significantly
improved by means of a training intervention.
It is recommended that we start a training intervention to
improve our employees’ business writing abilities.
Model Answer
:
Staff in the Directorate should attend workshops on customer Recommendation
care in order to communicate better with the employees.
The majority of employees are affected by salary problems Conclusion
and this in turn has had a negative impact on staff morale.
The standard of business writing can be significantly Conclusion
improved by means of a training intervention.
It is recommended that we start a training intervention to Recommendation
improve our employees’ business writing abilities.
4.
EXAMINATION PREPARATION – WRITING PROPOSALS
1.
You have been asked to write a proposal regarding the opening of a day care facility
on the company premises. Briefly consider the context, need, solution and evaluation
of such a proposal and write up the "solution" only.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 134
ENN1504 – Practicing Workplace English
Model Answer:
4. Implementation
4.1. A suitable area has been identified for the
construction of the day care centre. Some changes
will have to be made to the area and a kitchen and
bathrooms will have to be added to the area.
Inquiries have been made and it is estimated that
this work can be completed by December 2013.
4.2 Interviews have been held for day care personnel.
Personnel includes 2 qualified caretakers, and a
cleaner and cook. Suitable candidates have been
short-listed and are awaiting further notifications.
4.3 The day care will have to be stocked with several
items listed under Annexure A. A cost analysis has
been done and the estimated cost thereof has been
included in the budget.
4.4 If approval can be obtained, the day care centre can
be operational by 6 January 2014, when employees
return to work after the December holidays.
5. Budget
Although the proposed day care was not included in the
original 2013 budget forecast, the company has
identified unused funds which can be applied for the
establishment thereof.
Costs estimated as follows:
5.1 Construction work: R40 000
5.2 Staff salaries: R38 000 per month for 3 staff
members as mentioned above.
5.3 Furnishing and equipment: R24 000
Construction and furnishing costs will be once-off
with minimal expenditure needed for upgrades
thereafter. Staff salaries will be the only recurring
cost.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 135
ENN1504 – Practicing Workplace English
Surveys have indicated staff willingness to pay for
such day care services. Such payment could
contribute to staff salaries, minimising the recurring
cost to the company.
Feedback:
Remember the following guidelines with regards to
writing your proposal:
• Implementation
Describe your action plan in detail, including the time
frame. If the project is complex, describe each phase
or aspect under a suitable subheading, or represent
the plan in a table, chart or diagram.
• Resources
This section should show what resources are
available, and what is still needed. Resource
categories
such
as
human,
material
and
infrastructure may be included, as well as projected
costs in the form of a budget. Main costs should be
listed in the document, with reference to more detail
or the full budget attached as an annexure. In the
same way, include quotations for goods and services
from other providers.
Study Unit 1 – Writing Skills in Professional Correspondence
Page 136