Língua inglesa – técnicas de escrita
N
346034 - Assistente
Administrativo/a
UFCD 0628
25 horas
Língua inglesa – técnicas de escrita
UFCD 0628
ÍNDICE
Objetivos e conteúdos .............................................................................................................................................. 3
Documentos comerciais em língua inglesa ...................................................................................................... 4
Documentos comerciais .......................................................................................................................................... 7
Documentos contabilísticos ................................................................................................................................. 14
Documentos bancários .......................................................................................................................................... 17
Frases comerciais tipo ........................................................................................................................................... 20
Bibliografia ................................................................................................................................................................. 54
Língua inglesa – técnicas de escrita
Página 2
Língua inglesa – técnicas de escrita
UFCD 0628
Objetivos e conteúdos
Objetivos:
 Aplicar as técnicas de elaboração de documentos comerciais à língua inglesa.
Conteúdos :
 Documentos comerciais em língua inglesa
 Documentos comerciais e contabilísticos
 Documentos bancários
 Frases comerciais tipo
Língua inglesa – técnicas de escrita
Página 3
Língua inglesa – técnicas de escrita
UFCD 0628
Documentos comerciais em língua inglesa
Which documents are required for exports, what are the elements of a standard export
process?
International trade documents are generally divided into:
 Official documents
 Commercial documents
 Transport documents
 Insurance documents
Official Documents
Official documents are documents required for the purpose of official (regulatory)
authorization to export. Official documents are either submitted to the appropriate authority
for legalization or are issued by an appropriate authority. Without local authorization (from
competent Jordanian authorities), you will not be permitted to ship your goods out the
country.
 Customs or Export Declaration
 An export License or Authorization
 A warfare order (for sea freight)
 A pre-shipment inspection certificate
 A certificate of origin
 A health certificate
Língua inglesa – técnicas de escrita
Página 4
Língua inglesa – técnicas de escrita
UFCD 0628
Commercial Documents
These are documents, which support the sales contract between the exporter and importer.
They are issued by the exporter confirming that he/she has met all the terms and conditions
of the sales contract. Examples of commercial documents are:
 Commercial invoice
 Packing list
 Beneficiary certificate
Transport Documents
Transport documents are distinguished from the commercial documents in that they
represent a contract of carriage with a third party. Transport documents are fundamental to
the payment and delivery process in an import transaction.
There are three main types of transport documents that can be used in international
transport. They are:
 Bill of lading
 Waybill
 Consignment note
The purpose of all transport documents is to:
 Provide proof that the carrier has received the goods,
 Show evidence of a contract of carriage, and
 Produce a freight bill (information on transport details and costs)
Língua inglesa – técnicas de escrita
Página 5
Língua inglesa – técnicas de escrita
UFCD 0628
Insurance Documents
Insurance documents also constitute evidence of a contract with a third party, namely the
insurance company and therefore must be distinguished from the commercial documents.
The two main insurance documents are:
 Insurance certificate
 Insurance policy
 What is the certificate of origin?
 Where do I obtain a certificate of origin?
A certificate of origin is a formal / official statement issued by either a chamber of
commerce or industry in Jordan indicating where the goods were manufactured. The Ministry
of Industry and Trade must certify the certificate of origin before an exporter attaches the
certificate to the export declaration upon submitting the latter to the Customs.
A certificate of origin is an export document that is necessary to obtain from the Jordanian
chamber of commerce or industry to confirm the origin of the products.
 What is a commercial invoice?
 What is a typical format of a commercial invoice?
 What are the typical problems faced with a commercial invoice?
 What are the local requirements of a commercial invoice?
A commercial invoice is a statement by the seller on the details of the products to be sold. In
general, a commercial invoice must contain the seller’s name, method of payment and
transport, invoice number, date, unit price, total price, and total weight of the goods. In the
case of Jordan, the Ministry of Industry and Trade should certify a commercial invoice on
exports and the chamber of commerce or industry should certify a commercial invoice on reexports. In either case the chamber of commerce or industry will not issue a certificate of
origin unless the exporter submits a commercial invoice to be also certified and stamped by
Língua inglesa – técnicas de escrita
Página 6
Língua inglesa – técnicas de escrita
UFCD 0628
the chamber. As mentioned ANNEX B, the commercial invoice must be attested by the
Ministry of Foreign Affairs of Jordan and the relevant embassy of the importing country.
 What is a bill of lading? What documentation is needed for it?
The bill of lading (B/L) is the traditional transport document for shipping goods by ocean
transport. It serves as a contract between the exporter and the shipping line and covers the
carriage of goods from the port of loading to the port of discharge. It also serves as a receipt
for the goods and confers title to the goods to its holder. Also called a negotiable bill of lading,
it is sent to the importer to enable him / her to claim the goods to which it refers.
Other documents are usually attached to the carrier's copy of the bill of lading, some of
these documents are:
 Copy of the commercial Invoice
 Copy of the certificate of origin
 Packing list
 Weight list
 Certifications from the exporting country if any prior entry authorizations in the
importing country if any.
Língua inglesa – técnicas de escrita
Página 7
Língua inglesa – técnicas de escrita
UFCD 0628
Documentos comerciais
Beneficiary certificate
Língua inglesa – técnicas de escrita
Página 8
Língua inglesa – técnicas de escrita
UFCD 0628
Certificate of origin
Língua inglesa – técnicas de escrita
Página 9
Língua inglesa – técnicas de escrita
UFCD 0628
Commercial invoice
Língua inglesa – técnicas de escrita
Página 10
Língua inglesa – técnicas de escrita
UFCD 0628
Order
Língua inglesa – técnicas de escrita
Página 11
Língua inglesa – técnicas de escrita
UFCD 0628
Packing list
Língua inglesa – técnicas de escrita
Página 12
Língua inglesa – técnicas de escrita
UFCD 0628
Shipping or transport document
Língua inglesa – técnicas de escrita
Página 13
Língua inglesa – técnicas de escrita
UFCD 0628
Documentos contabilísticos
Accounting Documents
It is important to know the type of documents commonly used to record the occurrence of
transactions. Some of them are:-
 Official receipts
Normally you will get these when you make payment over the counter to the cashier
 Cash bills
You seldom get these nowadays. However, if you made purchase of goods from a shop that
has no cash register, normally you will get these as proof of payments.
 Bills
Electricity, water, quit rent & assessment, services. Normally you received these and asked to
pay by a specified date.
 Invoices
Normally you receive these when you purchase physical goods. Same function as bills,
invoices ask the recipients to pay by a specified date.
 Delivery Orders
You get these when you receive the goods that you have ordered previously. However,
delivery order is different from invoice, its function is to record the descriptions and quantity
of the goods concern, whereas, invoice will state the unit price and also the terms of
payments.
Língua inglesa – técnicas de escrita
Página 14
Língua inglesa – técnicas de escrita
UFCD 0628
The above are the common types of documents you receive when you purchase
goods/services (i.e. as a customer/consumer). On the other hand, to the issuing entities, all
these documents are issued to their customers when there are sale transactions. Example, for
a customer the invoice that he/she received is called specifically as “Purchase Invoices” or
“Supplier Invoices”. On the other hand, for a company who sell goods to its customers, the
invoices used are referred to as “Sales Invoices”.
 Purchase Orders
Purchase orders are used to order goods from your suppliers in accordance with your
specifications and quantity of the goods.
 Customer Orders
Customer orders are used for the customers to fill up in ordering the goods.
 Credit Notes
Credit notes are issued to customers to inform them that their account has been “credited” for the
reasons specified in the credit notes (meaning is there is a reduction in the amount that the customer
has to pay because of e.g. overcharging of price, defective goods returned, discounts etc.)
 Debit Notes
Debit notes are issued to customers to inform them that their account has been “debited” for the
reasons specified in the debit notes (in contrasts to credit notes, debit notes has the opposite
function-the customer is informed that they have to pay more because of e.g. under charging of
price, additional charge for miscellaneous services etc.)
 Payment Vouchers
Payment vouchers are used to record payments made by the business entities in chronological
orders, normally in respect of cheque payments.
 Petty Cash Vouchers
Petty cash vouchers are used to record payments made by the business entities in chronological
orders in respect of cash.
Língua inglesa – técnicas de escrita
Página 15
Língua inglesa – técnicas de escrita
UFCD 0628
 Goods Received Notes
Goods received notes are used to record receiving of goods purchased. Please take note that the
function of Goods Received Notes (GRNs) is different compared to that of the Delivery Orders an
entity received from its’ suppliers. Just imagine this – if the entity receives goods from different
suppliers, let’s say on average of 20 in a day, what would happened if it does not have a systematic
way of recording the receiving of goods? HAVOC! However, for many small entities that have
minimal purchase transactions, GRNs may not be used as each incident of receiving goods could
still be monitored easily. For good control purposes, a receiving logbook is used to record the
details of receiving goods (Date, Name of Supplier, Delivery Order Number, and Description of
goods).
 Stock Cards & Stock Ledger
Stock cards are used to monitor physical movement of stocks. For better control purposes, stock
cards are normally kept and recorded by storekeepers, and only quantity of stocks, stock codes and
description of stocks are recorded on the stock cards WITHOUT the unit costs indicated. This is
because it is not necessary for storekeepers to know the unit costs of stock (in a way to reduce the
risk of pilferage of more expensive stock items). Stock cards are updated based on the evidence of
stock-in (goods received notes and delivery orders from suppliers if no goods received notes system
practised) and stock-out (delivery orders to customers) In addition to stock cards, some business
entities also maintain another type of stock record – stock ledger. Stock ledger is updated with all
the details of stocks including the stock code, descriptions, quantity and the total value of each type
of stock based on supplier invoices received. At every fixed interval e.g. month end, the quantities
of stocks reflected in the stock cards could then be checked and reconciled to the quantities of
stocks recorded in the stock ledger and any variances to be investigated and followed-up.
Língua inglesa – técnicas de escrita
Página 16
Língua inglesa – técnicas de escrita
UFCD 0628
Documentos bancários
A statement by the bank
Língua inglesa – técnicas de escrita
Página 17
Língua inglesa – técnicas de escrita
UFCD 0628
Bank Statement
Língua inglesa – técnicas de escrita
Página 18
Língua inglesa – técnicas de escrita
UFCD 0628
Cheque
Banker’s Draft
Língua inglesa – técnicas de escrita
Página 19
Língua inglesa – técnicas de escrita
UFCD 0628
Frases comerciais tipo
Useful Expressions - Business Language
 Apologizing

I'm sorry.

I made a mistake.

Please accept my apologies.

I'm sorry. I didn't mean to . . .

(I'm) sorry. I didn't realize that . . . .

That's okay.

No problem.
 Prefacing bad news

I'm sorry (I have) to tell you this, but . . .

I hate to tell you this, but . . .

I don't know how to tell you this, but . . .

I have some bad news.
 (Formal) written apologies

We regret to inform you that . . .

Regretfully, . . .

Unfortunately, . . .
 Asking for Help

Could you . . . . (for me) ?

Would you please . . . ?

Would you mind V+ing . . . .?
Língua inglesa – técnicas de escrita
Página 20
Língua inglesa – técnicas de escrita

Could you possibly . . . ?

Okay, no problem.

Sure, I'd be glad to.

Sorry, I'm (kind of) busy now.

I'm sorry. I don't have time right now.

Do you have a minute?

Can you spare a few minutes?

Could you do me a favour?

Could I ask you a favour?

Can I ask you to . . . ?

I need some help (if you have time).

(If you're not busy) I could use your help.
UFCD 0628
Business Introductions
 Informal
This is my boss, Mr. Stratford.
Jared, this is my secretary, Barbara.
Good to meet you.
Nice to meet you too.
I'd like you to meet my co-worker, Collin Beck.
Collin, this is Susan Palmer.
Nice to meet you.
My pleasure.
Have you met, Jason?
Jason, this is Teresa.
Hi, I'm Jill Watson.
I don't believe we've met. I'm Greg.
Língua inglesa – técnicas de escrita
Página 21
Língua inglesa – técnicas de escrita
UFCD 0628
 Formal
I'd like to introduce you to my dear friend, Mrs. Pleasant.
Allow me to introduce myself/my colleague, Ms. Winters
Let me introduce you to my colleague, Dean Richards.
Mr. Richards, this is David Porter from Aerospace Inc.
How do you do?
How do you do?
It's a pleasure meeting you.
 Important body language to remember: Smile, eye contact, firm handshake
Forward Looking Statements
 Forward-Looking Statements

What are your plans for the future?

What are your projections for the next quarter?

What do you expect to achieve (in the near future)?

What are your (sales) projections for next six months?

What are your goals for the coming year?

We expect . . .

We plan to . . .

We project . . .

We hope to . . .

We should . . .

We will be (V+ing) . . .

If all goes as planned,

Our projections are . . .

According to our projections,
Língua inglesa – técnicas de escrita
Página 22
Língua inglesa – técnicas de escrita
UFCD 0628
Invitations
 Informal

Would you like to . . .

We're going to . . . . Would you like to come along?

There's a . . . . (tonight). Would you like to go?

How about (V+ing) . . . ?

Do you want to . . . ?

I wonder if you would like to . . .

I was wondering if you would like to . . .
 Formal:

I'd like to invite you to . . .

If you have time, I'd like to invite you . . .

Would you like to join us for (event) at (time) ?

We'd be glad to have you accompany us . . .

We'd be delighted/honoured to have you as our guest at . . .
Terms of Payment

I'd like to pay (in) cash.

I'll put it on my credit card.

Can I charge it?

Could you put that on my bill?

Could I put that on my account?

Could you send me an invoice?

Could you bill me (for that)?

Can I put it on lay-away?
Língua inglesa – técnicas de escrita
Página 23
Língua inglesa – técnicas de escrita

May I . . .

pay in cash

pay by check

pay by credit card

pay with a credit card

pay in instalments

pay in one lump sum

Could you deliver it to my office?

Do you charge for shipping?

Do I need to pay for postage and handling?

How long will it take?
UFCD 0628
Welcoming Visitors
 Welcoming

Welcome to Cando Enterprises.

Welcome to London. I'm John Taylor.
Meeting someone you don't know
1. Patricia Murphy?

Yes.

Hi, I'm Kevin Chen of Myotex Industries.
Welcome to Taiwan.
2. Are you Mr. Blanks?

Yes, I am.

I'm Jane Placid. (We talked by telephone.)
Welcome to Sydney.
It's nice to meet you in person.

Nice meeting you too.

How was your flight?

Okay, but very long.
Língua inglesa – técnicas de escrita
Página 24
Língua inglesa – técnicas de escrita

3. You must be Ms. Terius.
That's right.

It's a pleasure to meet you. I'm Brad Wilson.
UFCD 0628
Welcome to Suntech.

Thank you

Did you have any problem finding this place?

No, your directions were very clear.
Useful Expressions - Business Interaction
 Analysing Problems

Focusing on the main problem/issue

What is the main problem?

What is the real issue (here)?

(I think) the major problem is . . .

Our primary concern is . . .

The crux of the matter is . . .

(As I see it), the most important thing is . . .

The main problem we need to solve is . . .

We really need to take care of . . .

It all comes down to this:

Asking for input

What should we do about it?

What needs to be done?

What do you think we should do?

What are we going to do about it?

Do you have any suggestions?

Any ideas?

Making Recommendations

I recommend that . . .

I suggest that . . .

I would like to propose that . . .

Why don't we . . .
Língua inglesa – técnicas de escrita
Página 25
Língua inglesa – técnicas de escrita
UFCD 0628
Asking for Information
Information about company
What does your company do?
We produce marketing materials.
What is your specialty?
What do you specialize in?
We specialize in art and design.
What is your main line of business?
What are your major products?
We produce office machines.
What services do you provide?
We design software.
We provide technical support.
Information about products
This is one of our top brands.
Could you give me some (more)
It's our best-selling refrigerator.
information on this?
This one is the best in its class.
We're really pleased with its performance.
It's an excellent computer.
What can you tell me about this (product)?
I highly recommend this one.
This model comes with several features.
Tell me about this one/model.
Língua inglesa – técnicas de escrita
This particular one has two components.
Página 26
Língua inglesa – técnicas de escrita
UFCD 0628
Information about Price
 What are you asking for this?
 What does this sell for?
 How much is it?
 How much does it run?

This (one) sells for £5900.

This one goes for £2900.

This one is priced at £9695.
Closing a Conversation
 Pre-closing

It's been nice talking to you.

It's been great talking with you.

I really enjoyed meeting you.

It was nice meeting you, Mr. Brown.

I'm sorry, but I have to go now.

I'm afraid I have to leave now.

Thanks for the information/ the tour/ your time.

Thanks for taking the time to talk with us.
 Follow up

I'll give you a call.

I'll send you an e-mail.

I'll put a packet in the mail for you.

We'll send out that information right away.

I'll have my secretary schedule an appointment.

Could you send me a brochure/some more information?
Língua inglesa – técnicas de escrita
Página 27
Língua inglesa – técnicas de escrita

Could I contact you by e-mail/at your office?

How do I get in touch with you?

How can I reach/contact you?
UFCD 0628
 Closing

I look forward to seeing you again.

We'll see you on Friday.

See you next week.

Let me give you my business card.

Here's my e-mail/office number.

Let's keep in touch by e-mail.

We'll be in touch.

Call me if you have any questions.

E-mail me.
Discussing Agenda Items

Let's start with . . .

Let's start by . . .

The first item on the agenda is . . .

We need to discuss . . .

Let's look at item number one.

Let's move on to number two.

The next item on the agenda is . . .

What's next on the agenda?

Does anyone have any comments?
Língua inglesa – técnicas de escrita
Página 28
Língua inglesa – técnicas de escrita

Any comments?

Are there any comments on that?

What do you think?

Good idea.

Good point.

Does everyone agree on that?
UFCD 0628
Making Appointments

I'd like to make an appointment with Dr. Bill.

I'd like to schedule a meeting with Ms. Terry.

Could I schedule a time to meet with Mr. East?
What time is best for you?
When would be a good time for you?
Would 9:00 on Thursday be okay?
He'll be in on Tuesday.
His schedule is open all day Monday.
She's free any day but Wednesday.
Dr. Itup will be away until Friday.

Will Mr. Rodgers be in tomorrow?

Is he available next Wednesday?

Does he have any openings on Tuesday?

Does she have any time on Thursday?
Sorry, her calendar is full on Monday.
She will be out on Wednesday.
He doesn't have time on Tuesday.
How about Friday at 4:00?

Thursday at 10:00 will be fine.

Friday at 11:00 sounds good.
Língua inglesa – técnicas de escrita
Página 29
Língua inglesa – técnicas de escrita

Okay. Tuesday morning at 9.

Monday at 8:00 is not good for me.

Wednesday is not possible.
UFCD 0628
Meetings and Discussions
 Getting started
Let's get started.
We need to discuss . . .
We need to talk about . . .
 Talking about discussion items
The first thing we need to discuss is . . .
The first item on the agenda is . . .
The first thing on the list is . . .
First, we need to talk about . . .
 Presenting Options
We have several alternatives:
We have two options:
We could either . . . or . . .
 Moving on
Let's move on to Item 2.
Let's move on to the next topic.
We need to move on.
The next item (of business) is . . .
We need to go on to the next item.
Shall/Should we move on?
Língua inglesa – técnicas de escrita
Página 30
Língua inglesa – técnicas de escrita
UFCD 0628
 Stalling the Discussion
Before we move on, I think we should . . .
Wait a minute. We haven't discussed . . .
Don't you think we need to . . .
Not so fast. We haven't (yet) . . .
 Asking for Clarification
What do you mean by . . . .
I don't quite follow you.
I didn't get what you meant by . . .
Could you clarify that?
Could you elaborate on that?
 Making a Suggestion/Proposal
I think we should . . .
Maybe we should . . .
I suggest . . .
Why don't we . . .
How about . . .
We could . . .
 Giving Feedback
(I think) that's a good idea.
You have a good point.
Good idea/point.
I agree.
I disagree. I think . . .
Sorry. I don't agree with you.
You have a good point, but . . .
That's not such a good idea.
Língua inglesa – técnicas de escrita
Página 31
Língua inglesa – técnicas de escrita
UFCD 0628
I don't think that's a good idea.
 Asking for Opinions
What do you think, George?
What's your opinion on that, Martha?
Any thoughts on that?
Any ideas?
 Checking for Consensus
Do we all agree (on that)?
Does everyone agree?
 Summarizing
In summary,
The conclusion is . . .
So, we've decided to . . .
We're going to . . . (then)
 Closing the meeting
That's all for today.
That's it then.
(informal)
The meeting is adjourned.
(very formal)
Língua inglesa – técnicas de escrita
Página 32
Língua inglesa – técnicas de escrita
UFCD 0628
Useful Expressions - Business Correspondence
Common Phrases for Business Letters
 Request for information

I am writing to inquire about . . .

I am writing in reference to . . .

I read/heard . . . and would like to know . . .

Could you please send me . . .

at the address below/above

Thank you for your assistance.

I look forward to hearing from you.
 Response to request

Thank you for your interest/inquiry

Enclosed is the information you requested.

You can learn more about this at . . .

If you have further questions,

If you require assistance, please contact:

If I can be of more help, please feel free to contact me at . . .
 Sample Sentences: Requests

Could you please send me your most recent brochure?

Could you fax me the results of the market survey?

I would like to order ten copies of the book, Touchy Situations.

I would be very grateful if you could send me this information.

Please return the enclosed envelope with your payment.
Língua inglesa – técnicas de escrita
Página 33
Língua inglesa – técnicas de escrita
UFCD 0628
 Sample Sentences: Goodwill

Thank you for your hospitality.

I enjoyed having lunch with you last week while I was in New York.

Congratulations on your promotion to General Manager.

I want(ed) to congratulate you on your new position.

I was happy to hear that contract negotiations went well.
 Sample Sentences: Introduction of Product/Service

I am writing to tell you about . . .

(Our new product) is coming out next month.

This product/service is designed to (help you).
 Sample Sentences: Reference

I am writing in regard to . . .

I am writing in reference to . . .

Please refer to the enclosed invoice/brochure.

I hope you have had a chance to look over the materials we sent.
 Sample Sentences: Confirmation

I am writing to confirm . . .

I would like to confirm what we discussed last Friday.

I would just like to confirm the main points we discussed . . .
 Sample Sentences: Notification

I am writing to let you know that . . .

Please be aware/informed that . . .

I would like to inform you of a recent policy change.

I am happy to inform you that . . .

Your request for funding has been approved.
Língua inglesa – técnicas de escrita
Página 34
Língua inglesa – técnicas de escrita
UFCD 0628
 Sample Sentences: Offering Assistance

We would be happy to . . .

If we can be of assistance, please don't hesitate to ask.
 Sample Sentences: Collection

According to our records . . .

Our records show that . . .

Your monthly instalment is past due.

Please send payment as soon as possible.
Helpful Hints for Business Letters

Before writing a business letter, consider the following:
 Objective(s)

Why am I writing this letter?

What do I hope to accomplish?

What action do I want from my reader?
 Your Audience

Who will read this letter?

How can I appeal to the reader's interest?

What attitude might the reader have toward this information?

Will the reader consider this good news or bad news?
Língua inglesa – técnicas de escrita
Página 35
Língua inglesa – técnicas de escrita
UFCD 0628
 Organisation

What information should be included first/last?

What details does the reader need to know?

Does my conclusion motivate the reader to do something?

Do I end the letter in a positive and polite manner?
 Professionalism

Do I use a professional business letter format?

Do my language and style show a positive attitude toward the reader/the
company/the product/the information.

Will my reader be offended by anything in the letter?
 Proofreading

Are there any spelling errors, typos, etc.?

Is the format of the letter appropriate?

Have I signed my name?
Useful Expressions - Business Presentation
 Nervous Mannerisms
What do you do when you are nervous?

Everyone has different reactions to nervousness. By being aware of your particular
nervous mannerism, you can work to overcome them.

Here are some common mannerisms exhibited when giving a speech.
Língua inglesa – técnicas de escrita
Página 36
Língua inglesa – técnicas de escrita
UFCD 0628
Do you do any of them?
Bite your fingernails
Say "uh", "uhm"
Tap your feet
Tap on the table/podium
Wave your hands/arms
Repeat yourself
Play with your hair
Breathe heavily
Move around a lot
Sweat
Speak too fast
Giggle
Speak too slowly
Pause inappropriately
Become stiff
Clam up/Become speechless
Shake/Shudder
Shift your eyes
Play with objects in pockets, etc.
Move your head around
Make strange facial expressions
Gesture inappropriately
If you do any of the above, it can be distracting to your audience. Being aware of what you do
is the first step to overcoming the habit. Watch a video of yourself, or have a colleague or
friend watch you make a presentation and then give you feedback on your good and bad
points. He/She can also point out if you are using any of the above nervous mannerisms.
Presentation Tips
Know Yourself
Present Yourself
Strengths
Dress
Weaknesses
Posture
Talents
Voice
Feelings
Gestures
Opinions
Body Language
Nervousness
Confidence
Motivation
Enthusiasm
Língua inglesa – técnicas de escrita
Página 37
Língua inglesa – técnicas de escrita
Know Your Audience
Present to Your Audience
Demographics
Positive
Purpose
Polite
Interests
Interesting
Commonality
Informative
Individuality
Thought-provoking
Know Your Stuff
Present Your Material
Knowledge of Subject
Organization
Research
Clarity
Personal Experience
Visuals
Preparation
Language
Rehearsal
Volume
UFCD 0628
Signposting
 Beginning a presentation
It is common to greet the audience and introduce yourself when giving presentations:

Good morning,/afternoon/evening

I'm _________, the new Finance Manager.

My name is ________ and I represent _______

Let me take a minute to introduce myself.

Let me start by telling you a little about our company.

I've already met some of you, but for those I haven't , I'm ______
Língua inglesa – técnicas de escrita
Página 38
Língua inglesa – técnicas de escrita
UFCD 0628
 Introducing the topic

I'm here to talk about . . .

Today, I'd like to say a few words about . . .

I'm going to give you an overview of . . .

The main reason I'm here today is . . .

The focus of my remarks is . . .

I'd like to introduce . . .
 Time consciousness

Thank you for your time

Thank you for taking the time to be here

I will probably take about . . . minutes

This should last only a few minutes

I hope to be finished by . . .
 Showing organization

I've divided my topic into three sections/parts. They are . . .

This presentation can be divided into the following subtopics:
First,
First of all
The first point is . . .
Second
Secondly
The next point is . . .
Third
Thirdly
Next, we come to . . .
Finally
Last
The final point is . . .
 Sequencing

Let's move on to . . .

Let's move on to . . .

That brings us to . . .
Língua inglesa – técnicas de escrita
Página 39
Língua inglesa – técnicas de escrita
UFCD 0628
 Giving Reasons

This is why . . .

The main reason is . . .

Therefore,

So,
 Generalizing

Generally,

Usually,

As a rule,

Most of the time,

In most cases,
 Highlighting

Actually,

In fact,

As a matter of fact,

In particular

Particularly

Especially
 Giving Examples

For example,

For instance,

Such as
Língua inglesa – técnicas de escrita
Página 40
Língua inglesa – técnicas de escrita
UFCD 0628
 Summarizing

To sum up

To summarize

In brief
 Concluding

To conclude,

In conclusion,
 Follow-up

Are/Were there any questions?

We have just a few minutes for questions
Simple Presentations
 Introduction

(Good morning, afternoon, evening)

I'm happy to be here.

I'm glad to have this opportunity to . . .

Today, I'd like to talk (to you) about . . .

My topic today is . . .

The focus of my remarks is . . .

I'd like to share some thoughts on (topic)
 Main points

Let me start by . . .

First, let me tell you about . . .

I've divided my topic into (three) parts: (They are . . .)
Língua inglesa – técnicas de escrita
Página 41
Língua inglesa – técnicas de escrita
UFCD 0628
 Giving examples

For example,

For instance,

Let me illustrate,

To illustrate,
 Conclusion

In conclusion,

To conclude,

To summarize,

To sum up,
Speech Preparation

Choose Topic


Gather Information


Research


Select


Organize


Write


Practice


Revise


Rehearse


Língua inglesa – técnicas de escrita
Present
Página 42
UFCD 0628
Língua inglesa – técnicas de escrita
The Language of Charts and Graphs
 Types of Charts

Pie chart

Bar chart/graph

Line graph
Describing Movement
Increase
Go up
Rise
Improve(ment)
Decrease
Go down
Fall
Declined
Recover
Jump
Surge
Reach (a point)
Recovery
Slump
Plummet
Approach
Types of Movement
Slight
Gradual
Sharp
Dramatic
Major
Slightly
Gradually
Sharply
Dramatically
Minor
Movement over Time
There was a gradual decline in sales.
(noun usage)
Sales declined gradually

Enrolment increased by 4% in 1997.

There was a 4% increase in enrolment in 1997.
(verb usage)
Immigration rose to 800,000 in 1999. (to a point/number)
Immigration rose by 20,000 in 1999.
Língua inglesa – técnicas de escrita
(by increment)
Página 43
Língua inglesa – técnicas de escrita

There was a 20% rise in immigration. (percentage)

Taxes remained the same from 2000 to 2001.

Taxes continued at 15% for two years.
UFCD 0628
Static (non-movement) Description

Sales stood at $1,400,000 in 1998.

Profits were $27,000 in 1999.

There was a loss of $21,000 in 2001.
 Thinking Positively about Presentations
People often become nervous or fearful when giving presentations. Here are some phrases
you can keep in mind when preparing for and giving a presentation.
About Yourself
I'm happy to be here.
(Smile)
I'm glad to have this opportunity.
(Turn nervousness into enthusiasm.)

I (really) want to tell you about this.

I have something interesting to tell you.
 About Your Audience

This is something I think you should know . . .

This is important (to you) because . . .

You will be interested to know that . . .

You will benefit by knowing this . . .
Língua inglesa – técnicas de escrita
Página 44
Língua inglesa – técnicas de escrita
UFCD 0628
 About Your Subject/Material

The information is as follows:

A.

B.

C.

First, I will tell you about . . .

These are the main points/supporting ideas . . .

The best way to understand this information is . . .

Look at this. It will help you understand my topic . . .

This shows (you) . . .
Common business phrases…remember these for your interviews
It is useful, and in some situations will prove to be important, to know business phrases and
specific terms which are commonly used. The exact meaning of such words and phrases is not
always intuitively obvious, especially for non-native speakers, such as me. There are many,
many phrases used in business. I have listed the most common phrases here.
 “USE IT OR LOSE IT” mentality:
Can refer to management in the organization trying to use up surplus in the budget to make
sure that the budget does not shrink in the next year.
 “GIVE LIP SERVICE”
Is a business phrase used when someone talks about something passionately but they do not
actually do anything about it.
 “NECESSARY EVIL”
Refers to something troublesome but necessary. For example, in business, inventory is often
referred to as a “necessary evil”. Many organizations have to hold inventory so that they have
Língua inglesa – técnicas de escrita
Página 45
Língua inglesa – técnicas de escrita
UFCD 0628
goods available for the convenience of customers. This makes inventory “necessary”. It is
“evil” because money has to be investment in inventory and such money does not earn any
return. Therefore, organizations try to minimize the amount of funds tied up in inventory
while still avoiding stock outs (being out of stock) and keeping up with scheduled production.
This is generally called Inventory Management.
 “A BIG FISH IN A SMALL POND”
Someone or a company who is very successful, influential and powerful but exists in a very
small market or region. This is a very common business phrase and was made popular in
Hollywood movies about organized crime.
 “HAVING SKIN IN THE GAME”
Usually refers to entrepreneurs having their own money invested and therefore, when they
are also taking the risk. The term is generally used when someone is asking for support and
has also invested in the venture. Therefore they will also lose something should the venture or
initiative fail.
 “CAN’T SEE THE FOREST FOR THE TREES”
Refers to an inability to see the big picture due to only focusing on the small details. This is
another very, very popular business phrase
 “PASS-THE-BUCK”
Attitude means someone is trying to pass responsibility to another party. For example,
blaming someone else for the loss, so one does not have to cover the cost.
 “EXAMINED WITH A FINE-TOOTH COMB”
Means examine something properly and diligently.
Língua inglesa – técnicas de escrita
Página 46
Língua inglesa – técnicas de escrita
UFCD 0628
 “THE TONE AT THE TOP”
Refers to the attitudes of the leadership team regarding business ethics and corporate
governance. It refers to the ethical atmosphere in the workplace. This is a less common
business phrase. It is most popular in the US, Canada and the UK.
 “INFORMATION SUPERWAY” (as coined by Al Gore)
Refers to the Web. It is used to indicate that the Web allows internet users to “travel” in
search of information and that all other internet users also “travel” in the same direction (in
search of information). This is similar to a motor highway. The Web is situated on top of the
internet and allows internet users to share information on the internet by using a URL, which
refers to the Uniform Resource Locator. The Web originated from work done by developers
Robert Gailiau and Tim Berners-Lee in the European Centre for Nuclear Research (CERN) in
Geneva in 1989. Internet refers to the entire infrastructure which allows otherwise
incompatible individual computers to communicate with each other, regardless of where they
are located. Basically, the internet refers to all computers, telephone or cable lines and
network cables that make it possible for any computer to communicate with any other
computer, as long as they are connected to the internet.
 “BELOW THE RADAR”
Refers to something not being easily detectable. For example, an enterprise may try to operate
“below the radar” by making every effort to not draw attention to its existence. This business
phrase was taken from the military who mainly used radar to watch for approaching enemy
aircraft.
 “TYRANNY OF THE URGENT”
Refers to a situation when an individual has, what seems to be, an endless list of very urgent
tasks. Such tasks are usually of a low priority. It often refers to activity rather than
achievement. Such tasks can take up all day and at the end of the day one may feel that
nothing was accomplished. This phrase may also refer to time when one has to make
decisions which are less than ideal due to lack of time available to make such decisions.
Língua inglesa – técnicas de escrita
Página 47
Língua inglesa – técnicas de escrita
UFCD 0628
 “TULE OF THUMB”
Is a guideline regarding proper actions based on what is rational and based on past
experience. Such guidelines are generally a rough approximation of what is the right thing to
do.
 “GROWTH TRAP”
For a business this may have several meanings:
One of them is in the area of finance. In the Jeremy Siegel’s book “The Future for Investors”, he
refers to a “growth trap” to argue that growth of the company should not be an acceptable
reason to regard certain shares as a good investment. The reason for this is the expected
growth of the company is already built into the price of shares. Therefore, the only way an
investor can obtain above-average returns is if the company grows faster than was
anticipated when price of shares was determined. This is easy to understand with the
example of the Gordon model which is used for the valuation of shares.
In the field of entrepreneurship, however, the “growth trap” refers to a situation whereby due
to rapid growth, a business’s cash flow situation is deteriorating because additional financing
is required prior to cash being generated from additional sales.
This growth problem is further exacerbated due to the difficulty of obtaining external
financing. Businesses may need additional financing to hire more personnel to handle
increased sales and to buy extra inventory and raw materials. Therefore, the situation may
occur where a rapidly growing businesses is profitable but has cash flow problems. “Creative
Destruction” was developed by the distinguished Harvard economist Joseph Schumpeter in
his landmark book “Capitalism, Socialism and Democracy” published in 1942.
Schumpeter used the phrase “Creative Destruction” to describe the “process of industrial
mutation that incessantly revolutionizes the economic structure from within, incessantly
destroying the old one, incessantly creating a new one.” Schumpeter further states that “This
process of Creative Destruction is the essential fact about capitalism. It is what capitalism
consists in and what every capitalist concern has got to live in.”
Língua inglesa – técnicas de escrita
Página 48
Língua inglesa – técnicas de escrita
UFCD 0628
Schumpeter argued that capitalism exists in the state of “creative destruction” where
innovation leads to new companies replacing old ones. He viewed entrepreneurship as a
catalyst for growth of the economy. In short, this phrase refers to something new replacing
(destroying) something older. It has become a very commonly used buzzword.
 “BUZZWORD”
Is a word that is very popular and buzzing around hallways, corridors, newspapers etc. “Social
networking” recently became a buzzword with the rise of Facebook and Twitter. This is
probably the most popular and common of all business phrases.
 “THINKING OUTSIDE THE BOX”
The generation of ideas which are not ordinary and not confined to common thinking
patterns. This is probably the second most popular and common of all business phrases.
 “BIG PICTURE”
Means seeing the overall objective and purpose of the task rather than just being obsessive
and noticing the details. This is probably the third most popular and common of all business
phrases.
 “BUILD A BETTER MOUSETRAP AND THE WORLD WILL BEAT A PATH
TO YOUR DOOR”
This sentence is in fact paraphrased. The actual sentence was “If a man has good corn or
wood, or boards, or pigs, to sell, or can make better chairs or knives, crucibles or church
organs, than anybody else, you will find a broad hard-beaten road to his house, though it be in
the woods”.
This was later paraphrased as “If a man can write a better book, preach a better sermon, or
make a better mousetrap, than his neighbour, though he build his house in the woods, the
world will make a beaten path to his door.”. And later it was again paraphrased as “Build a
better mousetrap and the world will beat a path to your door”.
The original sentence is attributed to Ralph Waldo Emerson in the late nineteenth century.
The paraphrased quote implies that innovation is self-promotional. In other words, if one
Língua inglesa – técnicas de escrita
Página 49
Língua inglesa – técnicas de escrita
UFCD 0628
builds a better product then the world will find the ways to acquire such an improved new
invention.
In reality, promotion of a very innovative and useful product is still required to educate and
inform customers about a new product or service (new “mousetrap”) and how customers can
buy a new product or service (how customers can find the “door”).
Moreover, the perception of customers often plays a more significant role than the actual
superiority of the product. This, again, brings the importance of promotion to the surface.
Interestingly, according to the book “Build a Better Mousetrap” by Kassinger & Ruth,
mousetraps are the “most frequently invented device in U.S. history”. It is interesting to know
whether this has anything to do with the famous quote above.
 “LARGER-THAN-LIFE PERSONALITY”
Someone whose image, perception amongst peers, influence or reputation is much greater
than his actual accomplishments and track-record.
 “IN-HOUSE”
Activity conducted internally (inside an organization). For example, a business can create an
“in-house” newsletter. Businesses also can create advertising “in-house” instead of engaging
an advertising agency to do such work.
 “ASYMMETRIC INFORMATION”
When one party has a superior level of specific knowledge compared to another party.
However, the other party could greatly benefit from knowing such specific information. For
example, asymmetric information can refer to the chance that management knows more
about the current real performance of the firm and future growth projections than outside
investors. “BOOTSTRAPPING”
Generally means something is accomplished due to one’s own initiative and without external
help. In entrepreneurship, a bootstrapping or bootstrap financing, means an entrepreneur
uses his or her initiative to find capital or use capital more efficiently to survive. It includes
minimization of the company’s investments and refers to such situations as leasing instead of
Língua inglesa – técnicas de escrita
Página 50
Língua inglesa – técnicas de escrita
UFCD 0628
buying, adapting just-in-time inventory system, operating a business from home, obtaining
free publicity instead of paying for advertising and using other free resources as much as
possible.
Other examples of bootstrap financing include factoring and trade credit. Factoring means a
business sells its accounts receivable to factor or another financial institution at a discount
rate. Factor refers to the financial institution whose business is to purchase accounts
receivable from other companies. Trade credit refers to situations when suppliers provide
their products and services on credit. Suppliers usually extend interest free credit for 30, 60
or 90 days.
 “CHAIN OF COMMAND”
Is an orderly line of authority within the organization or organization’s reporting structure. It
is a term taken from the military. An organizational chart illustrates the chain of command. It
shows who reports to whom. For example, it shows the CEO reports to the board of directors
and not the other way around. The chain of command is important to maintain clear lines of
authority and responsibility.
 “NETIQUETTE”
Is the proper etiquette in writing and dealing with emails. This phrase, along with
“buzzword”, are probably the newest business phrases.
 “SPAN OF CONTROL”
Is sometimes also called span of management. It refers to how many subordinates report to a
supervisor within the organizational hierarchy. The more people report to one manager the
larger the span of control.
Experts suggest that, on average, one manager’s span of control cannot be larger than six to
eight people. However, in practice, span of control is affected by many factors. Such factors
include personality of the manager and workers, type of work to be supervised and whether
the tasks that need to be supervised are similar or different, the health state of the manager
and competency level of the supervisor and subordinates.
Língua inglesa – técnicas de escrita
Página 51
Língua inglesa – técnicas de escrita
UFCD 0628
Span of control is also affected by geographical location of the subordinates. If all
subordinates are in the same area than it is easier to supervise them compared to a situation
when subordinates are dispersed over different geographical locations.
Over the last few years spans of control in organizations were increasing largely due to
developments in information technology and the flattening of organizational structure.
The concept of span of control is especially important for small businesses. Many
entrepreneurs allow too wide a span of control by trying to supervise too many employees.
This takes away their time that could have been spent on growing the business. As a result,
too wide a span of control in a small business may slow down the growth of the business.
 “SILO MENTALITY”
Occurs when certain departments/groups of individuals within the business do not want to
share knowledge or information with other areas of the business and other individuals. Such
mindset leads to inefficiency and creates risks for the business.
 “ORGANIZATIONAL GRAPEVINE”
Is the informal and unsupervised communication within an organization. It allows to rapidly
disseminate information throughout the organization.
 “COMPETITIVE ADVANTAGE”
Is a term developed by Michael Porter of the Harvard Business School and refers to advantage
enjoyed by a company which results in the company with a competitive advantage being able
to earn above-average returns compared to the rest of the industry.
Competitive advantage can be divided into comparative advantage and differential advantage.
Comparative advantage refers to cost advantage. Enterprises which enjoy comparative
advantage can produce a product or service at a lower price than its competitors. This allows
the enterprise to charge lower prices or to enjoy a higher profit margin. Differential advantage
means a product or service of the enterprise with differential advantage is different from
products and services of competitors.
Língua inglesa – técnicas de escrita
Página 52
Língua inglesa – técnicas de escrita
UFCD 0628
Sustainable competitive advantage refers to a type of competitive advantage which is too
costly or too difficult for competitors to imitate. The more sustainable the competitive
advantage the more difficult it is for competitors to emulate it. However, competitors will
eventually find the way to reduce the effect or to completely neutralize the competitive
advantage. Therefore, it is crucial for businesses to constantly search for new ways to obtain a
competitive advantage over competitors.
 “WHEN YOU FAIL TO PLAN, YOU PLAN TO FAIL”
Means not planning is really the process of setting yourself up to fail.
 “A BIRD IN THE HAND IS WORTH TWO IN THE BUSH”
Means it is better to appreciate and work with what you definitely own or have, then to hope
for something bigger and better that you do not have and may never obtain.
 “RISK AND REWARD GO HAND IN HAND”
Means the when you take on risk; you have the potential to generate greater rewards. The two
cannot be separated and opposite is also true; not taking on risk means you have a lower
chance of generating returns.
 “PRACTICE MAKES PERFECT”
Means the more you practice doing something the better you will be at it. If you continue this,
then at some point you will be perfect at this task
 “NEVER BUY A CAR THAT WAS PRODUCED ON A FRIDAY OR
MONDAY”
Means that employees do not do their best work on these two days. I have only heard this
business phrase 4 times in my whole life, but it did appear during an important meeting, so I
thought it wise to include it.
Língua inglesa – técnicas de escrita
Página 53
Língua inglesa – técnicas de escrita
UFCD 0628
Bibliografia
 ALEXANDER, L.G., Longman English Grammar, Pearson Education Limited, 1988 (ISBN:
9780582558922)
 JONES; Leo et alli, New International Business English Updated Edition, Cambridge
University Press, 2000 (ISBN: 9780521774697)
 JONES; Leo et alli, New International Business English Updated Edition Workbook,
Cambridge University Press, 2000 (ISBN: 9780521774703)
 LEECH, Geoffrey et alli, Longman Grammar Spoken And Written English, Pearson
Education Limited, 1999 (ISBN: 9780582237254)
 POE, Roy W., The Mcgraw-Hill Handbook Of Business Letters, McGraw-Hill Education –
Europe, 2005 (ISBN: 9780071460804)
Língua inglesa – técnicas de escrita
Página 54