Unit 2.  Is that correct?

Lesson 1.Spelling things out

This section includes: 

• Exchanging information on the phone
   
• How to write business e-mails
• Phrases for checking and correcting information.

Lesson 2. Measurements 

This section includes

• Parts and component vocabulary

• Location vocabulary

• Reporting defects

Lesson 1

Telephone English

Learning how to communicate well on the telephone is one of the top priorities for many students who need to use English at work. Learning the common phrases that are used on the telephone helps students know what to expect.

Telephone English

Learning how to communicate well on the telephone is one of the top priorities for many students who need to use English at work. Learning the common phrases that are used on the telephone helps students know what to expect. However, what students often need most is practice, practice, and more practice. While helpful, practicing a role-play in the classroom is not always the best way to improve telephoning skills. Telephoning requires special skills as there are a number of difficulties that arise when telephoning that are specific to telephoning. The first and foremost difficulty is not being able to see the person you are communicating with. This lack of visual communication often makes students, who can communicate quite successfully in other situations, nervous and thereby hinders their communicative abilities. Add to this the typical hectic pace of business communication, and you have a particularly difficult situation.

This feature includes a number of ingredients to improve telephoning skills. Included you will find specific telephoning phrases, telephoning techniques to improve confidence when telephoning and telephoning practice exercises for use with your colleagues or in the classroom.

Telephone English - The Phrases

There are a number of phrases and idioms that are only used when telephoning. Let's first take a look at an example dialogue: Here are the most common:

• Operator: Hello, Frank and Brothers, How can I help you?
• Peter: This is Peter Jackson. Can I have extension 3421?
• Operator: Certainly, hold on a minute, I'll put you through...
• Frank: Bob Peterson's office, Frank speaking.
• Peter: This is Peter Jackson calling, is Bob in?
• Frank: I'm afraid he's out at the moment. Can I take a message?
• Peter: Yes, Could you ask him to call me at . I need to talk to him about the Nuovo line, it's urgent.
• Frank: Could you repeat the number please?
• Peter: Yes, that's , and this is Peter Jackson.
• Frank: Thank you Mr Jackson, I'll make sure Bob gets this asap.
• Peter: Thanks, bye.
• Frank: Bye.

As you can see, the language is rather informal and there are some important differences to everyday English. Look at the chart below for key language and phrases used in telephone English:

Tips for Getting People to Slow Down!!

One of the biggest problems is speed. Native speakers, especially business people, tend to speak very quickly on the telephone. Here are some practical tips to get native speakers of English to slow down!

• Immediately ask the person to speak slowly.
• When taking note of a name or important information, repeat each piece of information as the person speaks.

  This is an especially effective tool. By repeating each important piece of information or each number or letter as the spell or give you a telephone number you automatically slow the speaker down.

• Do not say you have understood if you have not. Ask the person to repeat until you have understood.

  Remember that the other person needs to make himself/herself understood and it is in his/her interest to make sure that you have understood. If you ask a person to explain more than twice they will usually slow down.

• If the person does not slow down begin speaking your own language!

  A sentence or two of another language spoken quickly will remind the person that they are fortunate because THEY do not need to speak a different language to communicate. Used carefully, this exercise in humbling the other speaker can be very effective. Just be sure to use it with colleagues and not with a boss :-)!

How to Write a Business Email

Business Email Basics

By Kenneth Beare, About.com

Example 1: Formal

Hello,

I read on your web site that you offer Music CD copying for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts on such a large quantity?

Thank you for taking the time to answer my questions. I look forward to your response.

Jack Finley
Sales Manager, Young Talent Inc.
               (709) 567 - 3498        

Example 2: Informal

At 16.22 01/07/2002 +0000, you wrote:

> I hear you're working on the Smith account. If you need any information don't hesitate to get in > contact with me.

Hi Tom,

Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have?

Thanks

Peter

Peter Thompsen
Account Manager, Tri-State Accounting
(698) 345 - 7843

Important Points to Remember

• Email is much less formal than a written letter. Emails are usually short and concise.
• If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.
• When writing to someone you know well, feel free to write as if you are speaking to the person.
• Use abbreviated verb forms (He's, We're, He'd, etc.)
• Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.
• It is not necessary to include your email address as the recipient can just reply to the email.
• When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.

Lesson 2

Expressing Numbers in English

Expressing Numbers in English

By Kenneth Beare, About.com

When expressing large numbers (more than one hundred) read in groups of hundreds. The order is as follows: billion, million, thousand, hundred. Notice that hundred, thousand, etc. is NOT followed by an ‘s’.

Two hundred NOT two hundreds

NOTE: British English takes 'and' between 'hundred and ...' American English omits 'and'. In the examples below, this is represented: (AND)

Hundreds

350 – three hundred (AND) fifty 425 – four hundred (AND) twenty five

Thousands

15,560 – fifteen thousand five hundred (AND) sixty 786,450 – seven hundred (AND) six thousand four hundred (AND) fifty

Millions

2,450,000 – two million four hundred (AND) fifty thousands 234,700,000 – two hundred (AND) thirty-four million seven hundred thousand

Speaking About Numbers

Numbers are read in the following manner in English:

million, thousand, hundred

Example:

2,350,400 => two million three hundred (AND) fifty thousand four hundred

NOTE - Remember: Use ‘and’ only between hundreds in British English. American English leaves the ‘and’ out.

Decimals

Read decimals as the given number point XYZ

2.36=>two point three six

Percentages

Read percentages as the number followed by ‘percent’

37%=>thirty seven percent

Fractions

Read the top number as a cardinal number, followed by the ordinal number + ‘s’

3/8=>three eighths

NOTE: ¼ =>one quarter, 2/3 => two thirds, ½ one half

Expressions

Here are the descriptive names of a number of important numerical expressions:

Speed 100 mph (miles per hour)
Weight 80 kg (kilograms) OR 42 lbs (pounds)
telephone number 0171 895 7056
decimal .087
date 12/04/65
percentage 75%
temperature 28° C (celsius) OR 72° F (fahrenheit)
height 1 m 89 cm
price $60
fraction 8/13
score 2-1

Comparative and Superlatives  

By Kenneth Beare, About.com

Comparative and Superlatives 

 By Kenneth Beare, About.com

We use the comparative and superlative form to compare and contrast different objects in English. Use the comparative form to show the difference between two objects. Example: New York is more exciting than Seattle. Use the superlative form when speaking about three or more objects to show which object is 'the most' of something. Example: New York is the most exciting city in the USA.

Here is a chart showing how to construct the comparative form in English. Notice in the example sentences that we use 'than' to compare the two objects:

One Syllable Adjectives

add '-er' to end of the adjective (Note: double the final consonant if preceded by a vowel) remove the 'y' from the adjective and add 'ier'

Example: cheap - cheaper / hot - hotter / high - higher

Example Sentences

Yesterday was hotter than today.
This book is cheaper than that book.

Two Syllable Adjectives Ending in '-y'

Example: happy - happier / funny - funnier

Example Sentences

I am happier than you.
That joke was funnier than his joke.

Two, Three or More Syllable Adjectives

place 'more' before the adjective

Example: interesting - more interesting / difficult - more difficult

Example Sentences

London is more expensive than Madrid.
This test is more difficult than the last test.

Here is a chart showing how to construct the superlative form in English:

One Syllable Adjectives

place 'the' before the adjective and add '-est' to end of the adjective (Note: double the final consonant if preceded by a vowel)

Example: cheap - the cheapest / hot - the hottest / high - the highest

Example Sentences

Today is the hottest day of the summer.
This book is the cheapest I can find.

Two, Three or More Syllable Adjectives

place 'the most' before the adjective

Example: interesting - the most interesting / difficult - the most difficult

Example Sentences

London is the most expensive city in England.
That is the most beautiful painting here.

Two Syllable Adjectives Ending in '-y' place 'the' before the adjective and remove the 'y' from the adjective and add 'iest'

Example: happy - the happiest / funny - the funniest

Example Sentences

New York is the noisiest city in the USA.
He is the most important person I know.

IMPORTANT EXCEPTIONS

There are some important exceptions to these rules. Here are two of the most important exceptions:

good

• good - adjective
• better - comparative
• the best - superlative

Example Sentences

This book is better than that one.
This is the best school in the city.

bad

• bad - adjective
• worse - comparative
• the worst - superlative

Example Sentences

His French is worse than mine.
This is the worst day of my life.

Lesson 3

Discussing Ideas at a Meeting

Chairman: I'd like to open today's meeting. Robert?
Robert: First, I'll quickly go over the main points of the last meeting.

Chairman: …. (finishes) , if no one has anything to add, let's move on to today's agenda.
Robert: I suggest we each give a little background on the suggestions we discussed last week.

Chairman:Could you repeat that, please?
Robert: Let's start by going over the research you've done on the suggestions.

Chairman: You'll find most of the information outlined in the summary documents in front of you.
Robert: These figures are interesting. It's clear to me that customer communications are not working as they should.

Chairman: Yes, our marketing efforts really haven't been effective to date.
Robert: I suggest we break up into groups and discuss how we can improve our message.

Chairman: Unfortunately, we're almost out of time. I suggest you submit your ideas on marketing and we can discuss the best next week.
Robert: Before we close, could we quickly discuss the Armstrong situation?

Key Vocabulary

to open a meeting
to go over
main points
to add something to a discussion
agenda
to move on
to give some background
outlined
summary documents
figures
communications
marketing efforts
to date
to break up into groups
out of time
to close a meeting