hochschule münchen - w3-mediapool.hm.edu · prof. dr.-ing. g. gäßler, lb english unit: 1.2...

Hochschule München

Munich University of Applied Sciences

Fakultät Bauingenieurwesen

Master-Studiengang

Modul: Soziale Kompetenz

Teilmodul Fremdsprachen: Englisch

(Plichtfach)

Vorlesungsskriptum SS 2019

Dozent: Prof. Dr.-Ing. G. Gäßler

Prof. Dr.-Ing. G. Gäßler English UNIT: 1.1 Department of Civil Engineering Master Course Page: 1 Munich University of Applied Sciences [..\Master Course Script\ Unit 1-1 The covering letter-Useful hints about-01.odt] ___________________________________________________________________________

The covering letter – Useful hints about how to apply for a job*) (1) A covering letter should be enclosed whenever you send your résumé to a prospective

employer. (2) While it rarely gives any information that is not included in your résumé, its

enclosure is an act of courtesy and a sign of a serious and professional approach to job hunting.

(3) It gives each employer you approach an indication of personal attention that would not be

shown by the arrival of an unaccompanied résumé.

(4) It makes no difference whether you are sending the résumé in answer to an ad or as part of

your personal mailing campaign; the covering letter will always follow the same simple rules.

(5) It should be brief, limited to one page, and of no more than four paragraphs. (6) Unlike the

résumé, it should never be reproduced, but always individually typed. Needless to say, it should

be neatly typed and conform to the standards of business correspondence.

(7) Whenever possible, the letter should be addressed to a particular individual in the company,

preferably by name, if you cannot ascertain the name, adress the letter to the personnel director,

or, by title, to the head of the department that you are hoping to work in. (8) In answering an

ad, however, address your letter as the ad indicates. (9) If this is nothing more than a box number,

don’t try to guess the title of the person who will be first to see the résumé.

___________________________________________________________________________

*) by courtesy of Prof. Dr. P. East, Munich University of Applied Sciences

Prof. Dr.-Ing. G. Gäßler English UNIT: 1.1 Department of Civil Engineering Master Course Page: 2 Munich University of Applied Sciences [...\Master Course Script\ Unit 1-1 The Covering Letter-Useful hints for-01.odt] ___________________________________________________________________________

(10) Your first paragraph of the covering letter should tell why you are writing to that

particular company. (11) If it is an answer to an ad, you so state, and give the name and date of

the publication where the ad appeared. (12) If a friend who is an employee of the company has

suggested you apply, you should give the name, title or job category, and department where

employed. (13) If writing as part of your own mail campaign, you should explain in two or three

lines why work with that particular company interests you.

(14) The following one or two paragraphs should point out the salient features of your résumé

that could be of interest to your correspondent. (15) These could be features in either your

educational background or your work history. (16) In certain circumstances, you could elaborate

slightly on one or two details of your résumé. (17) But again, whatever is said should be said

briefly.

(18) The last paragraph should be a closing, indicating your hope that you have created interest

in yourself and suggesting further communication to arrange an interview.

(19) As your covering letter is used to highlight certain aspects of your résumé, the same

résumé can be used to pursue different job opportunities. (20) The covering letter, stressing

your most appropriate skills and talents, can be geared to each particular company that will be

the recipient of your résumé. (21) Not only does this immediately call attention to your possible

value to that company, but it personalizes the letter and makes it clear that it is not a simple

form letter sent out with each copy of your résumé.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.2 Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences [...\Script Master Course \Unit 1-2 Example of Covering letter and CV-01.doc] “Cold” application by a student seeking a traineeship in a British firm:

Max Musterman, B.Sc. Ayinger Str. 36

D-80333 München

phone: ++49 (0)89 1234567 e-mail: max-mustermann.gmx.de

14 January 2019

Mr. Frank Sutherland B.Sc., M.Sc. Director of Engineering, Geotechnical Division Keller Ground Engineering Beechwood Lane Crudley CD6 7OP Warwickshire, England Dear Mr. Sutherland, The German Geotechnical Society supplied me with your address, as a world-wide operating contractor in special ground engineering. I am writing to see if I could work as a trainee at your company for a 2-month period during summer. As you will see from my attached CV, I am a master student of civil engineering at the Munich University of Applied Sciences. My master course covers soil mechanics and special ground engineering as well as a basic grounding in project management. My previous practical experience has also been in special foundation engineering as trainee at the head quarter of the BAUER Company in Schrobenhausen, Germany where I was involved in feasibility studies of international projects of bridge foundations. As well as experience in cooperating with international consultants, I can offer a good knowledge of English technical terms in civil engineering as I am taking a course in Technical English (5 ECTS credit points) this winter term. If you need any further information, I would be happy to supply it immediately. Our summer vacation runs from 31 July to 3 October, and I am available any time during this period. I look forward to hearing from you. Yours sincerely,

Max Musterman

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.2 Department of Civil Engineering Master Course Page: 02 Munich University of Applied Sciences [..\Script Master Course \Unit 1-2 Example of Covering letter and CV-01.doc]

CURRICULUM VITAE

Max Musterman Ayinger Str. 36

D-80333 München

Date of Birth: 04 July 1995 Nationality: German

Education Oct. 2018 – present Hochschule für Angewandte Wissenschaften München (University of Applied Sciences Munich, Master course. July 2018 Bachelor Diploma, Grade: 1.3 (= “very good”). Oct. 2015 – July 2018 Hochschule für Angewandte Wissenschaften München (University of Applied Sciences Munich), Bachelor course. Oct. 2018 – Sept. Voluntary work at the Bavarian Red Cross Organisation June 2014 Abitur (A-level), Grade: 1.7 (= good) Sept. 2005 – June 2014 Gabriel v. Seydl Gymnasium, Bad Tölz (Comprehensive School) Languages German native speaker English B2 level French A2 level Personal Interests Sports Volunteer teacher of handicapped children

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.2 Department of Civil Engineering Master Course Page: 03 Munich University of Applied Sciences [..\Script MasterCourse \Unit 1-2 Example of Covering letter and CV-01.doc] Important advice to the Curriculum vitae (BE) / Resume (AE): Only include a photo if it is specifically requested! (never in the USA. Canada, UK!) Why? Answer: bias! (The personnel manager might be biased against certain ethnic groups) Qualifications: Secondary education: Gymnasium = general education secondary school providing general university entrance qualification Fachoberschule = (technical) secondary school providing access to University of Applied Sciences Fachschule = technical school providing advanced vocational training Abitur = final school examination qualifying for university entrance Fachhochschulreife (technical) secondary school qualification providing access to University of Applied Sciences Higher education: University of Applied Sciences Munich, Technical University Munich Further qualifications: Languages: English (excellent/ fluent/ good command/working knowledge) or.: level B1, …., C2 Professional qualifications and experience: 6- month trainee ship at ……; duties included: ………. part-time work at ………. apprenticeship as ……. Leisure interests / personal interests: sport (BE)/sports (AE), literature, music, social work

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.3 Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences …\Script Master Course\Unit 1-3 Secretary business English-01.doc] _____________________________________________________________________ 1.3 Secretary Business English Die wichtigsten aktuellen Empfehlungen für Ihre englische Korrespondenz Diese Übersicht enthält konkrete Tipps zur korrekten formalen Gestaltung Ihrer englischen Briefe. Sie müssen dabei zwischen dem britischen und dem amerikanischen Format unterscheiden. Das britische Format ist traditionell für englischsprachige Briefe weltweit gebräuchlich. Dies ist noch eine Folge des weltweiten Einflusses der einstigen Kolonialmacht Großbritannien. Nur in den USA und ihren Einflussgebieten orientiert man sich am amerikanischen Format. Für Ihre Korrespondenz mit amerikanischen Firmen wählen Sie das in den USA übliche Format, für alle anderen Briefe das britische. Gesamtform Alle Zeilen fangen am linken Rand an. Die erste Zeile der einzelnen Absätze wird nicht ein- gerückt. Um Ihren Brief optisch aufzulockern, lassen Sie zwischen den Abschnitten jeweils eine Zeile frei und schreiben im Abschlußsatz genauso, wie Sie es in der deutschen Korre- spondenz handhaben. Besonderheiten im Briefkopf In der Adresse steht die Hausnummer vor dem Straßennamen. Darunter steht die Stadt oder auch der Stadtteil, gefolgt von der Stadt. In Großbritannien wird nach Großstädten – wie in dem covering letter nur noch die Postleitzahl (britisch: post code) mitangegeben, bei klein- eren Orten folgt nach der Stadt noch die Grafschaft (county). Die britische Post empfiehlt, Ort und Postleitzahl in Großbuchstaben zu schreiben. Geschäftsbriefe im britischen Format Jegliche Korrespondenz, die Sie mit Großbritannien führen, wird im britischen Format ge- schrieben. Die größten formalen Unterschiede zum USA-Format existieren • in der Schreibweise von Datum und Adresse • in der Anrede des Empfängers, der Grußformel und • in der Anordnung der einzelnen formalen Blöcke (Datum, Betreffzeile und

Bezugszeichen) Britisches und amerikanisches Englisch unterscheiden sich in der Schreibweise bestimmter Wörter voneinander. Das können Sie leicht prüfen, indem Sie die Sprachfunktion Ihres Kor- rekturprogramms auf Englisch/Großbritannien oder Englisch/USA einstellen.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.3 Department of Civil Engineering Master Course Page: 02 Munich University of Applied Sciences …\Script Master Course\Unit 1-3 Secretary business English-01.doc] Beispiel: englischer Geschäftsbrief (Ziffern verweisen auf die Erläuterung auf Seite 3): (1) Keller Foundation Ltd 128 Harrows Road Norwich, NR2 5BZ Great Britain Tel.: +44 (0) 28876 439 550 FAX: +44 (0) 28876 439 559 E-mail: [email protected] AM/FB (2) 23 March 2019 (3) Cleveland Borough Council (4) Town Development Directorate Belmont House 10 Beechwood Street Cleveland CL1 7FD Dear Mr Higgins (5) Contract document 2018/S 188-210318 concerning Blackstone building Cleveland (6) Our client Blackstone & Partners applies for …………………………………………… …………………………………………………………………………………………… …………………………...……...………(7)……………….…………………………… ………………………………………………………………………..………………….. ……………………..….….. We would be grateful if you could prove this by the end of this week. Yours sincerely (8) Keller Foundation (9) ………………… (10) Arthur Miller (11) Managing Director (12) Enc: (13) Cc: (14)

mailto:Miller.Arthur@keller

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.3 Department of Civil Engineering Master Course Page: 03 Munich University of Applied Sciences …\Script Master Course\Unit 1-3 Secretary business English-01.doc] Erläuterungen zur Struktur des englischen Geschäftsbriefs auf der vorigen Seite:

1. Briefkopf 2. Bezugszeichen (AA / BB) 3. Datum (Tag – Monat – Jahr) 4. Anschrift 5. Anrede (mit oder ohne Komma) 6. Betreffzeile 7. Brieftext 8. Grußformel (mit oder ohne Komma) 9. Firma 10. Unterschrift 11. Ausgeschriebener Name 12. Position 13. Anlagevermerk 14. Verteiler

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.3 Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences …\Script Master Course\Unit 1-3 Secretary business English-04.doc] _____________________________________________________________________ 1.3 Secretary Business English Die wichtigsten aktuellen Empfehlungen für Ihre englische Korrespondenz Diese Übersicht enthält konkrete Tipps zur korrekten formalen Gestaltung Ihrer englischen Briefe. Sie müssen dabei zwischen dem britischen und dem amerikanischen Format unterscheiden. Das britische Format ist traditionell für englischsprachige Briefe weltweit gebräuchlich. Dies ist noch eine Folge des weltweiten Einflusses der einstigen Kolonialmacht Großbritannien. Nur in den USA und ihren Einflussgebieten orientiert man sich am amerikanischen Format. Für Ihre Korrespondenz mit amerikanischen Firmen wählen Sie das in den USA übliche Format, für alle anderen Briefe das britische. Gesamtform Alle Zeilen fangen am linken Rand an. Die erste Zeile der einzelnen Absätze wird nicht ein- gerückt. Um Ihren Brief optisch aufzulockern, lassen Sie zwischen den Abschnitten jeweils eine Zeile frei und schreiben im Abschlußsatz genauso, wie Sie es in der deutschen Korre- spondenz handhaben. Besonderheiten im Briefkopf In der Adresse steht die Hausnummer vor dem Straßennamen. Darunter steht die Stadt oder auch der Stadtteil, gefolgt von der Stadt. In Großbritannien wird nach Großstädten – wie in dem covering letter nur noch die Postleitzahl (britisch: post code) mitangegeben, bei klein- eren Orten folgt nach der Stadt noch die Grafschaft (county). Die britische Post empfiehlt, Ort und Postleitzahl in Großbuchstaben zu schreiben. Geschäftsbriefe im britischen Format Jegliche Korrespondenz, die Sie mit Großbritannien führen, wird im britischen Format ge- schrieben. Die größten formalen Unterschiede zum USA-Format existieren • in der Schreibweise von Datum und Adresse • in der Anrede des Empfängers, der Grußformel und • in der Anordnung der einzelnen formalen Blöcke (Datum, Betreffzeile und

Bezugszeichen) Britisches und amerikanisches Englisch unterscheiden sich in der Schreibweise bestimmter Wörter voneinander. Das können Sie leicht prüfen, indem Sie die Sprachfunktion Ihres Kor- rekturprogramms auf Englisch/Großbritannien oder Englisch/USA einstellen.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.3 Department of Civil Engineering Master Course Page: 02 Munich University of Applied Sciences …\Script Master Course\Unit 1-3 Secretary business English-04.doc] Beispiel: englischer Geschäftsbrief (Ziffern verweisen auf die Erläuterung auf Seite 3): (1) Keller Foundation Ltd 128 Harrows Road Norwich, NR2 5BZ Great Britain Tel.: +44 (0) 28876 439 550 FAX: +44 (0) 28876 439 559 E-mail: [email protected] AM/FB (2) 23 March 2019 (3) Cleveland Borough Council (4) Town Development Directorate Belmont House 10 Beechwood Street Cleveland CL1 7FD Dear Mr Higgins (5) Contract document 2018/S 188-210318 concerning Blackstone building Cleveland (6) Our client Blackstone & Partners applies for …………………………………………… …………………………………………………………………………………………… …………………………...……...………(7)……………….…………………………… ………………………………………………………………………..………………….. ……………………..….….. We would be grateful if you could prove this by the end of this week. Yours sincerely (8) Keller Foundation (9) ………………… (10) Arthur Miller (11) Managing Director (12) Enc: (13) Cc: (14)

mailto:Miller.Arthur@keller

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.3 Department of Civil Engineering Master Course Page: 03 Munich University of Applied Sciences …\Script Master Course\Unit 1-3 Secretary business English-04.doc] Erläuterungen zur Struktur des englischen Geschäftsbriefs auf der vorigen Seite:

1. Briefkopf 2. Bezugszeichen (AA / BB) 3. Datum (Tag – Monat – Jahr) 4. Anschrift 5. Anrede (mit oder ohne Komma) 6. Betreffzeile 7. Brieftext 8. Grußformel (mit oder ohne Komma) 9. Firma 10. Unterschrift 11. Ausgeschriebener Name 12. Position 13. Anlagevermerk 14. Verteiler

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.4 Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences …\Script Master Course\Unit 1-4 Secretary business English (Continuation)-01.doc] _______________________________________________________________________________ Bezugszeichen Die Inititialien von Verfasser und Sekretärin stehen in dieser Schreibweise am Briefanfang: VV/SS Diese Schreibweise ist aber nicht zwingend. Man findet auch andere Varianten. Wenn Ihr Geschäftsbogen eine entsprechende Stelle für das Bezugszeichen vorsieht, dann Schreiben Sie es dort hin. Allgemeines zum Datum In Großbritannien schreibt man das

Datum in der Reihenfolge Tag – Monat – Jahr

Beispiel: Datum zeitgemäß: 21 June 20... Datum traditionell: 21st June 20... Schreibweise und Position des Datums Heute verzichten Sie im Geschäftsbrief auf die traditionelle, aber umständliche Schreibweise„1st, 2nd, 3rd, 4th“ und auf die ausführliche Form „the 10th of June“ zugunsten einereinfachen Schreibweise ohne Punkte: „10 June 20…“. Im Geschäftsbrief steht das Datum am linken Rand, im Privatbrief am rechten. Wenn Sie dasDatum in eine Zeile mit den Bezugszeichen setzen, steht es rechts. Vermerk zu Zustellung und Bearbeitung Wenn Sie einen Vermerk zu Zustellung und Bearbeitung (special markings) machen, etwaeinen vertraulichen Brief als solchen ausweisen wollen, schreiben Sie „confidential“ oberhalbder Adresse an den oberen Rand des Fensterbereichs, sodass er im Fenster desBriefumschlags sichtbar ist. So eindeutige Regelungen wie im Deutschen (DIN 5008) gibt es für den englischenGeschäftsbrief nicht. Es ist nirgendwo festgelegt, ob der Zustellungsvermerk fett,unterstrichen oder mit einer Leerzeile Abstand zur Adresse steht. Setzen Sie den Versendungsvermerk mit einer Leerzeile Abstand zur Adresse, undschreiben Sie ihn weder fett, noch unterstreichen Sie ihn.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.5 Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences [\Script Master Course\Unit 1-5 Business English-Writing e-mails-Version-

01.doc]

Example of business correspondence via e-mail Mr. Graham Archard is the head of the architectural and engineering firm Archard & Partners. He planned and designed a suburban house for a client named Paul Temple. The works are in progress and the second floor is nearly completely finished. Monday morning Graham Archard‘s phone rings at the office: It is his client Mr. Temple: Temple: Good morning, Mr. Archard! This is Paul Temple speaking. Could you do me a favour? Archard: Hello, good morning, Mr. Temple! Of course, I can! What‘s the matter? Temple: Last weekend, my wife and I paid a visit to our new home. Everything is very nice, so far, but my wife wishes an additional window in the sleeping room on the second floor. She finds, it‘s a little bit dark in the room when the sun‘s not shining on rainy days. Archard: Oh, this is a little bit late, now, isn‘t! The exterior walls are almost completed on the second floor! Temple: Yes, I do know! But, you know my wife, don‘t you? She is totally unhappy and very insistent regarding this change! Archard: But an additional window will cost more money! I have to talk with the contractor Higgs & Hill and ask for the estimated additional costs. I think, they can quote a price for the addition which you have to approve as soon as possible because of the time schedule. Temple: Yes, sure, no problem! Please, inform the contractor about our wish! Archard: So, I will write an e-mail to Higgs & Hill to request the change and its additional costs. It‘s quite urgent because the windows are due to be fitted. I will enclose a ground plan of the second floor together with an elevation of the exterior wall showing the change. If you then agree with the surcharge, I will release an official variation order. Temple: Yes, please, do so! My wife will be grateful for your efforts! Archard: All right, Mr. Temple, I will give you a call about the answer of Higgs & Hill. I‘m confident everything will be going okay because I know the chief engineer Brian Conley very well. Good bye, Mr. Temple and kind regards to your wife! Temple: Many thanks, Mr. Archard! I am looking forward to your call! Good bye! Problem: Every student is now asked to take the place of the architect Graham Archard and write the e-mail to the contractor. The following key words have to be mentioned in the e-mail: client‘s special wish - exterior walls almost completed - windows due to be fitted - client informed about additional costs - request for price quoting - addition ( or endorsement) - attached drawings - approving of the costs by the client needed – immediate release of the variation order

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.5 Department of Civil Engineering Master Course Page: 02 Munich University of Applied Sciences [\Script Master Course\Unit 1-5 Business English-Writing e-mails-Version-01.doc]

Example of business correspondence via e-mail Graham Archard & Partners, Architectural and Engeneering Firm 10 Beechwood lane Old Malden KT4 7ST Surrey Hello Brian Our client, Paul Temple, paid a visit to the site at the weekend and contacted me requesting an

additional window in the sleeping room on 2nd floor. I know that you have almost completed the

exterior walls on the second floor and are getting ready to put in the roof slab, and I explained that

to our client.

He is aware of the additional costs but regards extra light as having greater value. He, or better

saying, his wife seems to be very insistant regarding this change.

Could you please take a look at the drawings attached and quote a price for the alteration. It is, of

course, quite urgent, as the windows are due be fitted. As soon as the client has approved the

additional costs, I will release an official variation order.

I would be very grateful if you could see to this immediately. Thanks for your help.

Regards

Graham Archard

Encl: Extracts from 2nd floor plan and elevation plan showing additional window in sleeping room.

This e-mail may contain confidential and/or privileged information. If you are not the intended recipient (or have received this e-mail in error) please notify the sender immediately and destroy this e-mail. Any unauthorised copying, disclosure or distribution of the material in this e-mail is strictly forbidden.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.6 Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences ...\Script Master Course\Unit 1-6 Phrases in letters, reports, scientific publications-Fass-01.doc]

Phrases often used in business correspondence, e-mails or reports (scientific papers)

1. Referring to earlier parts of the text Quite often you wish to refer back to something you wrote about earlier in the same letter or in a previous letter or report. So you may write in the beginning of a sentence: described explained a) As mentioned above, / earlier, / in section 1.2.4 / in § 2.1, above, the specifications are of ... indicated ...great importance. outlined b) The above / above-mentioned facts should be considered carefully. c) The facts mentioned above should be considered carefully. d) Please see Paragraph 2.1 above e) …………………………………………………………………………………………………...… ……………………………………………………………………………………………………… 2. Referring forwards You sometimes wish to indicate that you are going to write about something later in the letter or report: described explained a) As mentioned below / in the following section 2.3 the new product will be launched in May. indicated shown b) The following principles should be adhered to very carefully. c) The procedure is as follows: 1. inspection carried out 2. report to the CEO (chief executive officer) 3. necessary action taken. d) …………………………………………………………………………………………………...… ……………………………………………………………………………………………………… e) …………………………………………………………………………………………………...… ………………………………………………………………………………………………………


Phrases often used in business correspondence, e-mails or reports (scientific papers) (part 2)

3. Referring to visuals You often wish to draw the reader‘s attention to a visual or statistical table. Then you can write: bar chart above table on the following page a) As the graph on page twelve indicates, our share of the market has ... pie chart on page 122 … increased substanially. illustration below on page ten shows b) The bar chart above outlines the relevant results of the study. below illustrates c) Please see the graph on page 9. bar chart d) As indicated in the graph below, our largest markets are in East Asia pie chart e) …………………………………………………………………………………………………...… ……………………………………………………………………………………………………… f) …………………………………………………………………………………………………...… ……………………………………………………………………………………………………… 4. Connectors: Adding relevant points You often want to use connectors to make additional points, e.g., in order to introduce an idea or statement adding to something that has already been written (or said): a) This year, we expect to recruit [ri‘kru:t] thirty graduates with business degrees. In addition, we shall recruit another twenty graduates with engineering degrees. b) The company has expanded, not only in its home market, but also in markets throughout the world. c) As well as providing our clients with quality raw construction work, we also offer excellent turn-key construction.



d) We are planning to set up agencies in Brazil and furthermore we may consider going into China at a later stage. e) ……………………………………………………………………………………………………… 5. Connectors: Comparisons / contrasts You can also use connectors to compare or contrast two things or ideas as follows: A) Comparing or contrasting relative size, rate, amount or qualities a) The cost of a town house in London would be £ 4,000,000 , whereas a cottage in Sussex would ….cost just £ 700,000. b) When we conducted the market research, some people emphasized the importance of quality while others were more intersted in the speed of service. c) Although British contractors are experienced in foundations in London clay, the quantity surveyer advised the client to appoint the German company BAUER Schrobenhausen. d) This year’s construction prices are very high in comparison with last year’s. e) Air freight will provide fast delivery, however / but it is very expensive. f) ……………………………………………………………………………………………………... ………………………………………………………………………………………………………. B) Contrasting between two different situations, ideas or possibilities a) The feasibility study has not yet received, despite the fact that we asked for it four weeks ago. b) I believe the new product will be successful, even though the competition is strong on the market. c) The contractor was unable to complete the raw construction on time, in spite of the personnel working overtime. Notice: ‘In spite of’ and ‘despite’ can be followed by a verb in the ‘...ing’ form (then it is called in grammar: gerund), or by ‘the fact that’: In spite of / Despite employing extra staff, the site manager had doubts to complete the job on time. In spite of the fact that / Despite the fact that the site manager employed extra staff, he had

doubts to complete the job on time.



e) The company could relocate its headquarter to the North of England. Alternatevely, it could use the site of a former plant situated in the docklands of London. f) ……………………………………………………………………………………………………… ……………………………………………………………………………………………………….... 6. Connectors: In conditional sentences You should use connectors in sentences which state conditions: a) If the recommended changes in structure are not implemented immediately, then the contractor will experience further financial loss. b) The subcontractor may decide not to follow our advice on this matter. In that case, we shall have to consider appointing an alternative company. c) ……………………………………………………………………………………………………… ………………………………………………………………………………………………………. 7. Connectors: Giving reasons a) Loans are more expensive than they were a year ago since interest rates have risen worldwide. b) As I am on holiday in August, I shall send an e-mail in September to arrange a meeting. c) The quantity surveyor recommended the owner not to use DON & TRUMPET as contractors as / because / since their standard of service has declined recently. d) …………………………………………………………………………………………………….. ……………………………………………………………………………………………………… 8. Connectors: Highlighting You may use the following connectors to highlight examples or certain things or people: a) All our brands, the tunnelling maschines, in particular, have performed well this year. N.B.: Here, punctuation is different from German! (Alle unsere Marken, die Tunnelmaschinen insbe- sonders, haben sich dieses Jahr gut bewährt.


Phrases often used in business correspondence, e-mails or reports (scientific papers)

(part 5) b) The company experienced great difficulties in the early years, mainly / chiefly financial ones due to temporary lack of capital. c) ……………………………………………………………………………………………………… …………………………………………………………………………………………...…………. 9. Generalizing You may wish to point out the general rules or normal conditions that apply in a situation: a) As a general rule / As a rule, the managers we appoint to run our subsidiaries [sǝb’sɪdiǝri:z] abroad must be local nationals. b) In general / Generally / Normally, employers work a minimum of thirty-six hours a week. c) On the whole, we are very satisfied with the quality of the materials the subcontractor supplies. d) ……………………………………………………………………………………………………… ……………………………………………………………………………………………………... e) ……………………………………………………………………………………………………… ……………………………………………………………………………………………………... 10. Explaining When a writer has made a point or used a word that may be difficult for the reader to understand, he or she may explain or define the meaning in other words: a) Each highly paid employee, in other words / i.e., each employee earning more than £ 100,000 a year, will be invited to join the incentive courses. b) All residents, except temporarry residents, will be subject to taxation. This means that all residents who stay in the country for longer than 12 months will be taxed. c) ………………………………………………………………………………………………………. ………………………………………………………………………………………………………. d) ……………………………………………………………………………………………………....



11. Giving examples Imagine that you want to give an example of a point just mentioned in your written report. You may write as follows: a) Security procedures in tunnelling have been improved. For example / For instance / To give an example, staff must now carry hard hats with lamps. b) Many banks lost money on bad loans to customers. A case in point is the Chase Manhatten Bank whose profits fell by over $ 5 billion last year because of bad debts. c) Other factors, such as the bearing behaviour of the subsoil, should be considered before we reach a decision. d) The company is suffering from a severe lack of skills, e.g. in engineering design and information technology skills. e) …………………………………………………………………………………………………...…. …………………………………………………………………………..………………………….. 12. Stating purpose You wish to indicate that an action is carried out to achieve an objective (goal) or purpose: a) The designer has decided to reduce the number of intermediate piers and with that side spans in order to reduce the total costs of the suspension bridge. b) Staff training must be completed by the end of the month so that the drilling works can start in accordance with the timetable. c) I should be grateful if we could postpone the meeting until the week after next to give me time to study the environmental report. d) ……………………………………………………………………………………………………… ……………………………………………………………………………………………………… 13 Stating consequences a) We were unsure about the correct procedure, so / therefore we asked our head office for guidance. b) The decision of the site manager to stop work was a consequence of the missing foundation report.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.7

Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences […Script Master Course\Unit 1-7 Formal phrases in business letters-Version-01.doc]

Formal phrases in business letters

(Part 1: 1st Problem) 1st PROBLEM: Underline the words in the sentences below that do not sound formal! 1. I would like to take the chance to ask you a few questions about the product. 2. I am writing to ask about your business plan. 3. Please get in touch with me as soon as you receive this letter. 4. Please do not hesitate to contact me if you need any further information. 5. We regret to tell you that we have misplaced your order. 6. Thank you for your help. 7. Fortunately, conditions are getting better. 8. Could you please let me know if the date is okay? 9. I want to get more information about your product.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT:

1.7 Department of Civil Engineering Master Course Page: 02 Munich University of Applied Sciences […Script Master Course\Unit 1-7 Formal phrases in business letters-Version-01.doc]


(Part 2: Key to 1st Problem) Key of 1st PROBLEM: 1. I would like to take the chance to ask you a few questions about the product. 2. I am writing to ask about your business plan. 3. Please get in touch with me as soon as you receive this letter. 4. Please do not hesitate to contact me if you need any further information. 5. We regret to tell you that we have misplaced your order. 6. Thank you for your help. 7. Fortunately, conditions are getting better. 8. Could you please let me know if the date is okay? 9. I want to get more information about your product.

Prof. Dr.-Ing. G. Gäßler, LB English UNIT:

1.7 Department of Civil Engineering Master Course Page: 03 Munich University of Applied Sciences […Script Master Course\Unit 1-7 Formal phrases in business letters-Version-01.doc]


(Part 3: 2nd Problem) 2nd PROBLEM: Now, substitute the words in italics in the sentences below with one of the words in the lines at the bottom to make the sentences sound more formal! 1. I would like to take the chance to ask you a few questions about the product. 2. I am writing to ask about your business plan. 3. Please get in touch with me as soon as you receive this letter. 4. Please do not hesitate to contact me if you need any further information. 5. We regret to tell you that we have misplaced your order. 6. Thank you for your help. 7. Fortunately, conditions are getting better. 8. Could you please let me know if the date is okay? 9. I want to get more information about your product. assistance – would like – further – inform – request – enquire contact – opportunity – require – improve – confirm the date

Prof. Dr.-Ing. G. Gäßler, LB English UNIT: 1.8

Department of Civil Engineering Master Course Page: 01 Munich University of Applied Sciences..\Script Master Course\Unit 1-8 Formal phrases-Key of second problem in Unit 1.7-Fass-01.doc]


(Part 4: Key of 2nd Problem) Key of 2nd PROBLEM in Unit 1.7: 1. I would like to take the opportunity to ask you a few questions about the product. 2. I am writing to inqire about your business plan. 3. Please get in contact with me as soon as you receive this letter. 4. Please do not hesitate to contact me if you require any further information. 5. We regret to inform you that we have misplaced your order. 6. Thank you for your assistance. 7. Fortunately, conditions are improving. 8. Could you please confirm the date? 9. I would like to get further information about your product. assistance – would like – further – inform – request – enquire contact – opportunity – require – improve – confirm the date

hochschule münchen - w3-mediapool.hm.edu · prof. dr.-ing. g. gäßler, lb english unit: 1.2...

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