Scribd
Upload
240 views

W3 Request & Confirm A Service EOP

Uploaded by

RIMBA NAVITA SARI 2021
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF or read online on Scribd
240 views

W3 Request & Confirm A Service EOP

Uploaded by

RIMBA NAVITA SARI 2021
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF or read online on Scribd
You are on page 1/ 16
ee ae aee ~ Requesting ‘a Service» / ‘When you send a letter requesting a service, you must give detailed information so the service provider can give you a complete and accurate response. Many people call the provider to discuss their needs before writing their letter. f your letter isn’t detailed, you may have to write again to explain the information. Before you write the letter, contact the people in your company who are involved with the request. Ask them if they have anything to add. Make a list or fill out a form oF a log to outline your needs. GETTING STARTED 1. Read the two e-mails about the CellFirst training seminar. 2. Complete the Planning Log Thu, Jan 27, 20— 11-0730 Date: Thu, Jan 27, 20— 15:07:30 To: “Cunt Marks" To: “Pamela Davis" Fr: “Pamela Davis" epdavis@cellirstcom> Fr “Curt Marks" ccrearks@celifirstcom> Sub: Arrowhead East Conference Center Sub: Re: Arrowhead East Conference Center | gota brochure today from Arrowhead East Conference called Jan Turner at Arrowhead East. Theyll be happy to Center I'ey sending i 1 you by imterofice mail host our group on March 15 and 16. Lunch on the last day i no problem, Theyil also provide coffe breaks each morning, asked them to put five tables in each of the small rooms along with a menor and VCR. Please call them about our upcoming training seminar The center is nearby and the rates ate reasonable. See if they can accommodate 80 people. Welll need one large coom and three smaller ones for break-out meetings. in the large room, we should have a microphone and projection system, Well also need lunch on the I omputer by PLANNING LOG. ‘ Company: CollFirs, ne. Audiovisual needs: Contact person: (1) System Number (2) computer projection system (10) 443-555-5522, ext 23 rmicrophone/speakers ay Dates: arrival (3) slide projector (12) departure (4) tape recorder (19) Number of people: (5) monitor/VCR (14) Number of rooms: large (6) Catering: small (7) Meal Date/Number of peooie Furniture: tables breakfast (15) large room 0 lunch (18) ‘small room (8) dinner (7) chairs (9) coffee breaks 8) Ce ea Look at the ditferent elements of a letter requesting a service CellFirst, Inc. 7 end B29 Tek: (443) 555.5822 fe (443) 555.5557 January 28, 20— Jan Turner Arrowhead East Conference Center 412 Bellevue Lane ‘Annapolis, MD 21401 Dear Ms, Turner: | |. In our telephone conversation yesterday, we discussed plans to conduct our training seminar at your conference center. | would like to confirm those plans. ‘The dates of the seminar are March 15th and 16th. The hours are 1:00 rm. to 6:00 em. on the 15th and 9:00 a.m. t0 3:00 ¥.v. on the 16th, Eighty people will be attending. We will need a total of four rooms: one large room and three smaller break-out coors. ‘As we discussed, we will need a microphone and speakers in the large room as well as a computer projection system. In each break-out room, we will need five [ tables, and a monitor and VCR. i [ OnMarch 16th, we will have a catered lunch. 1 would appreciate your faxing me | | the mens choices 3 000 possible, butno later than Frid, February ath | not need 0 include the lunch catering cos at ths tne. Could you fax or email me ! fae projections by lanuary 315 wil gv you nal conttmation four reservation by close-of-business on the 31s. | [sox npr ymin, oo meeting you next week when | come to look over your facilities. | | | | | i i | Curt Marks — ; Bestwises, Curt Marks I |Special Projects Officer Useful Language CMAs | In our conversation yesterday, we discussed | | woutd ike to confirm __ | We wa need | 1 mould appreciate receiving Well SAID ‘The expression closeof- tusiness usually means 5:00 a. since most businesses are open trom 9:00 Aw, 10 5:00 Pat. Ia informal correspondence, yyou can use the abbreviation ‘COB. (1 wil fax this report by COB tommorrow.) SU ORCS ‘The body of a letter requesting a service generally has four parts. Part Content Example Opening Tell why youare writing. In our telephone conversation yesterday, we . Fewer than one hundred people will attend the meeting. We are going to have a two-day meeting, March 15th and 16th. >. We are going to have a meeting. . The training seminar will take place on March 15 and 16. . The training seminar will take place in March. . Would it be possible to have audiovisual equipment in the break-out rooms? Would it be possible to have a monitor and VCR in each of the three smaller break-out rooms? . We'll need a few rooms, . We will need a total of four rooms. - Could you e-mail or fax me your cost projections by tomorrow? Could you e-mail me your cost projections ASAP? Practice 4 Well SAID Many conferences begin with a session attended by all the participants. After this session, the large group breaks out into smaller groups. The smaller sessions are held in break-out rooms. ‘The expression per person means for each person. For example, ifthe price of the cotfee break is $5.00 per person and there are 100 people, the total cost of the coffee break is $500.00. In the action part of the letter, give a time frame for some action to be done. You may promise to do something, or you may ask the recipient of the letter to do something, Again, it is important to be specific. You also must be polite. Use would or could to ask someone to do something. I would also appreciate receiving the projected costs for our two-day meeting, Could you fax or e-mail me your costs by January 31st? Rewrite these sentences as polite requests using would or could, Add your own time frame. 1. Fax me the menus, _Veuld you fax me the manus ky May 2h? 2. Send me the cost projections. 3. Provide lunch 4, Open three additional rooms for break-out meetings. 5. Give me the price per person for coffee breaks 6. Put audiovisual equipment in the three break-out rooms. 7. E-mail me the cost per person. 8. Get back to me on the dates of the training seminar. 9. Add two more speakers in the large room. 10. Tell me the total number of attendees. Ctosing In the closing, mention some further communication. The communication may be a phone call, a meeting, a letter, a fax, or an e-mail. Practice 5 Write sentences using the expression / look forward to [+ -ing verb]. Use each type of communication listed below. Add a specific time 1. receiving an e-mail I fot foreard te receiving your e-mail tomrror, 2. receiving a fax 3. receiving a letter 4, receiving a phone call 5. meeting Requesting a Service 23 Ceara Complete the sentences in this letter. Use the words below. approximately confirm forward rooms available conversation possible _take place aZZociation 15 Lakeshore Drive ‘Ohcago, IL 60803 June 11, 20— Ms, Joanne Way California Convention and Trade Center 155 Figueroa Street Los Angeles, CA 91335 Dear Ms. Way: In our telephone (1) convention of the Association of Electrical Engineering. | want to (2) the following information, The conference will (3) December 3-4. We expect a 700 engineers and exhibitors to attend the conference. ‘We will need one large hall for the welcome speech and fifteen break-out ae this morning, we discussed the upcoming 6) , each with a $0-person capacity. Overhead projectors and computers should be (6) for each room. Would it be (7) for you to provide a formal lunch on the final day of the conference? If so, please fax the menu selections to me before Friday. also look (8) to receiving your price estimates by next Monday. Please call me if you need additional information Sincerely, Pohn Onat John Onal Events Manager Cae Good Business “The abbreviation CA stands for California. As a general rule, do rot use abbreviations in the body of a business letter AUS. state name in the inside address and on the envelope are exceptions. A Ist of these abbreviations is on page 137. Frank Feder sent a letter requesting a service. The shaded boxes show ten places where he made errors. Write the correct word or punctuation above the errors Help the Ocean February 23, 20— Ms Rachel Glass Sunburst Conference Planning PO. Box 61875 Monterey, CA 93940 Dear Ms. Glass) ‘We Were hold our annual meeting from May 2-5. { would like to f8€ieVE information about your meeting locations. Ie will be twenty-five executives coming from around the world. While OU will hold meetings during the day, we want to Scheduled some outdoor activities. Because our organization is dedicated fl the health of our oceans, perhaps some event on the water could be arranged? Please CORYAREMOATSEH the materials atthe above address. willbe leaving fora business trip on March 3 $0! would ke 2 receive the I materials before I leave. | look fF to hearing from you. Sincerely Frank Feder Frank Feder Director of Operations Qw Requesting a Service 25.) Dae Jan Turner, a meeting planner at Arrowhead East Conference Center, has kept a log with information from the letters requesting a service. Pretend that you are the assistant to one of the contact people below. Use the information in the log to write a letter requesting service. Remember to put your initials at the bottom of the letter after the contact person's initials. That's | | ‘Company WRTG Radio Hanoi Star Good Business Contact Person Mary Smith Le Ngo Quang Bore reserving ‘adress 7 Longnan Plaza Ta Thuy Khve amoatng wntePians, NY 10606 | Tay Ho place, your Hanoi, Vietnam ‘someone from E-mail im_amith@ wrigcom ing@hancistarnet your company hous Phone o18 555-100 ee-4971-2282 personaly check out the Far 14.5765 geasri 2285 fact. Brochures and Web — " — sites can be misleading, Event Dat Sept 15-17. Oct. 5-10 umber of Attendees 30 7000 ‘Rooms Required Large 3 ‘Small 5 25 ‘Audiovisual Equipment ‘Computer Projection System 5 5 Microphone 5 Speakers 5 Slide Projector 10 ‘Overhead Projector 70 Monitor/vCR 5 25 Equipment Tables: 6 rectangular 10 per large room Tables: 4 round Podium 5 Flipchart 5 & Catering: Dates/Number of People Lunch Sept. 17/50 Dinner ‘Sept. 16/50 Breaks ‘Sept. 16 P/50 Words and Expressions to Know Look at this list of words and expressions that were used in the unit, Their definitions are in the glossary at the end of the book. accommodate confirmation look over rate see (find out) confirm fax projected —reserve 26 Unit request accurately. GETTING STARTED Arrowhead’s actions. serene Confirming a Service (LC I LR A CT CC When you send a letter confirming a service, you must restate all of the details. The recipient needs to know that you understand the information and will fulfil the Betore you write the letter, review all the information. if necessary, contact other people in your company who are involved. Ask them if they have anything to add. ‘Make a list or fill out a form or a fog outlining the information. 1. Read the internal memos between the managers at Arrowhead East Conference Center about the upcoming CellFirst seminar. 2. Complete the Action Log with information about CellFirst’s responses and Arrowhead East Conference Center INTEROFFICE MEMO To: Jan Turner, Meeting Planner From: Mark Wilson, Catering Manager Date: February 3, 20— Subject: Catering for CellFirst lunch Thave attached three menu choices for the March 16 lunch for the CellFirst group. I asked the client on Feb. 1 if they would prefer a buffet lunch or served lunch. They haven't gotten back to me. Could you follow up? Arrowhead East Conference Center INTEROFFICE MEMO To: ‘Mark Wilson, Catering Jan Turner, Meeting Planner Janice Jackson, Audiovisual ‘Tom Goode, Room Reservations Mary Blake, Furniture and Equipment February 4,20— Re: Catering for CellFirst lunch Your memo of February 3 | spoke to the client today. A buffet lunch is OK. also asked what kind of computer they are using. They are bringing their own computer. We will provide the cables and a technician to set it up. We will provide five tables, but they have to tell us what size, We've already talked about rooms. Any other problems? Let me know. ‘ACTION LOG “| Department | Contacted by | Response from client | Action q ‘Arrowhead CellFirst | (month/day) (month/day) Room reservations | ___ 2 ‘Al rooms availabe |__ Audiovisual 2A WH @ Furniture and aA What size tables 4) equipment o they need? Catering ai @ @ Ta en Fy SS & Model Letter: Confirming a Service Look at the different elements of a letter confirming a service, WIVIIIINIII IVY Arrowhead East Conference Center 412 Bellevue Lane ‘Annapolis, MD 21401 | February 4,20— Mr. Curt Marks Special Projects Officer Cellfirst, Inc. 10 Harbor Place Baltimore, Maryland 21220 Dear Mr. Marks Opening ———-—-»] Conference Center. This letter will confirm our subsequent telephone call Thank you for your January 28 letter expressing interest in Arrowhead East discussing plans for your meeting rooms: one large room and three smaller break-out rooms. AS you requested, we will provide a microphone and speakers in the large room, 2s ‘well as a computer projection system, We understand that you are bringing your own computer. We need to know the computer's model and operating system Please provide us this information four weeks before the start of the conference. Focus —————l» In each break-out room, we will provide five tablesand a monitor and VCR, Please let us know whether you want 6' rectangular tables or 4° round tables. This request can be submitted one week before the conference. t On March 16, we will provide a buffet lunch. The menu choices were faxed to you last Friday. Please tell us your menu selections one week before the conference. 5 Action | | appreciate having the opportunity to plan your meeting. We look forward to losin 7 showing you our facility when you visit this week ‘We understand your company would like to reserve our conference facilities March 15 and 16. Eighty people will attend your meeting. You will need a total of four ssyou requested faxed the projected cont st weck. After you decide on the | sincerely, Jan Turner — ae Useful Language ST/ss We understand your company would tke As you requested Please provide us this information 2B units Composing Your Message Practice 1 That's ! Good Business Look atthe second memo on page 27. The letters co mean carbon copy. When you put a name ater ce, it ‘means that the person gets. 8 copy of the e-mail or letter because it contains important information. ‘The body of a letter confirming a service generally has four parts. Part Content Example Opening Tell why you are writing “This letter will confirm our ‘subsequent telephone call discussing plans for your meeting. Focus Restate the client's We understand your company would completely. lke to reserve our conference faciltios March 18 and 16. ‘ction Discuss problems, if any (On March 16, we will provide a butfet lunch, The menu choices were faxed to you last Friday. Please tell us your menu selections one week before the conterenc Closing Thank the reader. | appreciate having the opportunity to plan your meeting. in each question, two of the sentences are appropriate to use in a letter confirming a service. Circle the letters of the two sentences. 1. Opening a. We are pleased to confirm the plans for your conference, March 12-13. b. Did you need a place for your meeting? c. Lam confirming the arrangements for your company’s reception on May 11. 2. Focus a. As you outlined in your fax, we can provide six large rooms equipped with microphones and speakers. b. As you said on the phone, you will need one room that can be made larger or smaller. c. know you need many different services for your meeting. 3. Action a. Please let us know a week before your conference begins whether you will need a technician's assistance. b. Our meeting rooms are very large. c. We will fax the price estimates to you today. 4, Closing a. We thank you for this opportunity to serve you. b. [will fax the estimates tomorrow. ¢. We are happy that you have chosen Sunburst as your event planner. Confirming a Service 29 POR Clair 11 Personal Pronouns Practice 2 (Sentence Order Practice 3 30) units Personal pronouns refer to something or someone mentioned before. In the model letter on page 28, Jan Tumer is writing to Curt Marks. ‘Thank you for your January 28 letter expressing interest in Arrowhead East Conference Center. you = Curt Marks your = Curt Marks's (letter) This letter will confirm our subsequent telephone call discussing plans for your meeting. our = Jan Turner and the Arrowhead staff's (plans) your = Curt Marks and the CellFirst staff's (meeting) Underline the personal pronouns in these sentences from the model letter. Write whether the pronouns refer to Marks, Tumer, Tumer/Arrowhead, or Marks/CellFirst. Marks Turner! Arrowhead 1. We understand your company would like to reserve our conference facilities 2. As you requested, we will provide a microphone and speakers. 3. Please provide us this information, 4. As you requested, I faxed the projected costs last week. 5. appreciate the opportunity to plan your meeting. The order of sentences in a paragraph helps the reader understand the meaning. Usually, a general statement or a restatement of the request comes before a specific statement about the request. We will provide five tables and a monitor and VCR. Please let us know whether you want 6' rectangular tables or 4’ round tables, Match the general restatement with the specific statement, a. We will provide a VCR in each room. b. There will be a computer projection system in the auditorium. ©. Coffee breaks will be provided between the merning sessions. d. You requested five rooms for your meetings. e. You will need 50 chairs. 1. _4_ We need your computer's model and operating system by Friday. 2 __ Wewill need to know the day before the conference whether you would like the chairs set up theater style or horseshoe style, 3. ____ Let us know Monday which VCR format (NSTC or PAL) you need, 4, ___ Wehave rooms in four different sizes: rooms for 10, 30, 60, or 100 people. Which sizes would meet your needs? We can also provide cake and cookies at this time. Please complete the catering request form and send it to us by June 3 (Whether. .. of, either... . of, and if When you give a choice to a client, you must be clear. Whether... or, either or, and if are used in sentences with a choice. Please let us know whether you want 6' rectangular tables or 4° round tables. Practice 4 Write sentences that give choices for these general restatements, 1. We will provide lunch on the first day. (buffet or served lunch) Please leh ut know wheiher you want a tulle: ora served tumch oF well SMD ou at tines cite a hulle or a served lute _____ or lease tet uc Kaen it you want a bullet or a served lunch Chairs set up theater style are in rows. 2. There will be two tables in each room. (rectangular or round) 3. You requested a VCR for each break-out room. (NSTC or PAL format) Chairs set up horseshoe style line three sides of the room, 4. Lam faxing you menus for the three meals and coffee breaks. (coffee € aay breaks in morning, aftemoon, or both) 5. We will put 100 chairs in the large room. (theater style or horseshoe style) Gerunds and Infinitives Some verbs can be followed by the -ing (gerund) form of a verb. Some verbs can be followed by the to (infinitive) form of a verb. Some verbs can be followed by either. In addition, a phrase that ends in a preposition (such as to, in, of, on, for, or at) is always followed by the gerund form. Tappreciate inving the opportunity fo pln your meeting. en ive We look forward to showing you our facility when you visit this week enn Practice 5 Complete the sentences below with the correct form of the verb, 1. I want to thank you for iva Arrowhead plan your meeting We look forward to." you our facility, 2. Arrowhead tries hard and keep your loyalty. If you have any questions, please do not hesitate ____ me 3. If you need ____any changes, please call me immediately. 4. Len} le t© our facility and I look forward py —______ people » our facility look for to you a personal tour. 5. Our staff is sue everything happens on schedule Confirming a Service 31 Dea wy unit 4 Complete the sentences in this letter. Use the words below. aswellas contact. — discussions _—_place attached deciding = Inaddition _ selected. VIVVIVIVIVIVY Arrowhead East Conference Center 412 Botevue Lane ‘Annapolis, MD 21401 April 17,20— Mr. Mark Foster EZ Network Communications 23232 Greens Lane Reston, VA 22096 Dear Mr. Foster: ‘We are pleased that you have (1) Arrowhead East Conference Center to host your training seminar, This letter will confirm our understanding of ‘our telephone (2) ‘The seminar will take (3) on June 3. You are expecting 35 participants and will need one large room with six 4’ round tables and 35 chairs. @ ‘you will require a computer projection system, o a flip chart. This morning, our catering manager, Virginia Wu, faxed the menu choices for your lunch on the 3rd. She will call you tomorrow to discuss these options with you. Ihave (6) 4 projected cost for your seminar. If you have any questions, please do not hesitate to (7) me. ‘We understand that you have choices when (8) __ where to hold your seminar. Tm sure you will be pleased that you chose Arrowhead, Sincerely, Jan Turner Jan Turner Meeting Planner STIs sie nien eine aioe Seublldarer aban seen eer Alicia Rosas sent a letter confirming a service. The shaded boxes show ten places where she made errors. Write the correct word or punctuation above the errors, That's / Look at the Boa initials AA/ab at the bottom of —— J thistetter The 70. Bon 61675 |] capita ietters Monterey, CA 93940 [ae tre initials August 10, 20— Jot Aca Rosas, who wrote and signed the letter. The ei Keate lowercase letters are the initials of the person who : typed the letter. Moran Products 10023 Commonwealth Avenue Monterey, CA 93942 (1) | Dear ie Kraft: (2) | We are pleased to confirming the arrangements for your November 24-26 (3) | Conferance at Sunburst. (2) | As you imication on the phone, you are expecting between 200 and 300 people (5) | forthe three-day event. We will Fsef¥ed a room that can be closed off or opened (6) | upto accommodate the final number of people. You $3 you will provide your (7) | own audiovisual equipment, but if you need anything the last minute, we have equipment availabe. We understand you will not need any catering, Should you change your mind, (2) | please let us know before November 208) (@) | thave attached a projection’cost for your review. Please call me if anything needs further explanation (10) | Again, | want to thank you for (@IehOGSE Sunburst. 'm sure you will be pleased with the quality of service we offer. Sincerely, Miia Rasas Alicia Rosas Events Manager ARJab Contirming a Service 33) Dea) On a separate piece of paper, write a response to one of the following requests for service Thats | ! [Good Business Client A Client B Ws K Miura Wan Wateau inmost Hater Trading Co. Ud. Madrange Carbon corespondence, ‘31, Okana Tehome 15 bis, rue A. Oehodencq dorks 75418 Pars abbreviated with sorevated Yokohama 225505 France Inches are Japan abbreviated withthe Requests Syl For example, 6 2° sya * For exare | Client A Ghent 8 inches Purpose seminar conference Dates March 10 March 11-12 Number of participants 20 300 Room reservations Taree Ziarge 3 smal “hudiovisual_| computer projection | speakers and microphone Equipment | four # round tables | chavs ntheater sive Catering tunch wane Words and Expressions to Know Look at this list of words and expressions that were used in the unit. Their definitions are in the glossary at the end of the book estimate expect indicate negotiable restate M4 Unita

You might also like