Scribd
Upload
60 views

Administration & Finance Studentbook PDF

Uploaded by

Montse Nogueira Vázquez
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
60 views

Administration & Finance Studentbook PDF

Uploaded by

Montse Nogueira Vázquez
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/ 131
BUSINESS ADMINISTRATION & FINANCE David Walker Juan Manuel Rubio Santana Includes: » Writing Guide » Vocabulary Builder G | © Purchasing Office Equipment 3 Using Voicemail Using the Intranet 4 Handling Mail Using a Courier Service 5 Shipping Import and Export 6 Receiving Calls Following Up on Messages z Scheduling Meetings Booking Off-site Events 8 Planning Meetings Taking Minutes 9 Organising Exhibitions ‘Attending Business Events 10 Making Travel Arrangements Booking Hotels and Restaurants £8 88 88 40 42 ‘Security in the Workplace 12 Customer Service Handling Complaints 13 Market Research Marketing Strategies 4 ‘Cash Flow ‘Accounting ae ‘Banking Insurance 16 Global E-commerce Dealing with Suppliers 7 Training Teamwork: 18 Leadership Skills Strategy Planning 19 Applying for a Job Interviewing 48 50 54 56 Se B88 a8 74 aa 188 101 13 Purchasing Office Equipment 3 Using Voicemail Using the Intranet 4 Handling Mail Using a Courier Service 5 Shipping Import and Export 6 Receiving Calls Following Up on Messages z Scheduling Meetings Booking Off-site Events 8 Planning Meetings Taking Minutes 9 Organising Exhibitions ‘Attending Business Events 10 Making Travel Arrangements Booking Hotels and Restaurants £8 88 88 40 42 ‘Security in the Workplace 12 Customer Service Handling Complaints 13 Market Research Marketing Strategies 4 ‘Cash Flow ‘Accounting ae ‘Banking Insurance 16 Global E-commerce Dealing with Suppliers 7 Training Teamwork: 18 Leadership Skills Strategy Planning 19 Applying for a Job Interviewing 48 50 54 56 Se B88 a8 74 aa 188 101 13 Dear Ms Morgan, Welcome to Top-Sport, Id like to describe the structure of the company to you, Mr Bruce Larson. is the CEO. The company has got four departments: Marketing, Finance, Operations and Humen Resources. Each department is headed by a director who is in charge of the staff under him or her. Mrs Lucy Grant is our Marketing Director. She has got four marketing managers who are in charge of the sales teams. The Financial Director is Mr Edward Brown. He heads. team of financial supervisors. Each supervisor has got an accounts assistant. Mr Gerald Trent ie our Operations Director. The Operations Department has get a number of production teams headed by team leaders. They plan and develop our various products. Our Human Resources Director ie Ms Sally Burnes, Under her is the Personnel Manager, who has got a group of assistants. Attached is a diagram of the company organisation. | hope it wil make things clear. Good luck in your new job! Eve Clarke Senior Administrative Assistant, Human Resources 2 The Senior Administrative Assistant (A) at Top-Sport is speaking to anew Junior Administrative Assistant (B). Listen to the dialogue and fill in the missing words. A Br Isee, zm Pe This is your ' Thanks. Let me describe where everyone in the office sits. As you can see, Human Resources is here 09 the 2 enonunn floor. ‘And I'll be working in the HR Department, fight? ‘Yes, your job will be to assist the Personnel Manager and her staff, 7 ~~ Lisa. I hope you've got everything you need. Marketing is aiso on this foor. The Operations Department Is on the seco~ tsa® department, so they've got ther own floor. The Financial Department is on the * pan HO Where do the senior management sit? ‘They're ais0 on the thie! floor. Bruce Larson, the CEO, isin room 30 lle Black, his personal assistant, isin rcom ®. 4 OK. | hope | remember all ths. Don't worry. There's @ map of our facies in your handbook, Now je ime explain to you how to use the photocopier and the... 23 Practise the dialogue in Exercise 2 with a partner. Pay attention to the expressions in colour 4. Read the dialogue in Exercise 2 again and complete the sentences. 1. Lisalis going to workin the. sii 2 Tha Furen Pescurone Department and sin are both on the nnn 8. The whole second floors forthe. 4, The senior management, including the work on the. 5. The CEOs... Working with Vocabulary i 5 Listen and repeat the positions in colour in A. Than match A to B to form sentences. «) A 8 1, The Financial Director... ~» & is the head of the company. (2. The Marketing Director ... b. plans how to sell a product. 3. The Chief Executive Officer (CEO) . manages the company's maney. 4. The Operations Director .,, ~ d, travels to different places to sell products. 5. ASenior Administrative Assistant. 8. finds new employees. 6. The Human Rasources (HR) Director ... ~ manages the production of goods. 7. Sales Representative (Rep) .. 9. areal the workers of a certain company. 8. The Head of IT .. h. does office work, 9. The staff . |. looks:after the company's computers. 6 Listen and repeat. Then use the positions to complete the answers to the questior Personnel Manager + Production Team Leader « Senior Management Financial Supervisor + Personal Assistant (PA) + Accounts Assistant « Junior Administrative Assistant 1. You would like to meet the CEO. Who wil you talk 107 Her 2. You are an employee and you woud like to go on holiday. Who will you go 10? Thi issn 3. Youneed somecns to photosopy dacuments. Who will do it? A. — 4. The company has come up with an idea for @ new product. Who wil be in ei hiet Exeoutve charge of developing it? A ‘5. You noad someone to manage the company's money records. Who wil do it? The... Officer (CEO) = 6. You nead someone to check money records Managing Director and payrnents, Who vl you hire? an 7. You would ike to do business wrth the company. Who wil you meet with? THO ac Listen to the Marketing Director introducing a new Marketing Manager to the staff in the department. Match the people below to their responsibilities. 4 1. Jen Baker 4. Giare Jackson 7. Listen and repeat the actions in colour, Then circle the correct answers. + 1. sal a.ajob b. a product 2. Ed Harris 5. Thesaies team 2. hire: a.newplens —b. newemployees | 3. Mark Hall . expiain how ‘a. meets customers out ofthe office. touse: aamachine —beadepartment |S eat 4. describe! aaname —_b. aproblem ee eee Getng Stared: ocala (ogo 179 | Read the advertisement on the Internet. ‘Then write T (true) or F (false) next to the ‘sentences on the right. Job Responsibilities: Telephone: answering incoming calls, screening calls, taking and delivering messages. Correspondence: distributing incoming mail, sending emails and faxes, updating mailing lists, Meetings: scheduling meetings, typing agendas for meetings taking minutes, assisting in preparing presentations. “The administrative assistant Fulltime work — Monday to Friday, 1. will talk to clients phoning the company 9.00 am to 5.50 pm. ‘ | = 2 witwita iter to peope onthe Candidates must have experienee In: ing at word processing, spreadsheets, data entry and ‘will sometimes be in meetings searching the Inmet. wl wor every weokend Click here to apply as a candidate. must have @ university cog must now how to ype oe 2 A Manager (A) is talking to her new Administrative Assistant (B). Complete the dialogue with the words below. Then listen to the dialogue and check your answers. «) arrive + taking » office » helpful « drink A: Kate, IC like to talk to you about your Cuties. First of all, as my assistant, you're responsible for receiving vistors. Always offer them a B: Should | keep 2 log of the visitors? ‘A: Yes, here's the log. You must record and who they're visiting, B: No problem. ‘At You'll also be in charge of office supplies, You must keep track of them by i an inventory and yau should order new supplies when nacessar B: Who do | order the supplies from? ‘A: Barbara, the Senior Administrative Assistant, can give you the shop's details. You've met Barbara, right? Bz Yes, I've spoken to her. She's very * . ‘A: Barbara will also show you how we fle documents, But frst, would you please type this agenda? Its important. B; With pleasure, Would is mo A: Thanks, Kate, Could you time they * and leave D3 Practise the dialogue in Exercise 2 with a partner. Pay attention to the expressions in colour. 4) Read the dialogue in Exercise 2 again and ‘complete the sentences. 1. Kate has to receive . ‘company. 2. She must write down WHEN .nennnn aw fo the 3. Kate must check that there are enough 4, Barbara will explain to Kate how to 5. Kate is now going to 1g with Vocabulary 5 Listen and repeat the office routines in colour. ‘Then tick the logical sentences. _.. 1. | have to go to the post office to send emails. — 2 Youshould always receive visitors politely. -. 8. Iil'send a fax with all the deta, -- 4. Youtype agendas for meetings before you have the mastings. 5. I'fle documents thet you want to throw out. <= 8, Mideliver the message to Ms Grane as soon as she returns. w= 7. Whan you answer incoming calls, you use the telephone, 6 Listen and repeat the office routines in colour. ‘Then circle the correct answers. 1. You take @ message when someone's a. walting for a cal b, notin the office When you type letters, you use @ a. pen b. computer 8. You search the Internet to... ‘8. advortise information find information 4, You update a mailing list with .. . ‘a. names and addresses of your customers ._ information about your company 5. You scresn a call 10... a. find aphone number decide if you should traneter It 6, Youtake minutes... a. atamesting bh, to cheok the time 7. ftyou keep @ log, you .. information, a record b. learn 7 Listen and repeat the office routines in colour. ‘Then circle the correct responses. «? 41. Can you show the visitor around the office, please? a. Of course, Please sit down. b, Of course, Please follow me. 2. Can you distribute the incoming mall now? a. Yes, I'igNeiit out right away, b. Yes, I'l send the letters now. 3. Should! order supplies? a. Yes, Iltell the staff. 'b, Yes, we need pens, envelopes and paner. 4, Would you schedule a meeting for MrBames and me, please? @. Certainly, I'll check the diary. bb, Certain, I'l read the document. 8 Listen and repeat the words and phrases in colour in A. Then match A to B to form sentences. « A 1. Dati entry isthe process of. 2. Word processing isa computer application that. 3. Spreadsheets are 4, Youean prepare a presentation with .. 8. When you keep track of something, you .. B = @ allows you to type cocuments. posters and diagrams collect information about what's happening over 2 period of time. = d._charts that help record and analyse data. = @. pulling information into a computer: O Your Tun Listen to a conversation between a senior administrative assistant and a junior administrative assistant. Tick the tasks that the junior administrative assistant is going to do today. 1. receive a vistor 2. schedule mestings 3. type agendas update a mating lst take minutes prepare a presentation fle documents |. take an inventory of office supplies ‘order office supplies (Cotng Started vocabulary page 77) 1 Read the e-mail. Then answer the questions below. «) Dear Mr Preston, Thank you for your enquiry rege ‘Quantity and Description of leem Price per unit | Pr (Otvae-draver fing bee 10178 £11790 {5 projectors i545 2,725.00 3 ivedders fa [ess 6 4 baceand-vinapoccoplers 5460/40 Subtotal 26,114.56 hy AT 20% 45,202.91 Detvery date: 12h January. 2014 Total 13747 Because we haven't had the pleasure of doing business with you before, we would lke to ‘make you a special offer If you confirm this order within fve days, we wil give you a dscount oF 1598 on the order Sincerely Max Grey Director of Sales Department Riley's Ofce Equipment Who would like to order the equipment? Has he ordered equipment from this company in the past? How many fing cabinets does he need? How much does one shredder cost? What type of photocopiers does ho need? What special offor wil he get if he confirms the order on 28rd December? Pr. 12 Value Acided Tax This is tax added onto the purchase price, ¥ 3g pricing information, Here is our quot & In English, for numbers in the thousand: write 5,460 (nat 5.460) and! for decimals we wate 177.22 (pat 177 22) 2 Abank clerk (A) is ordering office supplies on the phone from a shop assistant (B). Listen to the dialogue and fil in the missing words. 4) ‘A: Good morning, 'm calling from Grey Bank. I'd like to order some supplies, please, Sure. What would you like to order First, we'd Ike two packets of highlighters ‘one blus and one How much is each pack Fine. We also need @ do: ers, What type do yo: tones that staple up to shests for £3.76 eacr that staple up to 1 I take the large o» No problem, Anyt We've run out o OK, $0 ten packe: ‘each. Each packe! “That's it. When wi B: itshould arrive 9 aise t P23. Practise the dialogue in Exercise 2 with a partner. Pay attention to the expressions in ‘colour 4 Read the dialogue in Exercise 2 again and complete the invoice for Grey Bank. Pearson's ofice Supplies Company: Grey Bank | Customer #98950 Invoke # 18752 Item No) Quantity PEEPET Total highlighters ° (9923) #924) packers. 80 £1600 poe » fi9g9 23888 (#8) 1469 £14850 Subtotal £401.58 Working with Vocabulary 5 Listen and repeat the phrases in A. Then look at the pictures below and match A to B. «) O A 1. apacket of ~ & paper 2 asheet of b. solssors 3 arollot =) staples 4. apairof 0. sticky tape 5. aboxof = & highlighters 6 Listen and repeat the equipment below. Then use the words to complete the sentences. shredder + fling cabinet * photocopier wastepapor bin + coat rack + projector scanner + air-conditioner ao aus tO make copies Of document. M66 @ rnicnrenennnnnst0 Show the chart It'shot. Can you turn on the Hang your jacket on the Ie like to have these old photos on my ‘computer. Have you got a... 6 Wousea : tod confidential documents. 7. We fie documents in the. ou Don't throw food into the msm 7 Listen and repeat the words and phrases in A. © ‘Then match them to their definitions in B. ¢) A price per unit subtotal shipping cost invoice delivery quatity B getting items to a customer how good something is how much each item costs a.document which lists the items that ‘wore ordered and thei priess 8. tha price of all the items ordered, not inclucing tax f._ the price of sending items to a customer PaERena Listen and repeat the words and phrases in colour. They are in the wrong sentences. Write ‘the words and phrases next to the correct, sentences. 4) 1. I've run low on printing paper. ! haven't got any. Discount must be made within two weeks Cf recaiving the order a 3. I"igive you a 20% quantity 4, How much has he run out of you for all the office supplies? 8, Singe you are a new customer, 'm giving you a payment — two for the price of ona. 6. I've charged paper cips. | haven't got enough, 7. Hyou order a large special offer, you'l get 2 better price. . zi ‘Student A: You work at Wilson Furniture, You call Spring Office Equioment to order equioment, (Order the items on the Ist on page 84. Student B: You work at Spring fice Equipment ‘Ask and answer questions about the lems the ‘ustomer is ordenng acooraing to the price lst on page &3. Then complete the invoice on page 93. v To all employees, We have gat a new voicemail service and we want everyone to learn how to use it. ‘Over the next two weeks, Kim from the IT Department is going to call each of you to arrange a suitable time for a short {raining session (about 15 minutes). She is going to shaw you | how to retrieve, replay, save and delete messages shee ole going to give you your own personal access number If there are any problems, please contact me. Lucy Forbes Head of IT ‘The employees don't know how to use the voicemall service bevause its i 's going to teach them how to use the voicemail service. ‘The training sessions Won't DO VEEY ae ene ‘They are going ta learn how to save Each employee is going to get a personal lH empioyees have got any problems, they should. PReOwH 2 A supervisor in T (A) is showing an employes (&) (23 Practise the dialogue in Exercise 2 with a how to use the voicemail service. Complete the Partner. Pay attention to the expressions in dialogue with the words below. Then listen to colour, ‘the dialogue and check your answers. +) ‘ off Rite eens vitae Read the dialogue in Exercise 2 again. Then reese read he guste low Whi ruse’ onthe ‘A: How do | check my incoming messages? ‘voicemail system should each person press? B: First, enter your access code, 4 wantin gave thee ‘A: see, What's my access code? Be PI check afd astininnr it 40 YOU A B: And what do I do after that? i Dial 181#. Then press 1 to retrieve and Se ._.... to your messages, How do I replay messages? Press 8 to replay messages, press 4 to save ‘messages or 2 to deleta messages. Can | fast forward or rewind messages? — Press 7 to tast forward oF 8 to rewind, AC When Fim not in the nue CaM retrieve my messages from any location? B: Yes. you can. Simply dial our voicemail service * «Its 778-411-1280, ae 2. “want to hear this m now.” 3. “Iwant 10 ret 4, “don't need this 5. “lwantto fast for seconds of the Working with Vocabulary 5 Listen and repeat the words and phrases in colour, Then match A to B to form sentences. A You dial a phone number. Press this button ‘You can’t Iisten to a message . When you rewind @ message, . When you fast forwarcia message, When you want to listen to incoming messages, .. B to record an outgoing message. after you delete it you move it closer to its beginning, when you want to contact someone. you must enter your access code, w= fe yourove it closer to its end. pang Listen and repeat the words in colour. Then read the sentences and write each word next to its definition below. a. Why did you save all these messages? Do you want to listen to them again? b. Can! retrieve voicemal messages from any location? ©. Lets replay the outgoing message, so we ‘oan review it. 6. Did you mosify the outgoing message after youlistened to it? place: .. lay again ee. KEEP, non read or listen to carefuly:.... @) (3) (3) (6) @) p) 7 Listen and repeat the words and phrases in ‘colour. Then tick the logical sentences. «) 1. You place the receiver on your ear and ear your mouth. ~ 2. Amobile phone has got a cord ~ 8 You can press a button to change the volume and maks it ious, —— 4, The phone is otf the hook because the receiver is in the correct place. == 5. mgping to put you on loucispeaker go everyone in the room can hear you. ee Julie wants to record some outgoing messages on her voicemail. Tom from the IT Department Is helping her. Listen and choose the correct answers. First of all, Jule enters her ... @ name D. access code ©. outgoing message To record a daytime message, Julie needs to a. the number "1" b. the number "2" c. “daytime message” Julie should press 3... her meseage. a. before she writes 'b. when she beains recording ©, when she finishes recording To modify her message after she reviews It, ‘she should press the number ... . aa b 5 «9g If there is an emergency at night, the caller ‘should ... a, call back b, press 9 or 5 ©. press 111 B Using the Intranet (citing Started: Vocabiary page 118) 1 ‘Read the memo. Then read the false ‘sontences on the right and correct them by ‘changing the words and phrases in bold. 4) Toall emoloyaes, Here are instructions for logging into the company Intranet. Te log in: 1. Double clickon the company ican on your desktop 2, Enter your username and password ‘Your password should include both letters and numbers, For increased security, you should include upper case ‘and lower case letters, numbers and symbols, Notes: 1. Never share your password with anyone, including other company employees. 2 Never access the Internet while you are using the company’s Intranet. Fr help with logging in, sending e-mails or using the Intranet ‘call the IT Department and one of our teciricians will be happy to assistyou, Kevin Jackson IT Department 2. Sandra (A) is asking Jackie (B) for help with on e-mail Listen to the dialogue and circle the correct answers.) ‘A: Jackie, can you please "ook at / read this ‘emai? Is t OKin your opinion? Sure. Well, Sandra, everything you have * wntten / done is fine, The beading s bag. The flow chart is cigar. But | would move this paragraph to the beainning, OK. Mi cutand paste i. ‘Aso, | think you should bold the dates of the meetings. They're the most interesting / /mportant information in the ¢-mall ‘A: Good idea, Shouid | boid the “room / ‘phone numbers, too? B: Yes. You can bold them or maybe you shoukl underine trem. What about the font? Ist big enough? tts tne. Grest. Thanks for your help. Il send the e-mail now / scan, Look. You've already got a reply trom Mi Taft. Let's see. Oh, nol | forgat to send the attachment vrth the e-mail BP 5, You ean share your password with your 6. You can use the Internet and the company . ‘The topic of the memo Is problems with the Intranet. Employees must click three times on the ‘company icon to lag into the Intranet. Employees need a company leon to {og into the Intranet, For increased security this is a. good passwords: S4AZLB, boss. Intranet at the same time, In everyday speech upper case letiers are usually called “canta 2witha partner. Pay attention to the expressions in colour, Read the dialogue in Exercise 2 again. Then tick the things that Jackie suggests: 1. moving a paragranh to @ diferent place 2, bolding the dates of the mestings underlining the names of the people 4. making the font of the e-al bigger 5. replying to Mr Tatfet 1 Working with Vocabulary 5 Listen and repeat. Then write the correct words and phrases under the pictures. ») paste + upper case letters » ussrnerne bold + cut « underline + copy + italics lower case letters + flow chart + password AmySun A45$*nnY 1. SRM. 2 staat a u 1 AbCdE AbCdE 4 wae ABCDE abcde Gia 44 i . © 6 Listen and repeat the words in A. Then match ‘the words in A to their meanings in B. A tog in log out font paragraph double click 10. 8 style of alphabet letters 90 oUt, leave ppréss the button on the mouse twice a smal picture ‘group of sentences on the same topic send on to someone ese the working rea of a computer screen answer go into, access another document sent with the main socument icon reply forward attachment desktop oeena Oexe 7 Listen and repeat. Then look at the screen below ‘and write the correct letter next to each word.) 1. background = 4. tow 2. heading 5 bullet _- 3 column incoming Calls Incoring cals decreased in 2070. "In 2012, there vas an increase in Incoming cals across all markets Gon ciauein ‘Student A: You are a new manager and you call the IT ‘Department for help with your voicemail and Intranet. ‘Ask questions to compiete the information on page 84. ‘Student B: You work in the IT Department. Answer ‘the manager's questions using the information on page 94, “Y workbook, pogo ® 15 — | 16 tremens ein eine ed SN AeA Handling Incoming Mail |. Open the mail and stamp each document with the correct date. ® Document the mail in the mail log. List the sender's name and address and the recipient's name. % Sart the mail according to the chart below and distribute it. §, Deliver mail marked “confidential” or “personal” directly to the recipient. Do not open it. Sorting Procedures ‘Types of Mail Department bank statements, invoices, cheques, receipts ae contracts, eters fom gap customer complaints Customer Service requests for product ini ition. Sales product manual Research & Development Job applicetions Human Resources ‘anew clerk (B). Liston fo the dialogue and fil in the missing words. +) ‘A; I'd lke to explain the procedures for handling Outgoing mal. Frst, you collect the mail from the outgcing mail basket in each ‘At 11.00 and aoe Right? ‘Yes. Then bring it here and check all items. What exactly should | check? ‘Make sure all letters are signed and ‘enclosures are included, Also, check that the address Includes the correct postcorie. B: How do | know what the postcode is? ‘At The posteode directories are. = Bs Right! What about postage? ‘A: You weigh the envelopes and determine the Postage using this chart. B: | see, Aro items sent by first class or second class post?” A: We usually use * post Unless the item must reach its destination the: next day, Oh, and all legal documents must bbe sent by registered rail 2 The Manager of the Mailroom (A) is speaking to (23. 4 ———— 1. What is the frst thing to do after opening the mall? 2. How dogs the company keep track of its Incoming mai? 3, Which depariment or person should the ‘ollowing go to? 4. Aleiter saying, “The paper often gets jarrmed in the printer” An envelope marked “Confidential for Mrs Holmes, Managing Director” ©. Aletter saying, “'ve completed my Masters in Engineering,” Practise the dialogue in Exercise 2 with a partner, Pay attention to the expressions in colour. Read the dialogue in Exercise 2 again. Then write T (truo) or F (false) next to the sentences, Copy the words that gave the answers, ~» 1. Each department takes its outgoing mall tothe mailroom, ‘The clerk usually writes the postoode. ‘The cost of sending etter is determined by its weight. 4. Second class post is faster than frst class post. ~ 5. Contracts must be sent by registered mall, dolvery and second class pos: Zor days. aly takes Working with Vocabulary 5. Listen and repeat the types of documents in A. ‘Then match each type of document to the reason for getting it in B.) A 1. cheque 2. customer complaint 8. job application 4. request for information 5. receipt 6. bank statement 7. contract 8 directory 9. product manual B a, A customer is unhappy, ‘The company has paid for something ©. The company is receiving money now. - d, The company wants detais about its accounts. . 8 The company wants to be in a legal agreement with anather company. 4. Acustomer wants data about the company and its products or sarvices. = @ Aperson wants to work at the company. -- h. Accustomer naecs instructions on how to use @ product. -- k- Aperson needs an alphabetical ist of people or organisations with their dstalls, such as addresses, © Listen and repeat the words in colour. Then decide if the pairs of sentences have got the ‘same meaning. Write & {same} or D (different). 1. @ I'vedocumented today’s mail, b. ve opened the mail a. The postage for this letter is £1.28. bb, It casts £1.28 to send this letter. a. This bag of mai is domestic. 'b, This mailis going out of the country, a. The letter reached its destination, b. Therecipient got the letter a. MrRoss signed is letter. b. . Mr Ross wrote his name at the end of his letter. ~ 6. a Allthe letters were stamped with yesterday's date. All the letters were sent yesterday. ‘The package weighs 2.5 kilos ‘The weight of the packege is 2.5 kilos, This letter has got two enclosures, ‘Two documents are attached to the letter veces 7 Listen and repeat the words. Then use the words to complete the sentences. 4) mail log * postcode + registered mail International + sort « sender + collect ~»- Tail is addressed to places outside the country 2. When you write a letter to someone, you are the nen fh Outgoing mail from every department twice a day. 4. We the incoming mai before we distribute it to the departments. 5. tis important to ist al the incoming mail in togeta Confirmation that a letter has arrived safety. 7. Can you tel Me the fr Carnaby Street in London? ui 7 Pr wwling an acess, ae we often use abbrevons for itera typos of cost ects. nes Noto St09t = Fogel BS sl 2 ob LUsten to a conversation between two mailroom ‘olerks about handling incoming mail. Tick the ‘topics they discuss. «) sorting mail efficiently stamping mail | throwing envelopes away documenting mail . writing an address correctly “8. opening confident mal <= 7. Ietters for more than one recipient. W — Using a Courier Service & \o (2 Getting Started: Vocabulary (page 116) NEP Read the waybill. Then complete the sentences below. +) = Speedy Services 002) 553 7509» Fak 055 2776682 Soeeay iat cna ‘Company name: Dif Eecronics SSS ‘Sender's name: Ronald Green Aéddress: 115 Church Set Telephone: 015 496 9980 ‘Company naira Exel Consus Recever name: Paro Haron Ack 23 Pro Seer County. Bing "elophone: 0121 496 0000 Sender nome: Colecied enald Gran , (oe coune: i |2/2/2013 Lig: “ignore: Tine: 17,00 am aa — ae | poreals: 3 Receipt No. 20314 No.of. a hm 1 Width Ten Ben Toew ‘Special frogle esp away tom hoot Sf irl wih com ©) eep dry if 1. The nae of the company sending the goods 2. The recipient is located in 3. The goods were collected by a courier on 4, The packages contain z Tespec ste cnt pachags sar Imperial system are used in the UK. Imperiat Metric Jounee = 28.050.rams 0.4563 ktograms 2 Tho Shipping Manager (A) is training a new shipping clerk (B). Complete the dialogue with 1e words below. Then listen to the dislogue and check your answers. « address » organising + call « box « file As You are responsible for * “ the shipment of goods. This includes preparing packages. doing pacerwork and tracking shipments How do | prepare pact First, you must put t protection, such as CUD: hen weigh and measure each package. B: Do I label the packages? ‘At Yes, you must attach aur ec and any relevant special inst Aso, always make sure tne "sowiert's ane vitor Seay. B: Right. What about the capewo? ze labet 0 labels. ‘At You fil inthis form for the courier. its called ‘awaybill. One copy goes to the courier and you should *...... ‘he other cone here, B: OK. How do | track the shioments? ‘As To make sure the shipments are delivered: website nas got fon time, you can either the courier oF access th using ou password, The y updates on al the shicments| ures eee . 3 Practise the dialogue in Exercise 2 with a partner, Pay attention to the expressions in colour. 4 Road the dialogue in Exercise 2 again and copy the sentences that have got the same meaning as the sentences below. 1. Pack the items, 2. Check how big and heavy each package is, 3. Check each package has got the details ofits destination, 4, Give a copy of the weybill to the courier &. You can check if shipments are on time on the Internet Working with Vocabulary 5. Listen and repeat the words in colour: Then circle the TWO correct answers. 4) +. You can send a shipment of . books —b.messages ¢. clothes 2. The longtn of something can be 120... ametes b.centimetres ¢. kograms 3. Acourier isa... that transports tems. avehicle b.person —¢. company 4, An example of something fragile can be a... acock —b.TV ©. shit 6 Listen and repeat the phrases. Then write the correct phrase under each label. keep dry + handle with care keep away from heat « this side up 7 ‘Student A: You are a manager, ‘Turn to page 84 and ge the malroom cierk instructions on how to send three tems. Student B: You are a mairoom clerk: A menager 's giving you maling instructions, Ask questions to ‘complete the chart on page 94. Listen and repeat the words and phrases in © ‘colour. Then circle the correct answers. ) 1. You label / measure something to check how long its. 2. You use bubble wrap / goods to prevent an item from breaking. 3, You must track / inspect each package Coarefuly before it is eant. 4, Dida the ttems ative in good condition / ‘special instructions? 5. Use that nice paper to mark / wrap the its. * 6. According to the update / way, the shipment is 20 klomatres from Mam. 7. wanted to know now high the package was, 80 | measured its width / height. Listen and repeat the words. Then use the ‘words to complete the sentences. 4) parcel + paperwork + signature + ingure pick up 1. Don't forget to add your... the cheque. 2. Whats inside this ° its very heavy. 3. Whereis the courier? He must the packages soon 1use We're closing in an hour. 4. TREES 8 0t OF nn todo today. | have to fil out these forms and fle thosa documents. 5. Youmust.. the shipment. ttoan get lost or something can henge tol == to YY Workbook, page 7019 20 Telephone number (Business hows) Hastings fINae RT East Sussex E-mail Address Shicment racing nforion valine va ena | margeretbrennarwizon.catuk Place of Receipt iF deer 0 senders aes) Shoreham Container Terminal _ |Portof Loading 01) ‘Scheduled Vessel Shoreham Port Spirit ofthe Sep 20 ootcontainers FCL!|No.ofContainers Reference Number/= Reference Numbers [Terminal Handling Charges (THO | Shipping Order no, 1245/13, Date of shipment 14th November, 2013 ‘Company Name LecruGroup (Contact Name | Margaret Brannan EmiloVinuesadelConl Telephone number (Business hours) 01424. 254.5679, 340 347 456 568 ‘Street Address Street Address [25 Mosiy Steet 190 Vitoria Steet a Gity—Provinee/Siate City Province/State Country | Postcade Spain 8007 of cargo declared above are corect. _-- Logistics Manager) 2. The shipper can send containers to other continents, 8. Itis impossible to tack the shipment. 4. The shipper will pick up the containers in Hastings. 5. The name of the vessel carrying the Containers i listed. 6. The shpper only offers one size of containers, SHIPPING ORDER OFFICECOPY) - The shipper specialises in sending full ‘containers, ‘Common abireviations in the 5 FOB = Free On Board (conta ‘board shio without charge t FOL = Full Container Loeds LCL = Less than Container Loscis Gan you find more abiereviatio order in Exercise 17 2 The Shipping Operations Manager (A) is talking to the CEO of his company (B) about a new shipper hired by the company. Listen to the dialogue and circle the correct answers. x) ‘A; We're very hepoy with the new shipper that We hired last “week / month. They are offering the best rates at the moment. No one can compete with them, B: What discounts are they offering us? As They'e offering us a® 12% / 20% discount ‘on shipping orders to Europe, We only paid £1,600 for our shipment to Valencia last week. B: How much did you pay for a sirilar shipment by another shipper * two / a few weeks ago? A: Wo paid £ 2,000 / 20,000. B: OK. We're saving money, but do you think they're reliable? A: Yes, | do. They guarantee fast shipping and the shipment to Valencia was completely tree of damage. B: Is it possible to track their shipments online? A; Ohyes, we tracked the shipment with our ® smartphones / tablets. B: That's great. You know, the biggest problems are loss and damage. So it looks tie we've found the perfect shipper. Practise the dialogue in Exercise 2 with a partner. Pay attention to the expressions in colour. 4 Read the dialogue in Exercise 2 again. Why is ‘the company pleased with the new shipper? Find three reasons. Ms, sa es & = Working with Vocabulary 5 Listen and repeat the words in colour. Then Circle the correct answers. 1. A shipper transports / salts goods. 2. Areight container is a large metal box used {or transporting goods / passengers 3. A container terminalis located near the sea / an aiport. 4. Volume is size / quaity. 5, The consignee fs the person who sends / receives the goods. 6. Worldwide servi is internation 7. A vessel sa large box / boat. BL Cargo is transport / goods. 8 0 Jocal, A company's rates are its pri A.quate is a definite / an estin: 6 Listen and repeat the words in colour. Then ‘complete the sentences with the correct words. or phrases. <) from + will arrive + onto + has come from 1. The workers load the cargo... the ship, 2. The workers unload the cargo . the ship. 8. The port of origin is where the cargo 4, The port of discharge is where the cargo 7 Listen and repeat. Then use the words and phrases to complete the sentences. ) free of damage * compete + reliable uarantee + loss + foo of charge + contact 1. How can a small business ‘with big international companies? 2. Can you that these goods wil arrive at the destination before Saturday? 3. Whois our sree Migr = i ft MrJones? 4, Did we receive our goods in perfect ‘condition? Were they... nt 5. Is this extra servi0e aan PIS included in the rates you've listed? 8. Accustomer has just phoned te complain about the of his cargo! 7. isthe shippers service always good? Is it The Shipping Operations Manager of a company is having a phone conversation with the Sales ‘Manager at Ocean Shipping. Listen to their conversation and complete the sentences. t) Mrs Sullivan is phoning to complain about the anne that they've received. ‘Cosan Shipeing is offering a... % discount on shipoing orders over £1,200. Mr Becker emphasises that other companies don't guarantee... company Goes, 1. Ocean Shipping is planning to offer an online tracking system DS Practise the dialogue i import and Export (0 Getting Started: Vocabulary (page 117)) 1 Read the webpage. Then read the bolow and copy the sentences or phrases the webpage that give the information. ¢) one ‘wr soursigtinasia. com Are you thinking of importing from Asia? We can help you. Sourcing4Uinasia.com is an online sourcing service that otfers you assistance in finding reliable suppliers to match your requirements. (Our personnel visit suppliers to ensure their professional stenciards. Our Sourcing Service Package includes: = Finding suppliers you can trust ~ Arranging meetings with suppliers ~ Assistance in negotiations Production follow-up and quality control Packaging solutions and shipping arrangements Sourcing4Uinasia.com can help you to identify opportunities in Asie, manage risk. ‘costs and secure transactions. Sourcing4Uinasia.com means cheaper safer 2 Contact us now at [email protected] ‘The company specialises in connocting Asian exporters with buyers 2. Itlooks for exporters that match your needs... 8. Its empioyees mest the exporters to check their work. 4. Itojfers help in reaching agreements, 5. Itheips in arranging transport of goods. 6. iwi help you save money when you do business... 2 Two business associates (A and B) are having a conversation. Complete the dialogue with the words bolow. Then listen to tie dialogue and check your answers.» recommend + price » paperwork « money + difficult A: | think I'd lk to start my own business. A: ttmust be ® ind B: Realy, Janot? products witn an and reliable A: Yes, Miko, I'm thinking of running an suppers that yo. import-export business. I's a type Yes, that's wh; starting ‘of business that doesn't take much with only one or two You mustn't ‘. ot tart risk a large investment at the Seginning B: You're right, It requires very ile investment. As | 890. Another au uying directly uires abt of { ‘The first thing you need to do is choose from foreign count Products from a foreign source for resale, Pe ‘A: What kind of products shoukd | import? Look for products that have got an advantage — ones that aren't sold at alin this country, or ones that you can buy at @ lower ® ina foreign country, Yes, it does. Why don’t you sourcing company? Th assistance you need Exercise 2 with a partner. Pay attention to the expressions in colour. wy 4 Read the dialogue in Exercise 2 again and complete the sentences. 1. Janet wants to start an... business. Janet won't need to invest.

You might also like