UEB 3112 MODULE 1

KERTAS PENERANGAN
DIPLOMA VOKASIONAL MALAYSIA,
PROGRAM
KOLEJ VOKASIONAL KPM

KURSUS ENGLISH FOR BUSINESS

SEMESTER DIPLOMA SEMESTER 1

NO. DAN TAJUK MODUL 01 – GRAMMAR AND VOCABULARY SKILLS

01: Use targeted grammar structures and business
KEBOLEHAN / ABILITIES related vocabulary to write sentences and paragraphs in
an appropriate context within a business environment.
At the end of the module, students will be able to:
1.1 Identify, learn and use business related vocabulary.

1.2 Identify and use targeted grammar structures

appropriately in formal and informal business
documents.
OBJEKTIF MODUL /
MODUL OBJECTIVE 1.3 Formulate correct, concise and structured sentences.

1.4 Apply knowledge of English grammar in composing a

paragraph with a topic sentence, supporting ideas and
a conclusion.

NO. KOD / CODE NO. / NOSS UEB 3112 Page : 1 of 42

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UEB 3112 MODULE 1

ENGLISH FOR BUSINESS

UEB 3112
CLO 1 Use targeted grammar structures and business vocabulary to write sentences and
paragraphs in an appropriate context within a business environment. (C3,PLO1 )
CLO 2 Locate and extract main idea and supporting details in business related texts through
note-taking, group discussions and deliver a presentation. ( A3, PLO4 )
CLO 3 Discuss and prepare business documents appropriate to purpose and genre using t
techniques for planning, organizing and writing. ( C3 , PLO3)

1.0 GRAMMAR AND VOCABULARY SKILLS

1.1 Identify ,learn and use business related vocabulary.
1.2 Identify and use targeted grammar structures appropriately in formal and informal
business documents.
1.3 Formulate concise, correct and structured sentences
1.4 Apply knowledge of English grammar in composing a paragraph with a topic sentence ,
supporting ideas and conclusion.

2.0 READING SKILLS

2.1 Use skimming and scanning techniques to get the gist of a business or field related text
and find specific Information.
2.2 Identify topic , main and supporting ideas and take notes.
2.3 Use graphic organizers to better understand a text.
2.4 Select, compile and organise information for an oral presentation.
2.5 Plan and deliver presentations on business related topics.

3.0 WRITING SKILLS

3.1 Recognise and apply features of different genre of business documents such as memos,
emails, business correspondence, business plans or proposals etc.
3.2 Adapt simple forms of workplace correspondence or other business documents to produce
completed formats such as charts, tables, booking forms and report forms etc.
3.3 Expand, reduce, rewrite ,reassemble elements from a business document for a requested
purpose.
3.4 Write coherent paragraphs for business communication in a variety of forms including:
memos, leaflet, notice, report, article, letter , business plan etc

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UEB 3112 MODULE 1

BUSINESS ENGLISH
Business English is a specialised part of English that targets the language that is
most commonly used in the world of business. Business English differs from General
English in that it is specifically targets corporate language rather than everyday,
conversational English.
Studying Business teaches you the vocabulary that you would use in business and the
working world.
You also learn how to do business related tasks . These include things like business
writing and reports, how to deliver presentations, give opinions and conduct meetings.
Other aspects of learning Business English can include writing letters and emails, applying
and understanding job profiles.
In business, when you submit a piece of writing , it must be clear and concise. If
your message is unclear, if your grammar is weak, if your vocabulary is imprecise, then you
document will not be understood. But if you write concisely and clearly, you can make an
impact.
To write successfully you must have command of the following:
 basic grammar
 precise vocabulary
 syntax (the arrangement of words to form a sentence)
 sentence structure (the arrangement of sentence elements)
 paragraph construction

In all correspondence, follow these basic rules:

 Use plain English and avoid jargon.
 Vary the length of your sentences.
 Divide your written message into unified paragraphs.
 Keep each paragraph to a single topic.
 Introduce each paragraph with a strong topic sentence.
 End each paragraph with a appropriate conclusion.
 Use transitional words and phrases to link sentences and
paragraphs.
 Select the communication format that best suits your message.
 Use a professional tone at all times

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UEB 3112 MODULE 1

ENGLISH FOR BUSINESS

TASK-BASED MODULE

STARTING YOUR OWN BUSINESS

INTRODUCTION
There are THREE (3) modules in this course. Throughout the three modules, you will be
playing the role of potential owner-members of a business or company. You will carry out the
exercises based on the business idea you selected. In many cases, the outputs in the various
exercises form the basis or inputs for the activities in the next modules. As you go through the
exercises or activities, try to think and act as the potential owner-members.
MODULE 1
- You will go through grammar exercises to reinforce skills to write sentences and paragraphs. -
- Vocabulary building exercises and lists will also be provided but they are not exhaustive. You
Are advised to read up on your own to widen your business vocabulary.
In the module, you will be asked :
* to prepare a speech using grammar and vocabulary skills learnt to describe a product or a
business.
* to select a business you would start
MODULE 2
- You will be introduced to the process of drafting of a business plan. A business plan answers the
question “how will this work”. This module focuses on the preparation of a basic business plan.
- You are expected to present your business plan.
MODULE 3
- You will be doing a Simulation Model of creating and writing business documents such as
emails, memorandum, formal letters, notices etc.
- You have to hand up a written business plan which you presented in Module 2.

The style of these modules is task-based. You will work together as a team to follow the simple
step-by-step instructions for discussions and activities . Your lecturer will act as the facilitator to
assist with any questions on the content and exercises. All group members should take a turn
reading the information and instructions out loud to the group, and all group members share
responsibility for monitoring time. You will learn from each other by sharing ideas and opinions,
skills, knowledge and experience. For this to work, all members must work as a team.

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UEB 3112 MODULE 1

GRAMMAR AND VOCABULARY SKILLS

- use grammar structures
We are now here - use targeted vocabulary skills
MODULE -select startup business andtalk about it.
1

READING SKILLS
- identify main ideas for a startup business
- compile information for a business plan
MODULE - draft outline of a business plan
2

Presenting Your Business Plan

-design a business plan using powerpoint
MODULE -use oral presentation skills to present
12 Business plan

WRITING SKILLS
Simulation for Business Documents
- complete various business documents
MODULE - write business documents for various
3 purposes

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UEB 3112 MODULE 1

GRAMMAR SKILLS
UNIT 1 : Present Simple: The verb to be

A. FORM

Positive Form
Subject Verb Short Form
I am I’m
You are You’re
He/She/It is He’s / She’s
The Manager is The manager’s
The Company is The company’s
We are We’re
They are They’re
The managers are The managers’re
The companies are The companies’re
Note:
The 1st seven short forms are used in spoken or informal written English.
The last two are used in spoken language only.

B. USES
Look at the sentences with the verb to be in different forms
Questions Positive and Negative forms
A: Are you from Malaysia? B: No, I’m from Indonesia.
A: Excuse me, Is your name Azhar? B: No, it isn’t. I am Aiman.
A: Am I in the right meeting room? B: Yes, you are.
A: Where are the markets for your B: They are in the US and Asia
products?

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UEB 3112 MODULE 1
Exercise 1
In the dialogue below, Ted is talking to Jane and Ahmad at a trade fair.
Put in the correct verb to be.

Ted : Hello, I .......(1) Ted. Where ...... (2) you from?

Jane : We ...... (3) from Sabah.
Ted : Oh, ...... (4) you a Sabahan?
Jane : I ......(5) but Ahmad isn’t.
Ahmad : I’m from Penang. But ...... (6) from the same company, InterCom.
Ted : Oh, InterCom. ......(7) a company based in East Malaysia. What are
your names?
Jane : My name ......(8) Jane Ho and this ......(9) is Ahmad Hassan.
Ted : Pleased to meet you. .......(10) you both in banking?
Ahmad : No, we’re not. We are in insurance.

Exercise 2
Complete the following text about InterCom Electronics. Use the form to be.

INTERCOM RISES
InterCom ..........(1) a world leader in electronics. We .........(2) suppliers to
the computer industries. Computer companies .........(3) our main customers.
We .......(4) also suppliers to other industries. InterCom ........(5) an international
company. Our customers ........(6) based in the USA and Europe.
Our CEO ........(7) Jerry Tan. He ........ (8) a hands-on manager and business .......(9)
very good. Many companies ........(10) dealing with us in the industry.

PRACTICE
Write short sentences about a company or a business that you know.

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UEB 3112 MODULE 1
Unit 2 : The Present Perfect

A. FORM
Past Present Perfect
Subject Verb Subject Verb
I was I have been
You were You have been
He/She/It was He/She/It has been
The Manager was The Manager has been
The Company was The Company has been
We were We have been
They were They have been
The managers were The managers have been
The companies were The companies have been

In the negative we use not

Past Present Perfect
I was not in the office yesterday. They have not been here today.
You were not with a customer last night. I haven’t been to Spain.

Question Forms
Past Present Perfect
Where were you yesterday? Have you been to Sabah?
Was Mr Lim with you? Has he been with a customer?

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UEB 3112 MODULE 1
B. USES
Read the dialogue with the verb to be in different tenses and different forms.

A: Where were you yesterday?You weren’t in your office.

B: I was in Air Hitam.
A: Why were you in Air Hitam?
B: I was with a client.
A: I’m sorry but where is Air Hitam?
B: It is in Johor. In the past, it was a famous pottery centre.
A: I have not been to Air Hitam. But I’ve been to Batu Pahat.
B: I was in Batu Pahat last week. When were you there?
A: I was there a month ago.

Exercise 1
Complete the letter below with words from the box below.

have not been was were have been

Dear Mary,
Last week, Tom and Lila ..............(1) here for a meeting. It .........(2) very useful.
They ........(3) here for two days. We .......................(4) to Penang in the last few days.
We .......... (5) there for a meeting with our Penang Colleagues. The manager , Nor
Hisham ............(6) interested in our product.

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UEB 3112 MODULE 1
Exercise 2
Complete the spaces in the email below.
To : [email protected]
From : [email protected]
Date : 12 December .......
Subject : Bee Brothers
Dear Frank,
I am sorry I .............(1) (not) at the meeting yesterday. I .......................(2)(not) in the
office this week. Lim and I ...................(3) in London. We ..............(4) at a sales
Conference. I ...............(5) very busy recently. .......... Bee Brothers happy
with the contract? .......... they ......... In contact today?
Please contact me by email tomorrow.
Thanks
June Low

UNIT 3 : PRESENT CONTINUOUS

A. FORM
The present continuous positive has two parts.
The present tense to be + infinitive ...ing
Subject Verb to be Infinitive ...ing
I am presenting
You are making
He/She/It is calling
The company/ The department/ It is preparing
The manager / The boss /She/He is reading
We are meeting
You are looking
They are visiting
The companies/ The departments/ They are doing
The managers/ The workers / They are discussing

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UEB 3112 MODULE 1
B. USES
We use the present continuous to talk about :
1. Activities at or around the time of speaking
Eg: They are building two new factories.
We are planning a new product for this year.
2. Temporary activities at the present.
Eg: A: Nina, what are you doing?
B: I’m drafting a business plan.
At the moment, the company is doing very well.
Exercise 1:
Read the email below. Complete it by using the present continuous form.

Memorandum
To : All Staff
From : Jeremy Loo , Marketing Executive
Date : 13 March .......
Subject : Farewell For John Lee

Dear All,
John Lee ........................................(leave) the company after 30 years. We .................................
(organise) a collection to buy John a farewell gift. Please see Aniq in Sales Department.
She ...................................(plan) a party for John. At present , John ....................
(take) leave to handle some personal matters. He .......................................(hope) to return to work
on 20th March.

Regards,
Jeremy Loo

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UEB 3112 MODULE 1
Exercise 2
Below is part of a telephone conversation. Complete the spaces with the correct
form of the word in brackets.
Dee : Hello, Peter. I ...........................(read) your report. There’s a problem
on page 4.
Peter : Okay, I .................................(look) at it right now. What’s the problem?
Dee : It says we .....................................(invest) RM250,000 in research.
That’s wrong. Its RM25,000
Peter : Okay. I’ll change it.
Dee : Right. Remember, you ..........................(meet) En. Hussein from BizCom
tomorrow to discuss the business plan.
Peter : Yes, I know. They ...........................(meet) in our office at 2 p.m
Dee : Fine. See you tomorrow.

UNIT 4 : THE FUTURE

A. FORM
The future with going to has three parts in the positive and questions.
to be + going to + infinitive
POSITIVE FORM QUESTION FORM
Subject To be going to Infinitive to be subject going to Infinitive
I am going to am I going to
You/We/ are going to negotiate are You/We/ going to agree
They They
He/She/It is going to is going to

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UEB 3112 MODULE 1
B. USES
We use the future with going to to talk about intentions.
Eg : I am going to do RM2000 sales today.
The company is going to build 1000 cars a year.
We use the future with the present continuous to talk about personal fixed plans or
schedules.

Eg : Next month we are launching a new online service.

When are you flying to Sabah?
Exercise 1
A customer is calling a mobile phone company. Complete the conversation.
Caller : We ......................(have) a conference in three months. I need
Some phones.
Phone Co : Fine. How many people .........................(come)?
Caller : Our company ...........................(send out) 50 inivitations.
Phone Co : Okay. .......................................(hire) phones for everyone?
Caller : No, just 25.
Phone Co : We .....................................( fax) a quotation to you tomorrow.
Caller : Thank you.

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UEB 3112 MODULE 1
Exercise 2
Look at the project plan for a joint venture between two companies, InterCom and
Lee Brothers. Complete the memo below. Use the words in the box and put them in the
present continuous or the going to form

Dept. Meeting sign contract develop new engine

Now next on 16th of next year

week the month

Memorandum
To : HJ
From : KP
Date : 3 April .......
Subject : InterCom and Lee Brothers Joint Venture

As you know, we ........................................ a new engine with Leee Brothers. We ,,,,,,,,,,,,,,,,,,,,,,,,,,

A department meeting next week and I ........................................to Mr Tan on the 16th.
We .................................. The contract then. ...................................to the meeting?

P.S Helen ................................ (not) to the meeting

come join have manufacture travel sign

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UEB 3112 MODULE 1

TENSE REVIEW 1

PAST PRESENT FUTURE

When were you born? Where do you come from? I am going to finish
I was born in 1994 I come from Kedah. The project tomorrow
Where did you go to school? Where do you live? I am leaving the
I went to SMK Kluang I live in Johor. company to start my
At the moment I am working own business.
on a project.

I have worked for BizCom

For five years.
I have been living in Johor
since 1998.

1994 1998 Now

TENSE REVIEW 2

PAST PRESENT FUTURE

When did you start the Where does the company We will recruit new
company ? buy material from? sales personnel.
We started in 1998 What do you produce? I am interviewing candidates
Where did you open your We produce micro chips. next week.
first factory? At present, we are looking
for new partners.

We have been market

Leaders for five years.
The company has been
producing toys since 200...

1998 200... Now

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UEB 3112 MODULE 1
UNIT 5 : PRESENT SIMPLE ACTIVE AND PASSIVE

A. FORM
The passive form has two parts
To be + past participle
Prices are increased each year.
Simple Continuous
Present The design is chosen The design is being chosen
Past The design was chosen The designs was being chosen
Present Perfect The design has been chosen
Past Perfect The design had been chosen
We use a phrase with the preposition “by” to indicate who did it. (doer)
These figures have been checked by the accountant.
Subject + passive verb + preposition + doer
B. USES : DESCRIBING A PROCESS
Exercise 1
The following are the different stages involved in sending a message by email.
Complete each sentence by using one of these verbs. Use the present simple.

use write address convert

read check travel turn

1. First the sender ................................. The message on her wordprocessor.

2. She ......................................it to the receiver’s email number.
3. The sender’s modem ......................... the message into an electronic signal.
4. Messages ........................from sender to recipient along conventional telephone lines.
5. Some international messages ................................a satellite link.
6. The recipient’s modem .............................. the signal into a language that can be
...................................by the recipient’s computer software.
7. When the recipient ..........................the email box, he can see that a message has
arrived.
8. Finally, he opens the email box, ............................the message and ,if necessary
replies using the same procedure.

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UEB 3112 MODULE 1
Exercise 2
Look at the sentences about email below and put the words in the correct order.
In each case, you need to use the passive. The first one has been done for you.
1. messages quickly is to send email and efficiently used
Email is used to send messages quickly and efficiently
2. via messages sent modem are a
......................................................................................................................
3. anyone messages be system sent to compatible with a can
......................................................................................................................
4. multi-national is email used by often companies.
.......................................................................................................................
5. this saved of time is in lot way a
....................................................................................................................

USES : DESCRIBING A PRODUCT

Exercise 1
Complete the sentences below using the following verbs in the passive.
Verb to be + past participle
take make up transmit make process
store use display operate power

1. The machine is made up of four basic parts.

2. The frame .....................................of lightweight plastic.
3. The machine ...................................by a small electric motor.
4. It ...................................by pressing this small orange button.
5. The machine .................................for measuring levels of static electricity.
6. Readings ...................................by a small electronic sensor.
7. The information ......................................to the machine’s inbuilt computer.
8. The information ..........................................by the computer.
9. The readings .........................................on the visual display unit.
10. Previous readings ........................................... To the computer’s memory.

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UEB 3112 MODULE 1

STARTING A BUSINESS
Would you like to run your own business?
What would the benefits be of running your own business?
What problems would you face with running your own business?
What problems would you face with running your own business?
1. Work in pairs. Imagine that you and your partner are two young entrepreneurs and want to
start a new business. Which business would you choose?

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UEB 3112 MODULE 1

Before starting a new business, complete the questionnaire about your new business.

No. Item Information

1 Name of the company
2 Name of the directors
3 Date you started the business
4 What does your company do?
5 Aims of your business
6 Who is your product aimed at? men teenagers children parents
women senior citizens single people housewives
7 How are you going to sell your door-to-door in shops home delivery online
In a catalogue road shows
product or provide your services?
8 How would you like to advertise your online on radio/tv leaflets in magazines
bus ads attend meetings offer discount coupons
product or service?

Imagine that you have to record an advertisement for a local radio station to talk about
your new business/product. Refer to the module for grammar points to use.
Remember to include all the points in the questionnaire. You could present your company
using these phrases and any other ideas you can come up with.

SAMPLE 1:

Hello. We are..................Our business is called..........................and we started it

on... What we do is............... We intend to.......................... Our products/services
are aimed at....................................We would like to sell............................... In the
future, we are planning to advertise our company..........................We think our
business will be successful because....................

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UEB 3112 MODULE 1

SAMPLE 2

Vocabulary: Presentation Language

Complete the following presentation excerpts using the words below.

after that finally illustrate outline to start with

then describe specifically purpose sum up
thank tell you

Good morning, everybody. I hope you are all doing well today and I’d like to _______
you all for being here. Today I am here to __________ about our latest product, and more
_________ about how it works and what it does. I’d also like to __________ the products’
features and __________ inform you about where you can get it and how. ____________, I’d
like to briefly __________ our current marketing policy in Malaysia . ________, I’ll __________
some of the problems we have encountered in our market share. ___________, I’ll ________
our progress this year and continue on with our main _______ for being here; the product.

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UEB 3112 MODULE 1

SAMPLE 3 :
A. Complete the text below by choosing the best options from those given.
Company presentation transcript

I’d like to start by ......(1) you all here today. My name is Carrie Tang and I’m one of the
managers for Eco-car Ltd. The presentation today ......(2) about our company, its history, location,
products and advertising.

So, let me begin by ...... (3) you an outline of my talk today. First of all, I’ll give you a brief
account of the history of BizComLtd. Then I’ll run through our current product range. After that I’ll
give you a brief description of our new advertising ......(4). Please feel free to ask any questions at
the end of the presenta tion.

Right, let’s start by ....... (5) at the history of our company. The company was founded ......(6)
2004 by two men , Mr Harry Tang and Mr Ahmad Jehan , who had the idea of producing a
Eco-computer which runs off 100% organic energy. They started with just one small room to build it
in! Now we ......(7) two large factories in Penang and Johor.

So, let’s move on to the current product range. At the moment we have five different
Eco-computer products. ...... (8) range from laptops, desktops, notebooks , think pads to many
different accessories.

Now I’m going to turn to our new advertising campaign. Think Green, Think Eco-Comp.
That’s our new ........(9) and our idea is to offer a range of computer on the ......(10) that are three
different types of green .

To sum up. Eco-computer is now a well established player in the computer manufacturing
market of Asia, focusing on organic fuels. We face strong .......(11) in the market but we feel we are
in a strong position with our highly specialised products. Our plan to move into ......(12) international
export market should ensure that the company continues to grow in the coming years.

That brings me to the end of my presentation today. Thank you.

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UEB 3112 MODULE 1

NO A B C D
1 welcoming asking attending calling
2 is are was were
3 gave give giving given
4 section cost campaign poster
5 seeing studying drawing looking
6 in on at by
7 has have had has been
8 this that these those
9 sentence slogan mission statement vision statement
10 company system market facebook
11 competition competitors computers products
12 a an the some

B. Look at the graphic organiser below. Fill in the missing information based on the transcript
above.

Founders Year Founded Idea

Name of Company

Location of Factories Types of Products Company Motto

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UEB 3112 MODULE 1

You and your friends have decided to form a company or a business which you have selected.
The action to be taken:
A. Choose your business partners.
B. Send a Notice for a meeting.
C. Set the agenda for the meeting.
D. Record the minutes of the meeting.

SAMPLE OF NOTICE

_________________________________
( name of company/business)
Notice to the shareholders/partners

Notice is hereby given that the 1st Meetingof the shareholders/partners .......................................

will be held on ...........................................at ................... at .......................... to discuss the

(day / date ) (time) (venue)
following agenda:

Agenda
1. To discuss the organisation chart of the company.
2. To discuss and draft a business plan.
3. To design a presentation of the business plan

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UEB 3112 MODULE 1

SAMPLE OF MINUTES

MEETING OF ...........................................
Date
Time

A ______________ [kind of meeting] meeting of the _________________ [organization name],

was held on __________ [date], 20__. The meeting convened at ______ [time] at___________

Members in attendance: [list names of members in attendance]

1.
2.
3.

1. Opening Remark
The Chairman informed everyone that ____________________________________________
2. Setting Up of Organisation
The following will be the committee members of ___________________________________
3. Business Plan
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
4. Actions to be taken:

_________________________________________________________________________________

___________________________________________________________________________
__________________________________________________________________________________

5. The meeting was adjourned at _______________________________

Recorded By

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UEB 3112 MODULE 1

Business Vocabulary Skills

Successful communication in the business world depends on ensuring that both
parties involved understand the same information in the same way. Vocabulary is a
valuable tool that facilitates understanding . Business vocabulary allows two individuals or
groups to hold a simpler, clearer conversation without the need to explain complicated
ideas or constantly check that information is understood.
While many terms are universal throughout the business world, some vocabulary is
restricted to specific fields of business. As you narrow your focus during your education
and throughout your business career, building your field-specific vocabulary remains a vital
skill that will help you communicate more clearly to further your personal and your business
goals.

The modules will not be able to provide you with all the vocabulary items you need.
Every student and prospective businessman will need to learn from experience and
interaction. References are given for students to refer to.
A Supplementary Section on vocabulary and worksheets is provided as a guide to
students as you go into the the next few modules.

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UEB 3112 MODULE 1
Vocabulary for Meetings
TERM MEANING

A.G.M. abbr. Annual General Meeting at which directors of a company or association

present their annual report to shareholders or members

How many shareholders attended this year's AGM?

A.O.B. abbr. Any Other Business [usually the last item on a meeting's agenda, for raising
topics not listed elsewhere]

Add a heading for AOB at the end just in case someone wants to raise something
else.

absent adj. not here; not present [at a meeting, in a class, at work etc]

If someone doesn't come to the meeting, write "absent" next to their name.

agenda n. a written schedule or list of topics for a meeting

The first item on the agenda is to make a brief statement of welcome.

apologies n. item on an agenda for announcing people who are absent; apologies for absence

The second item is apologies from board members and office holders unable to
attend.

Chairman n. the person who leads or presides at a meeting - also chairperson or chair [often
preferred, esp. when referring to a woman]

The chairman ended the meeting by thanking all those who'd attended.

conference n. formal meeting for discussion, esp. a regular one held by an organisation

conference call n. telephone call between three or more people in different locations

consensus n. general agreement

There's a growing consensus among shareholders that the CEO's ten million-dollar
performance bonus wasn't justified.

decision n. a conclusion or resolution to do something - to decide v.

All decisions made at the meeting must be communicated to our members

immediately.

item n. a separate point for discussion [as listed on an agenda]

The next item on the agenda is a proposed wage rise for all full-time employees.

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UEB 3112 MODULE 1

matters arising n. item on an agenda for discussion of what has happened as a result of the last
meeting

The first item is matters arising, beginning with the wage rise proposed at last
month's meeting.

minutes n. a written record of everything said at a meeting

You can read the minutes of last month's meeting if you want to know what everyone
said.

proxy vote n. a vote cast by one person for, or in place of, another person who isn't present

How many proxy votes were cast on behalf of absent committee members?

show of hands n. raised hands to express an opinion in a vote

Voting will be conducted by a simple show of hands.

unanimous adj. in complete agreement; united in opinion

After another year of losses, there was a unanimous vote of no confidence in the
CEO.

Video n. conference of people in different locations using video links and

conference videoconferencing software to see and hear one another

Before the videoconference begins, make sure your webcam is turned on and your
video link is up and running.

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UEB 3112 MODULE 1

Business meetings
1. Types of meeting
A. Match the meetings on the left with their purposes on the right.

a job interview a. communicate with remote workers

an annual general meeting b. discuss an employee's performance
a teleconference c. elect the company board of directors in a
publicly-owned corporation
an appraisal meeting d. recruit a new employee
a team-building meeting e. solve problems, make decisions, set policy
a management meeting f. strengthen relationships between colleagues and
resolve conflicts

B. In which type of meeting would you hear each of the following statements or questions?

"Why do you want to work for this company?"

"We seem to be breaking up. Is everything all right with your connection?"
"What can I do to improve my performance rating?"
"I think we really need to start cutting costs."
"So, let's review last year's financial results."

C. What type of meetings do you need when you start your business?

D. Complete the sentences with the following verbs.

attend call cancel end hold reschedule

1. I think we need to ________ a meeting to discuss the issue.

2. I can't make it on Friday. Can we ______the meeting?
3. Are you going to _______tomorrow's meeting? Everybody is coming.
4. HR managers usually ___________ job interviews with potential candidates.
5. It was getting late, so the boss decided to __________the meeting.
6. Everybody in the office was on sick leave, so the manager decided to_________ the meeting.

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UEB 3112 MODULE 1

VOCABULARY FOR BUSINESS PLAN

A business plan is a written document that describes an idea for a product or service and how
it will make money. It includes your marketing plan as well as estimates for revenue, expenses
and how to make a profit.
ITEMS DESCRIPTION
Cover / Title Page and A business plan should be presented in a binder :
Table of Contents  Cover – name of business / Logo / names of the owners
 Table of Contents – title of major section and page numbers
so that readers can quickly find the information

Executive Summary A comprehensive (complete) explanation of what your

company does and what places it in a unique position to
succeed.
 Business structure : sole proprietor/partnership
 Organizational Structure
Should clearly show the hierarchy (levels) of job and
supervision functions. You commonly see a company’s
organizational structure in the form of a chart showing photos
of staff, their positions and levels of reporting.
Figure 1: Example Organisation Chart.

Business Description  Mission Statement: informs what your business is all

- Mailing address about to your customers, employees, suppliers and the
- Contact number community.
- Website
- Email address

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UEB 3112 MODULE 1

Product or Service  A product/service description is the marketing copy

Description used to describe a product's /service value proposition
to potential customers. A compelling product /service
description provides customers with details around
features, problems it solves and other benefits to help
generate a sale.
 * detailed description of your product or service.
 * innovative features of product or service
 * unique selling points or how is it different
Market Analysis  is basically a study of how you plan to market (sell,
 advertise) your products and services to your target
market.
Target Market
 Is something you aim for which include people to whom
you are aiming to sell things. Eg: NIKE is focused on 3
target markets : women, young athletes and runners.
 A plan which combines best and important sales and
Promotion Strategy
marketing ideas to sell your product/service and bring in
maximum profit.

Financial Plan It details how you plan to achieve your business goals,
generate revenue and make a profit.
 Start-up cost : how much it will cost to start the business
 Pricing – cost per unit : cost of making each product or
provide each hour of service.

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UEB 3112 MODULE 1

Company Vocabulary

TERM MEANING

accounts n. department responsible for administering a company's financial affairs - also

department accounting department

For all billing enquiries, please contact our accounts department.

A.G.M.UK abbr. Annual General Meeting of a company's shareholders

The A.G.M. is where shareholders get an annual report on their company's

performance and strategy.

board of directors n. group of people chosen to establish policy for and control a company

Do you know anyone on Samsung's board of directors?

Chairman n. person who heads a board of directors; head of a company - also

chairperson; chair of the board (COB)

A chairman makes sure the board of directors is running the company properly.

director n. member of a board of directors

How many new directors are being elected at this year's A.G.M.?

executive officer n. person managing the affairs of a corporation, incl. chief executive officer
(CEO), chief financial officer (CFO), etc

Sony's replacing several executive officers, including their CEO.

headquarters n. a company's principal or main office or centre of control

Facebook built its new headquarters near San Francisco in California.

manager n. person responsible for day-to-day running of a business or company

department; executive officerUS

My sister's now the manager of an online media company.

managing director n. senior director under the chairman responsible for day-to-day management

Being the managing director can be a really stressful job.

marketing n. department that manages branding, promotion, advertising, packaging,

department pricing etc of products

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UEB 3112 MODULE 1

How many staff are working in our marketing department?

organisation chart n. a table or plan showing a company's structure graphically

Shouldn't the Chairman of the Board be at the top of the organisation chart?

personnel n. department responsible for recruitment and welfare of staff or employees

department
If you have a job interview, go to the personnel department on the third floor.

production n. department responsible for the manufacture, creation or crafting of products

department
All our factories are designed and run by the production department.

purchasing n. department responsible for finding and buying everything a company needs
department
The production department asked the purchasing department to buy some new
equipment.

R & D department n. department responsible for inventing new products or improving existing
products

Steve Jobs made sure his R & D department created the most innovative and
exciting new products.

reception n. the place where visitors and clients report on arrival at a company

Who's that guy sitting in reception waiting for?

sales department n. department responsible for finding customers and making sales

Has the sales department's new strategy improved our sales figures yet?

shareholder n. person who owns shares or holds stock in a company or corporation

Did many shareholders come to the A.G.M. this year?

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UEB 3112 MODULE 1

Marketing Vocabulary
TERM MEANING

brand n. a particular make of product - to brand v. - branded adj.

I've tried lots of other brands of shampoo, but this one's still my favourite.

consumer n. the person who buys and uses a product or service - to consume v.

Most consumers don't care where the products they buy come from.

cost v. [cost, costed, costed] to estimate the price of making a product - costing n.

Many inputs like labour and materials must be costed before a product's retail price is
set.

develop v. to create a new product or improve an existing one - product development n.

To succeed over the long term, we have to keep developing new and better products.

digital n. marketing through digital devices such as computers and smart phones; includes
marketing TV/radio by some definitions - also e-marketing

We now spend far more on digital marketing than on traditional marketing.

distribution n. the delivering of products to end-users, incl. advertising, storing etc

Has your company ever handled distribution of luxury goods for a top international
brand?

end-user n. the person, customer etc who is the final and actual (or "real") user of a product

If end-users aren't happy with the quality or price, they won't recommend it to their
friends.

image n. the concept or perception the general public has of a company or product - public
image n.

It only took one media story about child labour in a factory overseas to destroy the
company's positive image.

label n. small piece of paper, cloth etc on a product giving information about it

To find out how much sugar a drink contains, check the nutrition information on the
label.

launch v. to introduce a new product, with publicity etc - product launch n.

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UEB 3112 MODULE 1

If Kim launches a new line of clothing, she invites heaps of celebrities to the product
launch.

market n. study of consumers' needs & preferences, often for a particular product
research
We only launch new products if our market research shows high consumer demand.

online adj. while connected to the Internet or other computer network - also adv. to shop
online

Our online sales are increasing now that more people are shopping online.

packaging n. the wrapping or container for a product

If a product's packaging is made of plastic, environmentally-aware consumers might

not buy it.

point of sale n. the place where a product is actually sold to the public - point-of-sale adj.

The advertising of cigarettes isn't allowed, even at the point of sale.

product n. something made to be sold; merchandise [includes services] - to produce v.

When creating products for teenagers, use cool designs that fit with today's teen
culture.

public n. creation and maintenance of a good public image - public relations officer n.
relations
When their CEO was caught sending racist e-mails, the company faced a public
relations nightmare.

registered adj. officially recorded or listed (eg. as in "registered trademark" and its symbol ®) - to
register v.

Our lawyers have advised that we must register all new products for our own
protection.

sponsor n. firm supporting an organisation in return for advertising space and brand
recognition - also v.

The sponsor of a Premier League football club has their brand or logo on the team's
shirt.

S.W.O.T. abbr. Strength, Weaknesses, Opportunities, Threats

Anyone who's studied marketing knows what the letters S.W.O.T. stand for.

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UEB 3112 MODULE 1

total product n. in marketing, the whole product, inc. name, packaging, instructions, reliability,
after-sales etc

This is a total product issue and you should raise it with Marketing, not Advertising.

trademark n. special symbol, design, word etc used to represent a product, brand or company

Have you registered the trademark yet?

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UEB 3112 MODULE 1

Presentation Vocabulary
TERM MEANING

audience rapport n. relationship of presenter with audience, esp. when good

Have you got any tips on developing audience rapport when making a
presentation?

body language n. body movements, facial expressions and other non-verbal signs of a person's
feelings and attitudes

I could tell from his body language that he was nervous and self-conscious.

Finally... Typical word used to signal the last of several points or subjects

Finally, let's end with a quick recap of the main points.

flip chart n. a pad of large paper sheets on a stand for presenting information

If you're using a flip chart, make sure your writing is big enough for people at the
back to read.

for example... Typical phrase used to signal an illustration or sample of a particular point

When greeting people in Japan, for example, bow your head while bending
forward.

handout n. anything (report, sample etc) handed or given to people at a presentation

Print your handouts well beforehand in case you need time to replace an ink
cartridge or fix some other problem.

In conclusion... Typical phrase used to signal the summing up or final part of a presentation

I'd like, in conclusion, to thank everyone for coming and wish you all the very
best for the future.

Ladies and Polite phrase often used to address an audience of men and women
Gentlemen
Ladies and Gentlemen, please join me in giving tonight's speaker a warm round
of applause.

overhead projector n. device that projects an overhead transparency onto a screen - O.H.P. abbr.

Will you be using the overhead projector or a flip chart?

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UEB 3112 MODULE 1

PowerPoint™ n. software for designing and making digital presentations that can include projected
pages, slide shows, videos etc

Did you know that the first version of PowerPoint™ was released in 1987 and was
only for Macs?

screen n. large, flat, reflective white surface on which films, slides etc are projected

How big is your overhead projector's screen?

signal v. to use a gesture or sign to communicate something (such as where one is in a

presentation)

How can I signal to the audience that the presentation is coming to an end?

slide n. 1. presentation page with any mix of text, images, video, sound etc forming part of
a "slide deck" 2. small (usually 35mm) photographic transparency - slide projector n.

We used to use 35mm slides with projectors, but these days we make our slides
with presentation software and display them on monitors.

To start with... Typical phrase used to signal the beginning of a particular subject or topic

To start with, let's put ourselves in the shoes of a customer and imagine the features
we'd want the most.

Turning now Typical phrase used to signal a change from one subject or topic to another
to...
Turning now to after sales service, how would we want to be supported as
customers?

visual aids n. things that one can show the audience in a presentation [eg: films, maps, charts
etc]

Good visual aids are especially important in technical and data-based presentations.

whiteboard n. large, flat, white surface or board on which to write or draw with markers

If you're eliciting ideas from the audience, list them on the whiteboard as you go.

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UEB 3112 MODULE 1

Sales Vocabulary
after-sales n. service that continues after a product has been sold [eg: repairs etc]
service
Online support is an important part of after-sales service for buyers of software.

buyer n. 1 any person who buys anything 2 a person employed by a firm to buy

Does your bank offer special loans for first-time home buyers?

client n. a person who buys services from a lawyer, architect or other professionals

How much do lawyers in the UK charge their clients for basic legal advice?

close v. to finalize a deal or sale; to make a sale

We can close the deal as soon as the customer accepts our usual terms and
conditions.

customer n. a person who buys goods or services from a shop or business

A retail business like ours depends on building relationships with regular customers.

deal n. a business transaction - also v. dealer n.

Do you think $1,500 a month for an apartment like this is a good deal?

discount n. a reduction in the price; a deduction [usually expressed as a percentage (%)]

We'll give you a ten per-cent discount if you place the order today.

follow up v. to continue to follow persistently; to maintain contact [eg: after a lead]

Make sure you follow up any leads by contacting them again the next day.

guarantee n. a promise that a product will be repaired or replaced etc if faulty - also v.

All our mobile phone sales are covered by a 12-month money-back guarantee.

in bulk in large quantity, usually at a lower price

You get a much better deal if you purchase products in bulk, of course.

lead n. useful indication of a possible customer to be followed up

How did you go with those leads I sent yesterday? Any sales?

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objection n. a reason given by a prospect for not buying - to object v. see overcome

The sales objections we have to overcome the most are about price and the fear of
replacing a trusted brand.

overcome v. [-came, -come] to overcome an objection to show an objection is invalid; to beat

an objection

To overcome an objection, tell your prospect about your product's unique selling
proposition.

product n. something made and usually for sale - to produce v. see service

A good sales rep makes a product seem so exciting that the buyer feels they must
have it.

prospect n. a possible or probable customer; prospective customer

Make sure your prospect is someone with the power to make purchasing decisions,
or you'll be wasting your time.

representative n. sales representative person who represents & sells for a firm; salesperson - also
sales rep [informal abbr.]

How many sales representatives are we currently employing on our sales team?

retail v. to sell in small quantities (as in a shop to the public) - also n. see wholesale

They started off retailing books in a store, but now they retail a huge range of
products worldwide on e-commerce websites.

service n. work done usually in return for payment - to serve v. see product

The main difference between selling a product and a service is that buyers can see,
touch and feel a product, but they have to imagine a service.

USP n. Unique Selling Proposition, a feature that makes a product or service stand out
from its competitors, such as lowest price, highest quality, best design etc - also
Unique Selling Point

When selling, be sure to emphasize your product or service's USP.

wholesale v. to sell in bulk (as to a shop for resale to the public) - also n. see retail

If you're wholesaling a product, the price you charge should be around half the
recommended retail price that retailers will charge.

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UEB 3112 MODULE 1

VOCABULARY FOR WRITING BUSINESS LETTERS

Useful phrases and vocabulary for writing business letters.

Salutation  Dear Sir

 Dear Madam

Starting  We are writing

 to inform you that ...
 to confirm ...
 to request...
 to enquire about ...

Referring to previous  Thank you for your letter of March 15.

contact  Thank you for contacting us.
 Thank you for your letter regarding ...
 With reference to our telephone conversation yesterday...

Making a request  We would appreciate it if you would ...

 I would be grateful if you could ...
 Could you please send me ...
 Could you possibly tell us / let us have ...

Offering help  Would you like us to ...?

 We would be happy to ...
 We are quite willing to ...
 Our company would be pleased to ...

Giving good news  We are pleased to announce that ...

 I am delighted in inform you that ..
 You will be pleased to learn that ...

Giving bad news  We regret to inform you that ...

 I'm afraid it would not be possible to ...

Complaining  I am writing to complain about ...

 Please note that the goods we ordered on ( date )
have not yet arrived.

Apologizing  We are sorry for the delay in replying to ...

 I regret any inconvenience caused (by) ...
 I would like to apologize for the (delay, inconvenience)...

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UEB 3112 MODULE 1

Orders  Thank you for your quotation of ...

 We would like to cancel our order n° .....
 Please confirm receipt of our order.

Prices  Please send us your price list.

 Please note that our prices are subject to change
without notice.

Enclosing documents  I am enclosing ...

 Please find enclosed ...

Closing remarks  If we can be of any further assistance, please let us know.

 If I can help in any way, please do not hesitate to
contact me.
 If you require more information ...
 For further details ...

Referring to future  We would be (very) pleased to do business with your company.

business  I would be happy to have an opportunity to work with
your firm.

Referring to future  I look forward to seeing you next week.

contact  Looking forward to hearing from you, ...

Ending business ◊ Sincerely, }

letters ◊ Yours
for all customers / clients
sincerely,}
◊ Sincerely
yours,}

◊ Yours in more formal letters

faithfully,}
for those you already know and/or with
◊ Regards, whom
you have a working relationship

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UEB 3112 MODULE 1

VOCABULARY FOR MEMORANDUMS

DEFINITION WORDS
Allows an item to be sent with a memo, letter, or email Attachments
Used to identify the title or department of the recipient when the sender Attention Line
does not know the person’s name, and is the first line of the letter
address.
All lines begin a the left margin Block Format
Paragraphs are typed with all lines beginning at the left margin. Block Paragraphs
Contains the message of the letter Body
Is a correspondence sent from a business to another business or to an Business Letter
individual.
A phrase to say good-bye (it closes the letter) Complimentary Close
The writer’s company name typed in the closing lines below the Company Name
complimentary close.
Used when a copy of the letter is sent to someone in addition to the Copy Notation
addressee.
The month, day, year spelled out Date Line
A list of people receiving the memorandum Distribution List
Are set up similar to a memo format and can include attachments Email environments
Used whenever additional items are enclosed in the same envelope as Enclosure Notation
the letter
Uses a special heading, sometimes preprinted on the stationery Formal Memorandum
A person can send an entire email message to other people. Forward
Headings used in formal memorandums, TO, FROM, DATE, Guide Words
SUBJECT
Use a first line indent of ½” or set a tab at ½” for paragraphs. Indented Paragraphs
The name of the writer of the letter. Keyed Writer’s Name
: Includes the name and address of the recipient of the letter, also Letter Address
known as the inside address.
Preprinted stationary including items such as: company name, logo, Letterhead
address, and phone numbers
Used when the correspondence is sent a special postal service. Mailing Notations
(Special Delivery, Registered Mail)

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UEB 3112 MODULE 1

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