Ukrainian Lawyers Federation

12 Pecherska St., Kyiv, 01 209 Ukraine Phone [phone] Fax [phone]

Program Coordinator

Belgium Lawyers Association

1647 West Lake St.

Moorsele, Belgium

18 March, 2007

Dear Sir,

On behalf of the Ukrainian Lawyers Federation I would like to thank you very much for your invitation to take part in the Lawyers Association International Conference. After our conversation with Mr. Nair we send you this letter concerning our possible participation at your conference.

We should tell you that the Belgium Embassy requires the original invitation for our group. We would be grateful if you send it to pass through visa formalities.

We expect to hear from you in the near future.

Yours faithfully,

Serhiy Voloshyn

Serhiy Voloshyn

Vice-President

Ukrainian Lawyers Federation.

Ex. 5. Put the following phrases into three groups (opening phrases, binding phrases, closing phrases).

1. We confirm your fax message received this morning and we …

2. Apart from the above said …

3. We would like to inform you …

4. Looking forward to hearing from you.

5. Otherwise we will have …

6. With reference to your letter (advertisement) …

7. Please, don’t hesitate to contact me if you need further information.

8. In connection with your letter of (date) …

9. We wish to draw your attention to the fact that …

10. We look forward to seeing you next month.

11. We assure you that we are doing all we can to …

12. Thank you for your attention.

Ex. 6. Alter these sentences using the expression

I look forward to + -ing form of the verb.

Example: I want to work with your company. – I look forward to working with your company.

1. I’d like to talk to your manager next week.

2. I’d like to meet with you at upcoming conference.

3. I probably should discuss my interest in the firm with you.

4. I hope I can contribute to your team.

5. We hope to receive your answer soon.

6. I wait to hear from you as soon as possible.

7. Our company wants to thank you for your attention.

Ex. 7. Compose one of the following letters.

A) A letter to Professor J. Morris, a lecturer of Toronto University and well-known specialist on the International Humanitarian Law (address: 527 Grayston Street, North, Toronto, Ontario K9W4H7, Canada) asking him to deliver a lecture at your University.

B) A letter to the Hilton Hotel, Cleveland (Address: 69 Maple Road, Cleveland 48 3KL, Ohio, USA) asking for accommodation for you and your colleague. Indicate the date of arrival and departure, and facilities you want to have in your room. Ask about the price.

C) A letter to the legal agency “Wileman and Co” (address: 26 Harlow Street, Edinburgh CM13 &ER, UK) asking for legal advice to your grandfather in making his will.

Lesson 5. Business Calls

Ex. 1. Fill in the gaps with the appropriate words: position, notes, to spell, speakers, miss, quick, money, long-distance calls, receive.

Business Calls

If you don't have much experience of making phone calls in English, making a business call can be a worrying experience. If you have to call to someone you already know, you may actually enjoy making the call - but remember that (1)___are expensive. You have to make a first- time business call to a prospective client - it isn't easy in English! Making a phone call to a stranger can be quite stressful, especially if he speaks English better than you.

Most business people, unless they feel very confident, prepare for an

important phone call in a foreign language by making (2)____ in

advance. And during the call they make notes while they're talking to

help them to remember what was said. Although it's (3)_____ and

convenient to phone someone to give them information or to ask questions, the disadvantage is that there is nothing in writing to help you remember what was said. It's essential to make notes and often when an agreement is reached on the phone, one of the (4)____will send a fax or e-mail to confirm the main points that were made. As it's easy to be misunderstood when talking on the phone it's a good idea to repeat the important information (especially numbers, dates and names) slowly and carefully. If someone doesn't seem to understand you, choose simpler words or rephrase your sentence. Let other people finish what they want to say. You may (5)____something important. You'll also show a lack

of respect.

Always identify yourself and your (6)______in the company and

make sure you know the name of the person you're talking to. If

necessary, ask him (7)_____it out to you and try to use his/her name

during the call.

If possible, don't phone during the other person's lunch hour or just before they're about to stop work for the day. It's important to sound interested, helpful and alert when answering the phone. You may have to make or (8)_____calls to or from regular customers and prospective clients, so a good telephone manner not only makes an impression in business, but it also helps to make (9)_____. Speak in a friendly voice and smile.

Ex. 1. Read the following telephone numbers.

How to read the telephone numbers?

Remember

517 5890 – five-one-seven-five-eight-nine-o

223 7866 – double two-three-seven-eight-double six

1) 071 9746531 2) 067 4450178

3) 38044 576 8966 4) 38056 2999601

What is your (your friend’s, your parents’) phone number?

Practice reading numbers in pairs.

Ex. 2. Remember the following expressions.

Opening a call:

Hello. This is …/ This is … speaking.

Could/Can I speak to Ann, please? I’d like to speak to …

I’m afraid she’s at a meeting.

on holiday (until …).

not in the office.

out of the office

not available just now.

Is that (Mr. Roberts)?

Is it a good time to talk about this? / Do you have time right now?

Structuring a call:

I’m calling to (discuss) …/ I’m phoning about …

There are three things I would like to talk about.

Can I leave a message?

Would you like to leave a message? / Can I take a message?

Hold on. I’ll connect you / I’ll put you through to Mr. …

What’s your extension number (mobile number, fax number)?

Closing calls:

OK. I’ll send / post / phone / come …

Is there anything else?

I look forward to seeing (meeting, hearing) from you next week.

I’ll call later today.

Can I tell you back in ten minutes?

Can you confirm that by tax?

Thank you for your help. Thank you for calling (back).

Communication difficulties:

The line is engaged (busy).

There’s no answer.

We were cut off.

It’s very noisy here. Can you speak up?

Could you speak more slowly, please?

Shall I repeat that? – Yes, please?

I’m sorry, I didn’t hear what you said. Could you repeat that, please?

Could you spell that (your name, surname), please?

It’s bad line. Can you hear me?

I’m sorry, I think you’ve got the wrong number. Try again.

Ex. 3. Look at these telephoning expressions. Underline the correct word(s) to complete the sentences.

Example: Can I speak to / with Helen, please?

1. Can I give / leave a message, please?

2. I am / This is Dan speaking.

3. The line’s occupied / busy at the moment.

4. I’m afraid / frightened Mr. Jones isn’t in the office now.

5. I like / I’d like to speak to John, please.

6. I’m / It’s Georgia King speaking.

7. Hold on / Hold you on a minute, please.

8. Could you call back in / after ten minutes?

9. I’ll call late / later today.

Ex. 3. Make up questions corresponding to the following answers.

• …? – This is Fred speaking

• …? – He’s not here.

• …? – Well. I’ll tell him you called.

• …? – You can call again this afternoon.

• …? – Just a moment. Let me get a pen.

• …? – I think you’ve got the wrong number. It isn’t 718 5433.

Ex. 4. Work in groups. Discuss.

1. What do you enjoy about using the phone?

2. What do you dislike about making phone calls?

3. What is difficult about making a first-time call to a stranger?

4. What can you do to make such calls easier?

5. What can you do to establish a relationship with a stranger more quickly?

Ex. 5. What do you say (or do) if,

• the person wanted on the phone is out;

• someone rings you up by mistake;

• you can’t hear the person’s name on the phone;

• you want to book a long-distance call;

• you hear the telephone ringing when you are staying at your friends;

• you hear a frequent high-pitched buzzing;

• you hear someone answering your telephone call at the other end of the line;

• you don’t know by the voice who is ringing you up;

• you are busy at the moment and can’t have a talk on the phone;

• something is wrong with your telephone.

Ex. 6. When do you say or hear:

• hold the line;

• you’re through;

• could I leave a message for him?

• could he ring back as soon as he returns?

• you are wanted on the phone;

• you’ve got a wrong number;

• go ahead, please;

• who is that speaking?

• who shall I say is calling?

• hold on a moment, please;

• I’ll call back later;

• could you speak up, please;

• are you there?

• ask Mr. N. to call me;

• sorry to have troubled you.