Part IV. Business E-mail: the basics

12. Email stands for electronic mail. It is the easiest and the cheapest way of communication. It is used in formal, semi-formal as well as an informal way of expression or writing. The language used in formal emails should be professional, clear, and formal. In fact, there are no rules for writing e-mail messages in English. However, there are some rules for writing effectively: never use a metaphor, simile or other figure of speech which you are used to seeing in print; never use a long word when a short one will do; if it is possible to cut a word out, always cut it out; never use the passive where you can use the active; never use a foreign phrase, a scientific word or a jargon word if you can think of an everyday English equivalent.

The email writing format is usually the following:

 

From: Sender’s email id To: Recipient’s email id Cc: Other individuals receiving the same mail with visible ids Bcc: Other individuals receiving the same mail with invisible ids Subject: Title or the reason of writing email Salutation: Words like Dear, Respected, Hello etc. Main body: The main content of the email 1. Introduction 2. Matter in detail 3. Conclusion Closing: Ending statement Attachments: Attached files with emails Signature line: sender’s name, signature, and other details of contact

 

Here are some ways to introduce the subject of the message:

With reference to …

Further to …

I am writing in connection with …

With regard to …

12.1. Pronunciation practice. Read the email addresses and repeat them: [email protected]

[email protected]

[email protected] 7

Now ask three other group-mates for their email address and write them down.

12.2. Look at the two emails and match each item (1-7) to the correct meaning (a-g)

To: Takayuki Aoyama From: Husain Haifa Subject: Re: Agents in Bahrain

Dear Mr. Aoyama   Thank you for your email of 8 February, enquiring about agents for your products.   I have forwarded your email and the attached catalogue to the following companies in Bahrain. They all specialize in sales of electronic equipment. I have asked them to contact you directly. Arabian Electronics [email protected] Gulf Communications [email protected]   We hope that this will help you.   Yours sincerely Husain Haifa Eastern Bank, Bahrain

 

To: Corporate Section From: Takayuki Aoyama Subject: Agents in Bahrain Cc: Ryota Ishikawa Attached: catalog.pdf

Dear Corporate Section,   We are writing to inquire about agents for our products in Bahrain. Your branch in Osaka, Japan, told us that may be able to help us. We specialize in the manufacture of radio telephones. All present, we export to Europe and Latin America, but we would like to start exporting to the Arabian Gulf.   Could you please forward this email to businesses in Bahrain that may be interested in representing us? I attach a catalog.   Sincerely, Takayuki Aoyama Export Division

1. To:           a) a document or other file you want to send with the email

2. From:         b) the name and email address of the person you are writing to

3. Subject:     c) the name and email address of smb you want to send a ‘blind copy’

4. Cc:           d) your full name, address and other details that are automatically put at the end of your email

5. Bcc:            e) the topic you are writing about

6. Attached:    f) your name and email address

7. Signature:     g) the name and email address of smb you want to send a copy to

 

12.3. Work with a group-mate to discuss the following:

1. What are the advantages of email?

2. Why is email writing important?

3. How to write a perfect email?

4. What are the rules of email etiquette?

5. How does the email open and close?

6. Where does each paragraph start? How are they separated?

7. What abbreviations are used in such messages?

12.4. Read, translate and define the type of the following emails:

A) Formal      B) Informal        C) Semi-formal

1.

To: XYZ CC/BCC: Subject: Invitation to a birthday party

Hi XYZ! Hope this mail finds you in the best of your time. I am very happy to invite you to my birthday party on Nov 03 at ABC Hotel from 7:00 pm to 10:00 pm. The theme of the birthday party is ‘Pirate of the Caribbean”. It would be great if you come and join us at the party. We will have a great time and fun together. See You Soon LMN

2.

To: XYZ CC/BCC: Subject: Intra-college Quiz Competition

Hello Everyone This is to inform you guys that an intra-college quiz competition is going to be held in our college on Nov 25 from 11:30 am in Hall – 01. Everyone is therefore asked to take part in the competition so that our department can win. For further queries, feel free to contact me. Thanks LMN (Class Representative)

3.

To: XYZ CC/BCC: Subject: Resignation Letter

Dear Sir, Please accept this mail as a notice that I am leaving my position with this organization. As per the norm of the company I’ve to give a month notice before resigning. I hope you will get a good replacement for me within this time period. I really appreciate the opportunities that I have been given to me to help me grow. Wish you and the company the best in the future. Please let me know what to expect as far as my final work schedule and the employee benefits. Please let me know in case of any assistance for the above. Kindly look into the matter. Thanks and Regards LMN

12.5. Rewrite the email text according to formal email rules. Delete as many unnecessary words as possible from this e-mail message, while keeping the meaning. (e.g. change foreign words to English ones, change passive verbs into active ones, etc.)

From: Brain Golan For: Mr Harrison

My dear Mr Harrison! I was informed early today by your colleague, Jane Rodber, that your company is now ready to consider our proposal. It goes without saying that I'm delighted to hear this news. However, I will be on vaca­tion in Berlin for the next four days and so regrettably during this period I will not be available to attend personally to any queries that you may have. Notwithstanding the above, you will be telephoned by my secretary to arrange a little rendezvous after my return when I hope this matter we can be discussed further. May I say that very much I look forward to meeting you.                                                                                                     With best wishes,                                                                                                          Brian Golan

12.6. Compare your version to the version given below. Which do you think is better?

From: brian.golan@lucky To: [email protected] Subject: Proposal Discussed

Dear Mr Harrison,   Your colleague, Jane Rodber, told me that you are now ready to consider our proposal. I'm definitely delighted to hear this news.   However, I am on vaca­tion for the next four days and so won't be able to deal personally with any queries until I get back.   My secretary will call you to arrange a meeting after my return when I hope we can discuss the matter further.   I look forward to meeting you.   Yours sincerely, Brian Golan

UNIT 7

JOBS IN IT & TELECOMS

1. Work with a group-mate to discuss the following:

1. Are there many different jobs in IT and Telecommunications? How much status do these jobs have in our country?

2. Can you name the specialists in the sphere of IT & Telecoms? How important/useful do you think they are?

3. Do you know their responsibilities and tasks?

4. What’s the difference between electrical and computer engineering?

5. Approximately how much are people paid for these jobs in Russia and abroad? Do you think they should be paid more or less money? Why?

6. Which adjectives would you use to describe the jobs in IT and Telecommunications?

7. How do you see your future profession? How do you think your future professions will help you in your life?

 

2. Complete the sentences with the following jobs: a computer security specialist, a computer engineers/hardware engineer, a help desk technician, a software engineer, a network engineer, a web designer

1) __________ designs and develops the components of a computing system, microprocessors, sound boards, etc.

2) ___________ writes computer programs, the computer codes.

3) __________ designs and maintains websites, updates their content.

4) __________ communicates with end-users dealing with their computer errors, internet connectivity, and other problems to be troubleshot.

5) __________ carries out measures to make computers more secure and prevent systems crashes.

6) __________ manages computer hardware and software that comprises a network.

3. Match the job titles below with their explanations denoting duties and responsibilities:

1. Line mechanics (Cable jointers)	A.develop, maintain and administer organisations' database management systems, operating systems, and security policies and procedures.
2. Electronics trades workers	B. plan and supervise the computer and information technology services in an organisation.
3. Telecommunications technicians	C. investigate, enhance and evaluate the development of new materials, deal with microscopic applications.
4. Computer support technicians	D.assemble, install, test, operate, maintain and service electronic parts and equipment.
5. Database/system administrators	E.prepare tests for new computer software and systems, analyse the results, identify any problems, and help come up with solutions to fix them.
6. Telecommunications engineers (Communications engineers, Fibre Optic Transmission engineer)	F.research the systems and procedures an organisation uses, and decide if, and how, computer applications and systems could be used to improve business efficiency and productivity.
7. Information and communication technology (ICT) managers (ICT managers, IT managers, Chief Information officers, Computing Services managers)	G. study, design and oversee production of electronic equipment such as radios, televisions, computers, washing machines and telecommunication systems; they may also service equipment, detect flaws and troubleshoot.
8. Programmers (Software developers)	H.design, install, and configure computer systems, and the software and hardware that run them.
9. Business analysts (System designers, System analysts)	I. study, design, test and build telecommunications networks and systems.
10. Electronics engineers (Automation engineers, Hardware engineers)	J. write, test, develop and maintain computer software programs.
11. Test analysts	K. install, maintain and repair electronic communications equipment in telecommunication networks and Internet supply systems.
12. Network engineers (Network analysts, Solution architects)	L. help identify and fix problems with computer hardware, software and websites.
13. Nano-engineers	M. install, repair and maintain overhead and underground lines.

4. Describe job responsibilities of different specialists. Use the following patterns:

1. I’m going to become a…. I’ll have to….

2. If you are a/an…, you have to….

3. My father’s/ friend’s/ brother’s/ sister’s profession is…. He/she is responsible for…. His/ her tasks/ duties are....

 

Part I. TEXT

 

1. Here are the words and word combinations you have to learn. Rewrite them and find their meaning using online translator (www.lingvolive.com, www.multitran.ru):

Engineering, computer engineering, software engineering, telecommunications engineering, nanoengineering, computer science, broadband telecommunications, emergence, hardware, software, networking, application, equipment, central processing unit, memory storage, cell phone, satellite, copper/fiber optic cabling, switching system, scanning tunneling microscopy (STM), atomic force microscopy (AFM), technique, to evolve, to be sought after, (to) input, (to) output, to update, to be in demand, to be responsible for, (to) design, to develop, to crank out, to measure, to meet one’s needs, to use off-the-shelf components, to work flawlessly, to be familiar with, to validate, to oversee, to assure, to enhance, to investigate, to evaluate, to install, to transmit, collaborative, traceable, sustainable, durable, wired, wireless, cellular.

2. Read and translate the text:

Jobs in IT & Telecoms

Computer Engineering

Computer engineering is an evolving field of engineering. The field really began with the emergence of the computer in the 1980’s: many hobbyists built their own hardware and developed their own software.

In the past, computer engineering was split into two sub-categories: Computer Hardware Engineering and Computer Software Engineering. Now with new technology and the need for a new area of expertise, the field consists of specialties that really deserve their own category. Networking, infrastructure, architecture, as well as application and web development all play their part in computer engineering.

Today, computer engineers are very highly sought after. Computer engineers are now developing the most complex and innovative forms of technology that we all use today. Virtually every modern machine and process is computer-controlled. Some computers are tiny, as in the smallest cell phones and smart devices. Other computers are actually massive networks of thinking machines, working on terabytes of data and cranking out billions of calculations per second. The common factor making these machines possible is the Computer Engineer.

Computer Engineering differs from Software Engineering and Computer Science in that it focuses on the actual hardware that’s responsible for performing the work. Software is the set of instructions used by a computer to get work done. While they need to know the principles of software operation, Computer Engineers are responsible for designing the components of a computing system.

Computer Engineers design everything from the central processing unit to primary and secondary memory storage to input and output methods. They test computer components and systems by developing and designing memory devices, processors, circuit boards, and networks. They make computers more mobile or incorporate computers in other areas, such as machines or building materials. Even if they are using off-the-shelf components, they’re responsible for making sure the integration works flawlessly. They should have knowledge of computers and electronics, technology and engineering, design, mathematics and physics. They are skilled at complex problem solving, speaking effectively to others, active listening, decision making and operation analysis, among other abilities. They communicate information to supervisors, subordinates or others in a clear manner, either by phone, in person or through email. They contribute artistic creativity and ideas that assist in the development or design of a project. Many computer engineers work in research labs and this career tests and builds computer models. These firms are mostly high-tech manufacturing offices or labs. Computer engineers are and will continue to be in high demand.