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INTERCULTURAL WRITTEN COMMUNICATIONДата публикации: 24.02.2017 07:22
INTERCULTURAL WRITTEN COMMUNICATION
LECTURE 1
CHALLENGES OF WRITING INTERNATIONALLY
Writing international business letters is never easy but very often confusing and misleading. While many of the genres and conventions of business writing in English are found everywhere, some are unique to particular contexts, and may prove challenging to those attempting to do business in those contexts. Being able to create appropriate formal and informal written business documents in these contexts not only contributes to a more efficient business enterprise but also enables the writer to be seen as knowledgeable and culturally sensitive.
It may be interesting and surprising enough to find out which languages and cultures around the world are referred to one culture or another. Here are many of them. Higher-context cultures Lower-context cultures Brazilian English Canadian Just like oral or non-verbal communication, the norm of a country way of writing and accustomed written form is important to learn and understand. In this mode of communication the goal is to figure out the difference in writing style based on cultural behaviour and normal practice. In this respect we must clarify the notions of high context and low context cultures. High-context culture and the contrasting low-context culture are terms presented by the anthropologist Edward T. Hall in his 1976 book Beyond Culture. It refers to a culture's tendency to use high-context messages over low-context messages in routine communication. This choice between speaking styles indicates whether a culture will cater to in-groups, an in-group being a group that has similar experiences and expectations, from which inferences are drawn. In a higher-context culture, many things are left unsaid, letting the culture explain. Words and word choice become very important in higher-context communication, since a few words can communicate a complex message very effectively to an in-group (but less effectively outside that group), while in a low-context culture, the communicator needs to be much more explicit and the value of a single word is less important.
Low context and high context have a lot to do with writing to someone in another country as this preference will be clearly visible in the content of the letter or contract. For example, if a high context culture values formality and tradition, those of low context would remember to be extremely polite. Another example is, a Japanese writer may start his/her business letter with writing about the weather or season and relate issues and concerns with nature, whereas a North American writer would kindly get to the point efficiently and effectively. In this case if the North American was trying to get business from the Japanese, it would be smart to incorporate their method of written communication. Here is a fragment taken from the Internet, related with the topic of our interest: “What is the proper way to address Norwegian person when writing a business letter?” Thomas E.Williams answers: “As an Englishman currently working in Norway, let me start by saying Hi! Hei! (norsk) is literally the only introduction I have ever used or received whilst corresponding with individuals and businesses in Norway by email, which goes some way to explaining the informality of written communication in this country. It is short and to the point. For a formal letter, I would recommend holding with the traditional format if you are writing in English, s this is generally well received. When writing a letter in Norwegian, a short title outlining the subject of the letter e.g. Proposal for further development replaces a formal introduction. There are no Dear Sirs or Norwegian equivalent. One would rarely refer to a single person or use the word you, which possibly harks back to the old days in Europe and the nonsense that was formal/informal use of you (which has now almost disappeared from general use in Norway). If it is used, it is most likely that it would be the plural form dere”. Correspondence, whether it is by letter, fax, or email, is a key aspect of the world of commerce and business. It reflects on the competence and professionalism of the person who has written it and the company he or she works for. Clear, effective correspondence is an important part of running an efficient business, and can promote good relations. Unclear or confusing correspondence can cause many problems, and can lead to misunderstandings, delays, lost business, and poor relations between individuals, departments, and companies. Therefore, writing skills – what is written and how it is expressed – should as much a part of a business education as accountancy or economics. So, the faster you acquaint yourself with accepted modes of written communication, the better. General advice on what you need to consider for intercultural written messages are presented here, while more detailed tips concerning particular type of commercial correspondence will be offered to your attention in the following lectures.
One more quite interesting aspect should not be omitted in our discussion devoted to business correspondence. The English language has often been described as a “living” language. This means that it grows and renews itself by a never-ending process of taking up new words and expressions and pushing obsolete and worn-out ones into the background to languish or die. The process is slow: each age adds something to the national heritage, something that is typical of the spirit of that age. The result is clearly seen in the writing and speech of that age. In this respect we can quote a comment taken from the Internet: Bill, January 27, 2015 12:48 pm “…email has changed the way we communicate in writing. Using a true letter format is now far less frequent than an email memo one. This makes the use of “dear” stand out as an exception rather than a rule. I’d bet that people under thirty begin letters with “dear” far less frequently those over thirty. Using “dear” will soon be a sign of age, and then will morph into a sign of fuddy-duddiness and will therefore be avoided by most. There will be occasional resurgences of its use by the young who will use it in a humorous, retro way, but other than that, it will be as common as ending a letter with things like “Your faithful servant”.”
PRACTICAL ASSIGNMENTS
I. Make up a business letter (an enquiry, a note, a memo) in accordance with basic conventions of business letter writing in English.
II. Read the fax sent to Spacesaver, a company renting warehouse space to businesses, and the other information below and answer the following questions.
A. What are Mr. Burr’s needs and requirements? B. How can Spacesaver meet those needs? Which requirement cannot be met? C. What benefits of Circular Storage should Spacesaver mention in its reply?
FAX To: Spacesaver From: Randy Burr Subject: Renting warehouse space Further to our discussion last week in which I outlined our need for warehousing over the next 18 months, I would like to enquire if the warehouse space is still available at the W1 site. We would have the following requirements: - warehouse of 100m² - 24-hour access - must have security - adequate parking for twenty and easy access
Background Information The Circular warehouse - outside of city centre - 30-minute drive from Brown&Burr - two thirds the price of W1 - all spaces available from 25m² to 100m² - just off motorway - easy access for lorries and adequate parking - brand new facility - security firm check once a night
W1 - based in the city centre - three lots currently available: 75m², 50m², 50m² - could offer two spaces at 50m² but more expensive - poor access and parking for five at most - a 10% discount for two-year booking
III. Imagine you are the salesperson for Spacesaver. Write a fax to Mr. Burr and propose the alternative location.
IV. Read the memo sent by a manager and answer the following questions.
A. Who is the memo to? B. Who will be interested in the information? C. What has happened? D. What is happening as a result? E. What action is needed? MEMO To: All staff From: James Shepherd Date: 23 June Subject: Presentation on changes to pension scheme Due to recent changes in government pension laws, the Head of Finance will give a presentation on Tuesday 1 July at 5.30 p.m. in the canteen to outline any effect on the current company-based pension scheme. Staff with this policy are welcome to attend.
V. Read the information below and write a memo (40-50 words only) to all the staff in your company. Remember to include: To, From, Date, Subject line.
You are human resources manager for a large manufacturing firm. To offer staff better health insurance, the company has recently changed its insurance company. A representative from the insurance company is visiting to present the new policy. In your memo you should -say what has happened and why, -announce the representative’s visit, -say when and where this presentation will take place.
V. Write a series of e-mails (five) between a manager and his assistant.
Assistant: Request details of next health and safety training event from manager Manager: Give details and ask assistant to inform all department managers Assistant: Announce event to all department managers and request they tell their staff Manager: Apologise to assistant that date of training has changed. Explain reason and give a new date Assistant: Write another e-mail to all department managers with new date
VI. Look through the proposed interview, realise the mistakes and compose really useful tips, which will help you to be hired. https://www.youtube.com/watch?v=UkSfp3XHSko
LECTURE 2
PREFERRED COMMUNICATION CHANNELS Business communication represents any information passed through two or more parties. The methods of business communication are vast, especially with the increasing use of technology. Different methods of business communication include internal and external forms, with some types mixing between these two groups. The communication process is also part of these methods as these channels have several parts. Not all individuals communicate in the same manner; it is often best for an individual to select the channel that suits his or her strengths and creates effective messages for the receiving party. Internal methods of business communication often have no shortage of types. the most common include face to face, phone calls, and memos in addition to conferences, meetings, or e-mail, among others. The important factors that force a decision among these communication types include the nature of the message and the receiving party. For example, private conversations on a serious topic may not use e-mail as the communication method; a phone call or face-to-face meeting may be best. Messages that pertain to large groups of employees may require the use of a meeting or other large conference in order to disseminate the information in a quick manner. External communication is typically more formal as messages go from the company to an outside individual or business. Therefore, methods of business communication here include letters and formal meetings, though some other options may exist in certain cases. These methods allow a business to properly inform external stakeholders about certain aspects of the company. Most businesses must be careful when using external communication as legal ramifications may occur if a company improperly discusses sensitive business processes. Poor external communication methods can also lead to confusion about certain business activities, which may result in low consumer opinion. All methods of business communication go through the communications process, which typically involves several steps. These steps start with source and encoding and move through channel to decoding and receiving, with each step involving part of the communicated message. The source, encoding, and channel typically relate to the individual sending the message. Properly writing the message for ease of understanding and the channel used to deliver the message are very important components because poor choices can distort the message. Decoding and receiving relate to the party who receives the message and how the recipient reads and understands the message sent from the source. As communication channels continue to grow everyday we start to wonder how to scale that complexity. Many articles suggest that you would be a dinosaur if you decide to promote your fax number nowadays. However, how accurate is that? According to Chico Harlan, a foreign correspondent for the Washington Post, the fax machine continues to be important means of communications even in the most technology diverse country such as Japan because of its reliability. As cited in his article Toyoko Yoshino, owner of Real Estate company, says that there is no other devices that sends confirmation on success. The reliability continues to be the number one Factor when it comes to choose among means of business communication. Above all we want to be sure that all the data we are sending/receiving get delivered/received. However the reliability is not the only concern when it comes to business communication. The email, which is probably the closes substitution of fax is getting more and more complex everyday due to the fact that it has to deal with a lot of spam messages. Spam filters become more and more sophisticated to such a degree, that we get surprised when a spam filter catches an important message. The amount of e-mails that we receive on a daily basis creates another challenge – to find enough time to read all those e-mail, and sometimes even time to sort them by priority. This is the area where fax is much more efficient, because there are not much newsletters, sales letters and other information that we received over fax. So when we receive a fax it usually has a higher priority since we do not have to spend a lot of time sorting it. Of course some people receive a huge bulk of faxes, which still makes it a challenge to sort them. However the quality of data in most faxes is usually better than in e-mail. The preparation of a fax typically takes longer than preparation of an e-mail. Usually you do not want to send a fax now and another one later. In most cases you try to include everything in one fax unlike the e-mail where you might send a few sentences each hour. In result you are losing concentration reading and responding each email. Since we know how precious and expensive the concentration in business environment is, we come to conclusion that fax would be a better communication in terms of quality. But still we believe that all communication has its own importance. We do not cut corners in terms of reliability and development whether it is e-mail or fax. But nevertheless, letter writing is still an essential part of business. In spite of telephone, telex and telegraphic communication the writing of letters continues; in fact most telephoned and telegraphed communications have to be confirmed in writing.
PRACTICAL ASSIGNMENTS
I. Write a business letter/ an email/ a fax to your business partner from Japan/China/ Norway and reply them.
II. Memos are supposed to be not too long (40-50 words). Look at the task and a possible answer, which is too long (100 words). Underline the most important information in the memo and cross out any phrases, which give unnecessary details. Then, write a shorter version of the memo.
Task: You work in the Human Resources Department. The government has recently increased the amount of social security tax for all workers. Write a memo to your staff informing them: # what the change in tax is # who will be affected #when the new rules will take effect
A possible answer To: All staff From: Daniel de Rivaz, Payroll Officer Date: 13 May Subject: Tax changes
I would like to point out to all staff that following the recent changes in the tax law announced by the government last week, in future the rate of social security tax will be 11%, which is an increase from the 10% it was before. This new rate will apply to everyone (the level of your salary is not important) and you will be taxed this amount starting in July. If you have any questions or want more information, you are welcome to contact me, Daniel de Rivaz, in the Human Resources department during normal working hours.
III. You work for APIS Car rental, a small but growing car hire business. You have just received this fax. Read the fax and the notes, using all the information, write a letter in reply to Dave Duffy. (120-140 words)
To: APIS Car rental From: Dave Duffy (Purchasing manager)
Further to our meetings with you last week, we would like to discuss the possibility of a 6-month trial contract. Here is a reminder of our requirements: - 24-hour availability for car collection - coverage of all our main locations in the UK (London, Birmingham, Manchester, Glasgow, Leeds and Newcastle) - the option of chauffeur driven cars for senior executives. We expect to make on average about 30-40 car rentals per week and it is vital that we know you are able to manage this quantity. I look forward to hearing from you. Notes:
IV. Read an abstract from the interview with Oleg Bondari, who works for a global chemicals company in Ukraine and answer the following questions.
1. How does Oleg compare email and “other forms of communication”? 2. What does he do to reduce the chance that he will be misunderstood by people he does not know so well? 3. What does he do when he receives an email irritating him?
Oleg: My feeling is that there is a bigger risk of misunderstanding with email than with other forms of communication, particularly when handling sensitive information. And, for me, the shorter the email, the bigger the chance you will be misunderstood. So if I do not know the person I am writing to so well, then I try to give clear explanations and expectations – to try not to be ambiguous. I try to give more background to the problem, for example. Usually this makes my emails a bit longer than ones to the people I know. This is a general rule that I follow across all cultures. If the email channel is not working for some reason or other, then I phone. And when I get an email irritating me, I leave it and do not respond immediately, then read it again later and maybe think, there is misunderstanding from my side. And that stops me replying too quickly.
LECTURE 3
EFFECTIVE WRITTEN COMMUNICATION FOR PARTNERS AND ASSOCIATES IN DIFFERENT CULTURES.
To make your writing effective and efficient has always been a hard nut to crack for business partners, especially while writing internationally. There are certain characteristics of written passages that will definitely denote your piece of writing as being clear and well-organised or inefficient and confusing. Apart from the structure and generally accepted conventions of business writing coherence plays a vital role in writing between cultures. Although there are different types of coherence, it is generally defined as the degree to which a document makes sense to the reader. Author credibility, appeal to the reader’s emotions and logic all inform the success of global coherence. There are three distinct versions of coherence to be analysed – parallel progression, sequential progression and extended parallel progression. Parallel progression is when the topic of successive sentences is the same. This is similar to a relay race, in which a runner passes a baton to the next runner. The result is a seamless exchange of information from beginning to end of the letter. This strategy demands less of the reader because the topic is always clear as it progresses within a paragraph. English-language writers follow parallel progression. Sequential progression appears more complex because topic transfer is not direct or obvious. Instead of handing a baton off to the next runner, the exchange is interrupted. The race continues but it seems less direct. In actuality, writers from cultures using sequential progression see this type of writing as effective because it incorporates crucial details. From a sequential perspective, writers from cultures emphasizing parallel progression appear simple and obvious, whereas parallel-progression writers view sequential-progression documents as delayed and unfocused. Extended parallel progression is when a document introduction and conclusion are consistent, but are separated by a non-sequential body. In this respect, extended parallel progression combines elements of both parallel progression and sequential progression. The effect is one in which a claim is stated, shifts suddenly to a related but peripheral point, and then returns to the original claim. Russian, French and Spanish writers follow extended parallel progression. All three types of global coherence begin and end with an implicit or explicit claim. But their paths are different. One strategy gives a sense that the argument proceeds directly from beginning to end. Another jumps from one sentence to the next, leaping from comment to topic. And a third strategy ties both ends of the text together with loose filler. The essential point behind these different writing strategies is that they are all examples of good writing. The problem comes when reading a document with different cultural assumptions.
If you would like to learn how to write a business report in English follow these tips and use the example report as a template on which to base your own business report. First of all, business reports provide important information for management that is timely and factual. English learners writing business reports need to make sure that the language is precise and concise. The writing style used for business reports should present information without strong opinions, but rather as direct and accurately as possible. · Reports: Example Report· Terms of ReferenceMargaret Anderson, Director of Personnel has requested this report on employee benefits satisfaction. The report was to be submitted to her by 28 June. Procedure A representative selection of 15% of all employees were interviewed in the period between April 1st and April 15th concerning:
Findings - Employees were generally satisfied with the current benefits package. - Some problems were encountered when requesting vacation due to what is perceived as long approval waiting periods. - Older employees repeatedly had problems with HMO prescription drugs procedures. - Employees between the ages of 22 and 30 report few problems with HMO. - Most employees complain about the lack of dental insurance in our benefits package. - The most common suggestion for improvement was for the ability to process benefits requests online. Conclusions
Recommendations
Important Points to Remember
A report is divided into five areas: - Terms of Reference (this section gives background information on the reason for the report; it usually includes the person requesting the report) - Procedure (provides the exact steps taken and methods used for the report) - Findings (point out discoveries made during the course of the report investigation) - Conclusions (provide logical conclusions based on the findings) - Recommendations (state actions that the writer of the report feels need to be taken based on the findings and conclusions).
Business memos are written to an entire office. When writing business memos make sure to clearly mark for whom the memo is intended, the reason for writing the memo and who is writing the memo. Memos tend to inform colleagues of office and procedural changes that apply to a large group of people. They often provide instructions using the imperative voice. Here is an example memo with follow-up important points to use when writing business memos in English. Example Memo From: Management To: Northwest Area Sales Staff RE: New Monthly Reporting System
We would like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Monday special meeting. First of all, we'd once again like to stress that this new system will save you a lot of time when reporting future sales. We understand that you have concerns about the amount of time that will be initially required for inputting your client data. Despite this initial effort, we are confident that you will all soon enjoy the benefits of this new system. Here is a look at the procedure you will need to follow to complete your area's client list:
1. Log on to the company web site at http://www.picklesandmore.com 2. Enter your user ID and password. These will be issued next week. 3. Once you have logged on, click on "New Client". 4. Enter the appropriate client information. 5. Repeat steps 3 and 4 until you have entered all of your clients. 6. Once this information has been entered, select "Place Order". 7. Choose the client from the drop down list "Clients". 8. Choose the products from the drop down list "Products". 9. Choose the shipping specifications from the drop down list "Shipping". 10. Click on the "Process Order" button.
As you can see, once you have entered the appropriate client information, processing orders will require NO paperwork on your part. Thank you all for your help in putting this new system into place. Best regards, Management Important Points to Remember
- Use the following structure to begin a memo:
MEMO From: (person or group sending the memo) To: (person or group to whom the memo is addressed) RE: (the subject of the memo, this should be in bold) 1. The term "memorandum" can be used instead of "memo". 2. A memo is generally is not as formal as a written letter. However, it is certainly not as informal as a personal letter. 3. The tone of a memo is generally friendly as it is a communication between colleagues. 4. Keep the memo concise and to the point. 5. If necessary, introduce the reason for the memo with a short paragraph. 6. Use bullet points to explain the most important steps in a process. 7. Use a short thank you to finish the memo. This need not be as formal as in a written letter.
To learn how to write a business email, remember the following: Business emails are generally less formal than business letters. Business emails written to colleagues are generally direct and ask for specific actions to be taken. It's important to keep your business emails short, as the easier it is to reply to an email the more likely it is that a business contact will reply quickly. Example 1: Formal The first example shows how to write a formal business email. Note the less formal "Hello" in the salutation combined with a more formal style in the actual email.
Hello, I read on your web site that you offer Music CD copying for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts on such a large quantity? Thank you for taking the time to answer my questions. I look forward to your response. Jack Finley Young Talent Inc.
Example 2: Informal The second example shows how to write an informal email. Notice the more conversational tone throughout the email. It's as if the writer were speaking on the phone
At 16.22 01/07 20… , you wrote: > I hear you're working on the Smith account. If you need any information don't hesitate to get in > contact with me.
Hi Tom, Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have? Thanks Peter Thompsen Tri-State Accounting
Example 3: Very Informal In the third example, you can see a very informal email, which is very similar to texting. Use this type of email only with colleagues with whom you have a close working relationship. At 11.22 01/12 20…, you wrote: > I'd like a suggestion for a consulting firm. How about Smith and Sons? KB Important Points to Remember- Email is much less formal than a written letter. Emails are usually short and concise. - If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal. - When writing to someone you know well, feel free to write as if you are speaking to the person. - Use abbreviated verb forms (He's, We're, He'd, etc.) - Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary. - It is not necessary to include your email address as the recipient can just reply to the email. - When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email · Saudi Cover Letter Writing GuideWorking abroad sounds like an adventure to many people. However, work in Saudi Arabia needs more than just the obvious Saudi cover letter and Saudi CV writing and translation - it requires thorough preparation. You will experience problems that probably did not even cross your mind when you decided to search for Saudi jobs. Do not take to lightly the huge influence the Saudi cover letter can have on the results of your adventure! For example, you will experience the unusual immigration rules and practices, strange job application procedures, weird selection trends and new to you management culture. Your Saudi cover letter is the very first thing an employer will see. The cover letter is used as an introduction and should accompany your CV, whether e-mailed, posted on a job site, mailed or hand delivered to an employer. It is common to send a one page typed cover letter with your CV. The purpose of your cover letter is to make sure your CV is read. A human or a piece of software scans job applications in seconds. In both cases, the reader is checking if your skills and experience match the criteria detailed in a job ad. Your first step in writing a cover letter should be to go through the job ad and underline the key words used by the employer/recruiter. As long as you can back up your claims, try to use these words in your cover letter and CV. Arabic is an official language of Saudi Arabia. English is widely understood and used in business and public places. When applying for an employment in Saudi Arabia, you may use either English or Arabic, depending on the company and your fluency. Stick to one language once chosen. However, you need to accept that not knowing the English or Arabic will put you at real disadvantage from the local job seekers. The basic knowledge of English is considered necessary to cope with daily office life and life outside work. If you are submitting an English version only, it is helpful to duplicate in Arabic your name, contact address and company names, unless you are certain that the recipient of your cover letter and CV is an English speaker. The cover letter should not repeat your CV. A personalized, targeted, well-written cover letter is your chance to set yourself apart, grab the employer's interest, and draw them in for a closer look at your CV. Take the time to research every employer's organization and customize your Saudi cover letter to fit the position. If possible, personalize each letter with a real person’s name. Place the name of recipient, their title, company name and address in the left hand corner. Such personalization would increase retention of your application. Often the cover letter is more relevant to employers then the accompanying CV because CVs refer mainly to the past time with exception of your present job. Employers are interested mostly in the future of they companies. Therefore, your letter should refer to your present and future plans, showing your prospective employers what you want to do now and what you will do for them in the future, rather than your past achievements. Using simple language, explain your motivation and why you are the right person for the job. Emphasize what you can do for your potential employer, not why their company would be good for your career. Exploit facts about the company collected through research of public information sources, references or insider contacts. Begin your Saudi cover letter with your name, nationality and contact information including your address, phone/fax and e-mail. Often cover letters and CVs are kept on file for long periods, so any contact details you give have to remain accurate in the long term. A daytime phone number with international access code and e-mail address are most important. Saudi cover letter usually contains three or four paragraphs. Write in a short and professional style using action verbs. Be concise and get to the point as quickly as possible. Break any paragraph, which is longer than seven lines, into short easily understandable one. The opening paragraph should state the job you are applying for and that you are confident you are suited to the role. Try to grab the employer’s interest with the first sentence of this paragraph. A second paragraph should tell the reader why he or she should be interested in you. A third paragraph could be used to highlight one or two career achievements relevant to the job. Close your cover letter, by expressing willingness to explain your application in more detail during a personal interview. Send your cover letter together with your CV. Send no other attachments such as diplomas or testimonials, unless they have been requested. Use the same font and style as your CV or resume. We recommend using a font that is easy to read such as 11 point Arial as well as A4 white paper for hard copies of your cover letter. Sign hard copies. Some large multinational companies use their own job application forms instead of personal cover letters and CVs. So, pay attention to the open questions that try to establish your social and transferable skills. Never leave any blank spaces. Check the spelling and grammar of your Saudi cover letter. Use the word processor's spell and grammar checker. If you are not confident of your ability to detect grammatical, punctuation and English, Arabic or other language usage errors or if you need help in organizing your cover letter, send it to a professional for assistance. If you have a difficulty with your Saudi cover letter writing, instead of staring at a blank piece of paper, use:
· Saudi CV Writing GuideWork in abroad sounds like an adventure to many people. However, it needs more than just the obvious Saudi cover letter and Saudi Arabia CV writing and translation – it requires methodical preparation. You will be confronted with problems that probably did not even cross your mind when you become interested in Saudi jobs. Do not underestimate the influence they can have on your adventure! For instance, you will experience the different immigration rules and practices, job application procedures, the selection trends and the management culture. For an employer the first impression of you is your CV. It must leave a favorable and lasting impact. A successful CV is one that will appear in the most searches and generate the most interviews. A CV is similar to a resume in that it provides more details about one’s professional qualifications, experience and education. However, the term "Curriculum Vitae" most often called CV, typically carries a different meaning depending on whether one distribute the CV within the US, Canada or internationally (external to the US or Canada) or is seeking a faculty, academic, research, clinical or scientific position. You can turn your resume into a CV. A CV is similar to a resume in that it outlines your professional qualifications and history, but it does so with more detail by adding to the resume the detailed descriptions of your educational and/or professional experiences and personal information that may include nationality, date of birth, marital status, etc. In recent years it become increasingly popular to join the LinkedIn or XING social networking websites for professionals, where you may search for jobs and have your keyword-optimized, rich content profile with current CV. Hiring managers use them more frequently to consult your profile and supplement or check against the CV you send along. If you do not have an account, create one and include your social media link(s) on your CV. The aim of your Saudi CV should be to persuade the employer to invite you for a job interview. Therefore, your CV is a marketing tool, which you should customize to the market in which you intend to use it. Write an introduction that contains many power keywords and action verbs. Scanners that are programmed to select specific words notice these keywords. Arabic is an official language of Kuwait. English is spoken widely and used in public places. When applying for a position in Saudi Arabia, you may use either English or Arabic, depending on the company and your fluency. Stick to one language once chosen. However, you need to accept that not knowing the English or Arabic will put you at real disadvantage from the local job seekers. If you are submitting an English version only, it is helpful to duplicate in Arabic your name, contact address and company names, unless you are certain that the recipient of your cover letter and CV is an English speaker. Prepare yourself - before writing your CV research the company you want to work for. Such information will help you to adapt your CV more effectively to each specific job and use of examples properly illustrating your achievements. Targeting the job title of a position you applying for, write your Saudi CV in a short and professional style using action verbs. Write your CV in a reverse-chronological order - starting with what you have done most recently or functional order - information structured per item. Make no more than two to three pages depending on the length of your work experience. Emphasize experience and/or knowledge of the Middle East. The intention of your CV should be to persuade the employer to invite you for an interview. Therefore, your CV is a marketing tool, which should be adapted to the market in which you intend to use it. Employers in Saudi Arabia want to see in detail what you have done, who you have worked for, when you worked there and what your accomplishments were. The Saudi CV that covers a work history of 15 years or more should easily be up to four or more pages long. Begin the Saudi CV with your “Personal Details” listing name, address, contact information including your telephone number and e-mail address. Often CVs are kept on file for lengthy periods, so any contact details you give have to remain accurate in the long term. A daytime phone number, with the international access code and e-mail are most important. Next, write an “Objective” or “Summary” statement no longer then two sentences. Remember that this statement can limit the positions that you will be considered for. Write this statement wisely, so you may not be overlooked. Employers will look here first before proceeding onto the rest of your CV. Follow with “Education”. List the degree obtained, study major, the school, the city and the year the degree was granted. If you have more than one degree, list the highest degree first. Describe your level of oral and written knowledge of languages. In addition, list certifications and training received. Mention any Honors, Awards, Scholarships and Internships. Include any information that might be appropriate to your job search. Then, under “Professional Experience” detail, the company name and the time spent at each particular position, your job titles and a thorough description of your responsibilities - emphasizing areas relevant to the position for which you are applying. If you have not had much work experience, try including temporary, holiday or voluntary jobs. Make your Saudi CV more effective and emphasize what you have to offer to the employer. Use power words and action verbs to describe your achievements, such as contributed, organized, trained, managed, developed, coordinated, etc. Provide examples that fit the job, to illustrate your achievements. Focus on the skills and qualifications that are required for the position. Bullet point these at the start of a sentence for maximum impact. Optionally you may ad “Memberships” section where you list any professional affiliations, associations or memberships of interest to employers. After the above items, you can have extra headings for things such as additional coursework or seminars, publications, special licenses, software, hardware, operating systems, computer languages, personal information including nationality, marital status, date and place of birth, gender, military service, etc. Discrimination laws are not as stringent in Saudi Arabia as they are elsewhere in the world. Subsequently, carefully consider what to leave out of your CV. If you are not married, it is not wise to mention that you “only” live together with a partner – it does not comply with the Muslim religion. It is more common to apply for a job through the Internet. However, you should be aware that an electronic CV does not look the same as a standard one. Employers often scan CVs, so make your CV scannable by avoiding for example lines, italic fonts etc. Computer print or typewrite your CV hard copies on white A4 format paper. Use the same font and style as your cover letter. Use a font that is easy to read such as 11 point Arial. Always include a cover letter with your CV, but never attach any official documents, like diplomas or testimonials to your application unless you have been asked to provide them. It is best to avoid putting references on your CV. Employers usually ask for references when they actually need them. This is strong indication that an employer is interested in you.
· Writing for a Chinese Business AudienceSummary: This handout provides examples and information on writing in English for both domestic and international audiences doing business in China. It includes information on letters and memos, as well as important stylistic considerations. Contributors:Tony Cimasko While many of the genres and conventions of business writing in English are found everywhere, some are unique to particular contexts, and may prove challenging to those attempting to do business in those contexts. Being able to create appropriate formal and informal written business documents in these contexts not only contributes to a more efficient business enterprise, but also enables the writer to be seen as knowledgeable and culturally sensitive. This handout is designed to provide basic information on writing effectively in English for business audiences in the People's Republic of China. While the information in the handout is designed from the perspective of familiarity with the norms of North American business writing, it will also be helpful as a guide for anyone who is unfamiliar with business writing in China, including students from China. The information included below is meant to serve as a quick and ready reference sheet on Chinese business writing. Information borrowed directly from other writers are marked with one or more asterisks (*) and are listed at the end of the page. The topics discussed in this handout are:
Two important notes must be made: 1. This handout is designed only for business writing in mainland China, not for writing based in Hong Kong or in Taiwan (the Republic of China). 2. Since English is a foreign language in Chinese contexts, and not an adopted second language as it is in India, the standards for letters and memos below will not always apply. If you are writing from an organization in an Anglophone (English-speaking) country, the standards of business writing in Anglophone countries may be expected. Conversely, if you are writing within a Chinese context-as a member of a Chinese company, for example-the Chinese norms may apply. In either case, if you are writing to a Chinese audience, apply the information on style and social considerations below to the standard that you choose. Check with colleagues for the standard practices of your company. · Letters and MemosThe purposes of business letters and memos in China parallel the purposes they serve in North American businesses: introducing a candidate for employment, requesting information, making complaints, disseminating information to an office, proposing projects, making sales, and so on. Letters1. Make sure that your letterhead includes a fax number. If it doesn't, type it directly beneath the letterhead. Faxing continues to be an important component of doing business in China. 2. If a letter is generated on organizational letterhead, enter a document number on the far right side of the page, below the letterhead. This number identifies the letter's place in the organization's history of letters, as well as other information. North American use of reference numbers is not as common as it is in Chinese companies. 3, Beneath the document number but on the left side of the page, type only the name of the addressee's organization (not the address), followed by the name and appropriate title of the individual addressee. Chinese names are traditionally written with the surname (family name) first, followed by the given name. If your addressee has already written it with the given name first, though, continue to follow that form. 4. Write a salutation ("Dear ______:") as you would in a North American letter, then body of the letter, with an introductory paragraph, body paragraph(s), and a closing paragraph. 5. The sender name and date are typed toward the right side of the page, without a complimentary close. Dates are typed immediately under the sender name, in year-month-day format without commas (ex: 2007-05-16), rather than in the month-day-year North American format (May 16, 2007). Use of numbers instead of month names is a more regular occurrence. 6. As with a North American letter, type "CC" for anyone receiving an additional copy of the letter, followed by their names. A list of enclosures is optional.
e.g. YOUR ORGANIZATIONAL LETTERHEAD Fax number #CF 4872 New Millennium Electronics Ms. Chang Biyu
Dear Ms. Chang I am writing to provide more information on the sales presentation taking place on Friday, June 15. The merchandise samples, brochures, and presentation slides have all been prepared, and our sales team is in the process of tailoring their presentation to the particular needs of your company. I have enclosed a copy of the brochure and photographs of the merchandise samples for you to inspect. Right now, we believe the presentation will take about one hour. If you would like more or less time, we are very flexible and would be happy to accommodate you. Please do not hesitate to e-mail (NAME@company.co.cn) if you have any questions. I am looking forward to meeting you in person on the fifteenth. Your Name 2007-5-16 CC: Names Memos1. Memos are printed on organizational letterhead, and in many cases, all contact information (address, e-mail address, telephone, and fax number) is included. If any of these are missing, type them on the bottom after your name, not on the top. 2. Memorandum numbers, comparable to the letter reference numbers noted above are included near the top of the page, underneath organizational letterhead, on the left side of the page. Enter the date immediately below the memorandum number. 3. Below the date and in the center of the page, type the subject (you don't need to say “subject” or “re”), and below that, type "From" and your name. Unlike North American memos, there is no explicit mention of the recipient's name. 4. Type the body of the memo. 5. Type your name again along the left side of the page. Include contact information if it is not included in the letterhead.
e.g. YOUR ORGANIZATIONAL LETTERHEAD Memorandum #60320 2007.5.17 June 15 Sales Presentation Preparations From: You
Photographs of the merchandise to be displayed during the June 15 sales presentation will be circulated over the next week, along with copies of the sales brochure. Please enter your comments on both in the feedback form below this memo, and send them to me by 5:00 p.m. on Monday, May 21. Your Name
As is the case in nearly every country, Chinese businesses use A4 paper (210 × 297 mm/8.27 × 11.7 inches), rather than the 8 ½ × 11 inch (215.9 × 279.44 mm) letter and 8 ½ × 14 inch (216 × 356 mm) legal sizes that are standard in the United States and Canada. You will also find B5 paper (6.9 × 9.8 inches, 176 × 250 mm) in use on occasion, although not nearly as often as A4. Format your documents accordingly, by changing the paper size used by Microsoft Word (click File, then Page Setup; click the Paper tab, choose the paper size from the pull down menu, then click OK). You can also format PDF files, by clicking File, then Page Setup, and choosing A4 from the Size pull down menu before clicking OK—but this is not something you will be forced to do, since Adobe Reader and Adobe Acrobat both re-size pages to automatically fit the user’s paper size. Web pages and other electronic documents that are not meant for print follow universal display standards, and do not need to be formatted differently. For domestic mail in China, it is important to use only 260 mm × 185 mm (10.24 × 7.28 inch) envelopes. Domestic mail sent in envelopes that do not correspond to this size will be returned. · Style ConsiderationsFor the most part, the norms of North American business writing are valued in Chinese business writing. There are, however, some subtle but important variations in discourse that your writing should reflect, enabling you to better connect with your audiences. “Cold calling” as it is understood in North America happens far less often in Chinese contexts.* This does not mean that strangers do not communicate with one another to open talks for business, of course. It does mean that a writer will refer to any commonalities they share with their addressee. This can be a reference to a common acquaintance: My long-time colleague, Mr. Li Jianguo, has often mentioned the quality of your company’s electronics repairs. It can also take the form of an assumed awareness of the addressee’s particular circumstances (an important strategy in sales letters): Your firm is growing, so of course you would be interested in finding out how to access new overseas markets. Official communications, letters and other written communications that are not primarily personal, come under the general heading of the term “gongwen.” Within gongwen, there are three kinds of relationships: superior to subordinate (“xiaxing”), equal to equal (“pingxing”), and subordinate to superior (“shangxing”). What constitutes “xiaxing” (ex., a memo announcing layoffs) and “shangxing” (ex., a human resources report to a supervisor) is usually obvious across cultures, but “pingxing” encompasses most sales writing, as well as official letters. In each case, remain conscious of the language that you use to convey deference, respectful leadership, or equality of status.** Use titles and family names in all your business correspondence. Do not use given names by themselves.
PRACTICAL ASSIGNMENTS
I. Write a business letter to your foreign business partner and reply it.
II. You represent a company that makes and fits swimming pools for private customers. A customer has complained that the heater you supplied for this pool is not powerful enough to heat the water sufficiently and threatening legal action.
Tasks 1. Write the missing words (1-8) to complete the framework of the letter acknowledging a complaint.
WATER WORLD Dear Mr. Opik I apologise (0) for missing your recent call concerning your new pool. I was also sorry and surprised to hear that you have (1) ____ problems with it so soon. (2) ___ you will recall, when we originally discussed __________________ As a (3) ___ of this, we feel that it is not ____________________________ In (4) ___ to resolve this problem, I suggest that _____________________ If you like, I would be very (5) ___ to come _________________________ I look forward to (6) ___ (7) ___ you. Yours (8) ___ Selma Chakrabati
2. Write a letter to the customer - acknowledging his problem pointing out he was originally offered a choice of heaters (and chose a smaller one), - explaining that this is not your financial responsibility, - suggesting other possibilities to rectify the situation (e.g. a bigger heater), - mentioning what the next step is. Complete the letter, adding the necessary details around the framework. Write 200-250 words.
III. Read this advert for a job. You would like to apply for it and have written some notes about your experience. Use your notes to write a letter of application (120-140 words).
ADVERT Personal Assistant to Overseas Sales Manager We are currently seeking someone to work in a busy and expanding department. You will have experience in secretarial duties. Good knowledge of English and at least one other language is preferred. You will need to travel abroad with the Sales Manager and organise schedules. Opportunities for promotion. NOTES: *you worked 2 years as receptionist and secretary *you completed course of English at college *you lived in Rome in summer 2008 – fluent Italian *you have been working for travel agency for last 6 months, organising schedules is one of your duties
IV. Here are some phrases you can use for report writing. 1. Which section of the report could you use them in – the introduction (I), findings (F) or recommendations (R)? Some phrases can be used for findings and recommendations.
TIPS for writing reports Tip 1. Keep the title of the report short. It only needs to tell your reader the subject. Tip 2. Divide your report into sections to make it easier to read. Use headings such as Introduction, Findings, Conclusions, Recommendations. Tip 3. State the aim of the report in the introduction. This will include why you have been asked to write it and what you will have done by the end. Tip 4. In the findings section describe the facts and information. Avoid giving your opinion at this stage. Tip 5. In the final section, make recommendations based on the findings and propose action.
Example Report. REPORT ON ____________________________________________________ INTRODUCTION The aim of this report is to __________________________________________ FINDINGS Over the last three months, the number of visitors has ____________ . There are two reasons for the increase. First of all, we launched ____________ . Secondly in May ______________ . With regards to costs, banners have cost _______________ but very few ____ . On the other hand, the newsletter ____________ . RECOMMENDATIONS In order to increase this number I would recommend that _________________ .
2. Choose a website you are familiar with (a website you like to visit). Imagine you have been asked by the website designers to help improve the website. Describe what you (and your colleagues) like about it, say what could be improved and make some recommendations. Write a short report (120-140 words). Use some of the expressions above.
V. View the abstract and analyse how application covering letters written in British style are different from those demanded to apply to Arab countries. https://www.youtube.com.watch?v=ZUKFfrGR3a4
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