sirina_e._a._angliyskiy_yazyk_dlya_dokumentovedov_2013

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7.Watch a video Mail Clerks Careers Overview from CityTownInfo.com. Answer the questions:

Does the job need any qualifications? What is the mail clerk’s work setting? Do mail clerks use any equipment?

Do they deliver mail?

8.Match the columns to answer the question: What does a mail clerk do? Then close the columns and remember what a mail clerk must do.

1	Collects mail …	a	… to take mail round the company
2	Identifies what kind …	b	… into envelopes
3	Lifts and carries …	c	… material together
4	Operates special machines …	d	… of postage is required
5	Puts material …	e	… mail
6	Spends long hours …	f	… packages
7	Staples …	g	… that insert material into envelopes
8	Uses a cart …	h	… to keep records
9	Uses computers …	i	… on his feet
10	Sorts …	j	… from different locations in the
			company

9. Read the advertisement for a job. Apply for the job to gain some experience of dealing with mail during your summer holiday. Draft a CV on A4 size paper. Follow advice from ex. 2.

Job: Mail Clerk

Education: Completion of high school

Experience: Not required

Work Setting: Government records department, Ottawa

Computer Applications: MS Word, Excel, Windows

Typing (Words Per Minute): 0 - 40 wpm (words per minute) Additional Skills: Perform general clerical duties, such as photocopying, etc.

Start Date: As soon as possible

Salary: $8.25 to $ 9.00 hourly for 37.5 hours per week

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10. Study the envelope and match the line with the information.
1	Line 1-2	a	the country
2	Line 3	b	the company/person’s name
3	Line 4	c	the town, (the state/county, etc.), the ZIP Code
4	Line 5	d	the house number, the street name

Mr Robert J. Winston
Interfon, Inc.
1677, Sea Harbor Drive
Orlando, Florida 35509	Lancashire Enterprises plc
USA	Enterprise House
	17, Ribblesdale Place
	Preston PR7 3NA
	UK

11. Find the information on the envelope above.

the recipient (the addressee)	the sender’s company name
the addressee’s company name	the state the letter comes from
the addressee’s position	the street name in the mailing address
the country the letter comes from	the street name in the return address
the country the letter is sent to	the town name in the mailing address
the house number in the mailing address	the town the letter comes from
the house number in the return address	the ZIP Code in the mailing address
the sender’s (addresser's) name	the ZIP Code in the return address

12. Put each of the addresses below in a proper fouror five-line form as it should appear on an envelope. Capitalize, abbreviate, and punctuate correctly. the athlete's foot 815 chicago avenue toronto, Ontario, m5e lg4

g b enterprises 6635 dark street halifax, nova scotia, b31 2t4

the harper company 1252 fairwood avenue Vancouver, british Columbia, v6i 3c7 bach and laurence 15 park avenue Winnipeg, manitoba, r3j Os8

campfitters inc. p.o. box 6745 charlottetown, prince edward island, с la 4r5

Example: 1.	The Athlete's Foot
	815, Chicago Avenue
	Toronto, Ontario
	M5E LG4

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13. Read an extract from a procedures manual. Copy out new words and check their meanings with a dictionary.

DEALING WITH INCOMING AND OUTGOING CORRESPONDENCE

Incoming correspondence. One of the essential functions of a records office is to receive, record and distribute incoming and internally created mail of all kinds (such as letters, memoranda and faxes). Records staff must deal promptly and accurately with many different kinds of correspondence. Incoming correspondence will reach the records office in a number of different ways. Some will come through the mail, some by hand, some by telex, fax or electronic mail.

There are also differences in the way in which items are addressed. Some are addressed to a department and some to individuals either by name or by title of office. Other items may be illegibly addressed. A smaller number of items will bear security or privacy markings, such as ‘confidential’ or ‘personal.’ Some mail may contain cheques, money or other valuables which need to be carefully recorded and accounted for in the records office.

Rules for handling ‘confidential’ and ‘personal’ letters should always be followed. All other mail should be opened and date-stamped as soon as it is received by the records office. During this process letters should be kept in a box file or other suitable container.

After the mail has been opened and all enclosures accounted for, each letter must be registered in the Inward Correspondence Register. All columns of the register must be completed.

Outgoing correspondence. Every letter leaving the records office must quote the full address and reference number. Security or privacy markings are typed in a prominent position at the top and bottom of each sheet.

Once a letter has been signed it must be returned to the records office for dispatch. Records office staff are responsible for maintaining a record of what is dispatched. All letters leaving the office are registered in the Outward Correspondence Register.

14. Answer the questions:

What is one of the main functions of a records office? How does incoming mail reach the records office? To whom can items be addressed?

What can they contain?

What markings can they bear?

How is mail handled after it has been received by the records office?

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15. Study the parts of a business letter (a-m). Match them with the letter (1-13).

Body of the Letter		Position
Carbon Copy		Reader’s Name or/and Position and
Closing Salutation		their Address
Date		References
Enclosure		Sender’s Full Name
Letterhead (Sender’s Address)		Signature
Opening Salutation		Subject Line (Re: - regarding)
	(1)	Woodex
		20/54 Tartu Road
		EE3002 Keila
Sales Department (3)		Estonia
Brian Mills Ltd
10 Church Hill	(2)	3 May 20XX
Hull H77 3AL
England
Your ref: 57/01-04 (4)
Our ref: RL/PT
Dear Mr Cox (5)

Re: Order No 212 (6)

Thank you for your letter of 22 April and the current price list. (7) We enclose our order No 212 for three polishing machines AC 3/8. Please let us know about the delivery date as soon as possible.

Yours sincerely (8)

R. Limberg (9)

Robert Limberg (10)

Production Manager (11)

Enc. 1 (12)

Cc – The Estonian Chamber of Commerce (13)

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16. What parts of a business letter are these?

It is used on a business letter or email for saying that a copy is being sent to the person mentioned.

It is a standard word or phrase that is used at the beginning of a letter, for example ‘Dear Sirs’ or ‘Dear Julia’.

It is the main part of the letter.

It is the name and address of an organization as it is printed on their official writing paper.

It is a number or symbol that shows someone where they can find information that they need.

17.Name the parts of the letter 1-13 from memory.

18.Arrange the parts of the letters in the correct order.

A Sincerely yours Alan Khan R&D Manager

New Computer Subway Ltd, 234 Susy Alvenue, Austin BC925 7NP April 28, 2005

Dear Ms Conway

We are writing in connection with your advertisement in yesterday’s Morning Star.

We would like to co-operate with you and would appreciate it if you have time to arrange a meeting with us in our office.

We look forward to hearing from you.

Ms J.Conway, Sales Manager, Magazine on networking, 89 Bear Street, Newcastle, JP786P

B I would like to reserve three single rooms from 18th to 22nd December for three of our managers.

Could you please inform me of your rates and whether you offer discounts for company bookings.

Richman Rings Inc., 34 Beddington Road, Gilmore, GH23B Phone number: 985 46 73 49; fax number: 985 45 87 29

I look forward to receiving your confirmation. Dear Sir/Madam

Managing Director, Miranda Hotel, 7 Moon Way, New Coast City, NM 54021

12 December 2005 Yours faithfully

Susan Peacock Secretary

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19. Filling in the register. Complete the Incoming and Outgoing Correspondence Registers with the information from the letter from ex. 15. Use the current dates. Invent any necessary information to complete all the columns.

Inward Correspondence Register

						Officer to
Serial	Date of	Date	From	[Agency]	Subject	Whom	File
Number	Letter	Received	whom	Reference		File	Number
			Received			Passed,
						and Date
						Filed
				(5)
(1)	(2)	(3)	(4)		(6)	(7)	(8)

Outward Correspondence Register

Serial	Date	Date	Subject	Reference	Addressee	Mode of
Number	Received	Dispatched		number		despatch
	for
	Dispatch
(1)	(2)	(3)	(4)	(5)	(6)	(7)

GRAMMAR FOCUS. THE PASSIVE VOICE.

20. Look at these two sentences and answer the questions.

The mail clerk collects mail twice a day. Mail is collected twice a day.

Do the sentences have the same meaning? Where is the doer of the action mentioned? Where is he not mentioned?

How is the verb form in the second sentence different from the verb form in the first sentence?

Which of the verb form is in the passive?

21. Read Module Two and do exercises 1-3 in the Grammar Bank.

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22. Look at these sentences and answer the questions.

Mail must be collected twice a day.

A letter can be addressed to an individual or a department. All outgoing letters have to be registered.

What passive verb form is used after modal verbs?

What are the passive infinitives from (to) do, store, use, file?

23.Underline all the passives in the text from ex. 13.

24.Complete the sentences with the Present Passive (is/are done) or the Passive Infinitive (be done).

An increasing quantity of mail _____________ (receive) by fax. Faxed material should ____________ (photocopy) and the copy should _________ (place) in the mail folder or on the appropriate file. All incoming faxes on the fax file should

__________ (destroy) after six months.

More and more communications __________ (receive) by electronic mail. Many e-mail messages are routine and do not need to _________(retain) after they have been read. Officers sending or receiving electronic mail must decide whether e- mail needs to _________(print) so that a copy is placed on file. In all cases when incoming electronic mail ________ (print) for filing, any outgoing reply should also

___________ (print) and filed with the incoming message.

STOP AND CHECK

1. Can you say this in English? Can you…

…say what information is included in a resume? …describe the duties of a mail clerk?

…name the parts of the formal letter?

2. Can you write this in English? Can you…

…write a CV?

... write an address on the envelope? … fill in an application form?

…fill in the Inward/Outward Correspondence Register?

3.Revise the Wordlist for Module Two for a test. (See the Appendix)

4.Revise the Passive Voice for a test. (See the Grammar Bank for Module Two)

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MODULE THREE

COVER LETTER. JOB INTERVIEW

1. Look through the letter and answer the questions.

	201, Fountain Street
	Allendale, Michigan
	United States
Barrack White	(616)-203-3029
Head of Hiring Department	[e-mail]
Caro Group of Company Ltd
209, Avenue De Lafayette	August 30, 2011
Boston, Massachusetts
United States
Dear Mr. White,

I learned about your job opening for the position of records manager in one of Michigan job portals dated 28th August. I have all the experience and educational background you are looking for in an ideal candidate. As requested in the advertisement, I have enclosed my resume that will give you detailed information about my previous work experience and educational background.

I have worked as a records manager for the past six years in Diamond Company Ltd. My responsibilities in the organization involved recording, storing, and analyzing data of the organization. Further, I ensured that the records met the legal and administrative requirements and also met the financial settlements. Apart from this, I was also responsible for the monitoring and management of the organization budgets. I am capable of identifying the most appropriate records and ensure that only the best is delivered to the management. My problem solving skills provided a lot of benefits in my previous organization for which I was greatly appreciated. I am a person that you can count on. I would love to be a part of your team and work for the betterment and success of the organization in achieving its goals.

It would mutually benefit us if we can meet in person and discuss on this further. You can contact me at (616)-203-3029 or you can e-mail me at [e-mail].

Thanking you.

Yours Sincerely,

Angelina Williams

Attachment: Resume and Work Experience Certificates

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Who writes the letter?

To whom does she write the letter?

Does she write the letter to apply for a job? What position is she applying for?

How did she learn about the position?

Does she have relevant education and experience for the position?

Does she give any details about her experience? What kind of information? Does her letter show her motivation, enthusiasm, communication skills, and

personality?

What does she enclose in her letter?

Do you think Mr. White will invite her for an interview?

2. a) Read the text. Copy out new words and check their meanings with a dictionary.

RULES FOR WRITING A GOOD COVER LETTER.

When applying for a job an applicant sends his CV and an application letter, also called a cover letter, to the employer. The cover letter accompanies and introduces your CV (so called because you place it on top of, and thus cover, your CV). Don't send a resume without a cover letter. It's just good manners and appropriate business etiquette to include a cover letter with your resume.

Explain why you are sending a resume. Don't make the reader guess what you are asking for. Be specific: Do you want a summer internship opportunity, or a permanent position at graduation; are you inquiring about future employment possibilities?

Tell specifically how you learned about the position or the organization – an advertisement in a newspaper, a flyer posted in your department, a web site, a family friend who works at the organization. It is appropriate to mention the name of someone who suggested that you write.

Convince the reader to look at your resume. The cover letter will be seen first. Therefore, it must be very well written and targeted to that employer.

Call attention to elements of your background – education, leadership, experience

– that are relevant to a position you are seeking. Be as specific as possible, using examples.

Show your attitude, personality, motivation, enthusiasm, and communication skills.

Provide any information specifically requested in a job advertisement that might not be covered in your resume, such as availability date, or reference to an attached writing sample.

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Indicate what you will do to follow-up. Applicants often say something like "I look forward to hearing from you." However, if you have further contact info (e.g. phone number) and if the employer hasn't said "no phone calls," it's better to take the initiative to follow-up, saying something like, "I will contact you in the next two weeks to see if you require any additional information regarding my qualifications."

b) Answer the questions.

Is it important to send a cover letter together with the CV? Why (not)? Does it contain any additional information that a CV lacks?

What applicant’s skills does a cover letter demonstrate to an interviewer? Why are these skills important for a career?

3.Match the rules (1-7) from ex. 2 with the paragraphs of the letter from ex. 1 (1-3). Prove with citations from the letter or with your impressions of the letter.

4.Complete the cover letter with the following words:

company	employers	CV
qualifications	interview	Responsibilities
Dear	Daily Planet	experience
sincerely
1______ Mr. Fox,

Work in Bermuda

I noted with interest your advertisement in today’s 2___________.

You will see from the enclosed 3_________ that I have three years 4__________ in marketing. My 5______ have included all types of administrative work, product development, arranging and attending presentations, working with clients, and solving problems that arise.

Although I have an excellent relationship with my present 6_______, I feel that my prospects with them are limited and that there would be more scope for my talents with a larger, more dynamic 7__________.

If you consider that my 8___________ and experience are suitable, I should be available for 9___________ at any time.

Yours 10___________,

Arthur Dent

Enc. 1