1. ENGLISH FOR SPECIFIC PURPOSE
ENGLISH FOR BUSINESS
(SECRETARY)
ARRANGED BY:
RINI ANGGRINA
(2215081388)
08 DIK A REG

2. ENGLISH LANGUAGE EDUCATION STUDY PROGRAM
FACULTY OF LANGUAGES AND ARTS
STATE UNIVERSITY OF JAKARTA
2011
TABLE OF CONTENTS
UNIT 1 : Arranging a business meeting
Skill : Reading – Writing
a. Writing formal and informal letters (confirming for invitations)
1. Identify the informal and informal language of a letter
2. Identify the opening and closing phrases for different kinds of letter
3. Identify the tone of a letter
4. Identify how to begin and end a letter
5. Write a draft of formal and informal letter
b. Writing a memo
1. Identify the informal language of a memo
2. Identify the phrasal verb of a memo
3. Identify the preposition used for a memo
4. Write a draft of a memo
UNIT 2 : Making an order (confirmation)
Skill : Reading-Writing
a. Writing a letter of confirmation of an order
- Identify the parts of letter used for confirmation of order letter
- Identify the phrases used for confirmation of an order
- State the formal language used for confirmation of an order

3. - Write a draft of confirmation of an order
- Write a confirmation of an order letter
UNIT 3 : Making an invitation letters
Skill : Reading-Writing
a. Writing a letter of invitation (formal)
- Identify the structure of a formal letter of invitation
- Write a draft of a formal letter of invitation
- Write a formal letter of invitation
b. Writing a letter of acceptance (formal and informal)
- Identify the formal language of a letter of acceptance
- Identify the informal language of a letter of acceptance
- Write a formal letter of acceptance
- Write an informal letter of acceptance
c. Writing a letter of declining an invitation and suggesting alternative arrangements (formal
and informal)
- Identify the phrases used for declining a formal invitation and suggesting alternative
arrangements
- Identify the phrases used for declining an informal invitation and suggesting alternative
arrangements
- Write a formal invitation and suggesting alternative arrangements
- Write an informal invitation and suggesting alternative arrangements
d. Writing a press release
- Identify the structure of press-release
- Write a draft of press release
- Write a press release

4. UNIT 4 : Writing reports
Skill : Reading-Writing
a. Writing a note
- Identify the formal and informal language used in writing a note
- Identify the connectors used in writing a note
- Write a note
b. Writing a report
- Identify the structure of a formal report
- Identify the phrases used in formal report
- State the correct phrases used in formal report
- Write a draft of formal report
- Write a formal report
UNIT 5 : Making letters of complaint (ultimatum, apology, settlement)
Skill : Reading-Writing
a. Writing a letter of complaint
- Identify the basic principles of a letter of complaint
- Identify the phrases used for expressing complaint
- Identify how to begin and end a letter of complaint
- Identify the positive and negative word used in writing a letter of complaint
- State the correct words in completing a letter of complaint
- Write a draft of a letter of complaint
- Write a letter of complaint
b. Writing a letter of replying complaint
- Identify the basic principles of a letter of replying complaint
- Identify the formal and informal language used in writing a letter of replying complaint
- State the correct words in completing a letter of replying complaint
- Write a draft of a letter of replying complaint

5. - Write a letter of replying complaint
Lesson Plan
Subject : English for Business
Specification : Students of Secretary
Topic : letter asking confirmation of an order
Time allocation : 2 x 45 minutes
Skills : Reading - Writing
Objective : Students are able to write letters asking confirmation of an order
Indicators :
• Students are able to identify the parts of letter used for confirmation of
order letter
• Students are able to identify the phrases used for confirmation of
order letter
• Students are able to write a draft of confirmation of order letter
• Students are able to write a confirmation of order letter
Procedures :
• Pre-activity

6. In this part, the students are given an example of a confirmation of order letter. Then,
the students are asked to read a confirmation of order letter then identify the parts of the
confirmation of order letter. Then, the students are explained about the phrases used in
the confirmation of order letter.
• Whilst activity
In this part, the students are expected to identify the phrase used in the confirmation of
order letter. Then, the students are given a form of confirmation of order and have to
write a draft of the confirmation of order letter based on the form completed.
• Post activity
In the last part or post activity, the students are asked to write a complete confirmation
of order letter based on the instruction given in the task.
Assessment :
ASSESSMENT RUBRIC FOR CONFIRMATION LETTER
Needs
Excellent Good Satisfactory
Improvement
Includes all Includes all the Includes the Does not include
requirements for a requirements for a requirements for a many elements of
Elements & confirmation of confirmation of confirmation of a confirmation of
Format order letter. order letter. order letter but order letter.
Content is well Content is could be better Content is poorly
organized. organized. organized. organized.
Sentences and All sentences and Most sentences Many sentences
paragraphs are paragraphs are and paragraphs and/or paragraphs
Sentence & complete, well complete and well are complete and need work
Paragraphs constructed and of constructed (no well constructed.
varied structure. fragments or A few need some
runons). work.
There are no errors in There are 12 There are 34 There are more
Grammar & grammar or spelling. Errors in grammar Errors in grammar than 4 errors in
Spelling and/or spelling. and/or spelling grammar and/or
spelling.
There are no errors There are 12 errors There are 34 There are more
in capitalization and in capitalization and errors than 4 errors in
Capitalization &
punctuation. punctuation. in capitalization capitalization and
Punctuatioin
and punctuation. punctuation.

7. ]
Learning materials:
The task one is provided to fulfill the first learning indicators which are identifying the parts of
letter used for confirmation of an order letter. The following task is the task one:
Parts of a letter (1)

8. Read at the letter. Then identify the parts of the letter based on its colors like the example
above!
Letter asking confirmation of order
Perhaps you have placed an order through the phone or online, and after a couple of hours or
days of waiting, you still have not received any confirmation of your order. When this happens,
you may find the need to write a letter which confirms your order. This will also serve as a
reminder to company about your business transaction.
The purpose of writing a confirmation letter for an order you have placed is also to clarify details
or specifications which are integral in the product that you need. This becomes useful when you
are ordering different kinds of customized products. Also, when you are ordering products or

9. materials using promotions or discounts, you, too, have to indicate them in your confirmation
letter. Take a look at this example:
Camille Jones
Store Manager
DEF Toy Store
47 Poplar St
Oakland, NJ 07436
April 27, 2010
Dear Ma’am:
I would like to confirm the placement of my order for 3 sets of the Nala Talking Dino Dolls
which are priced at $50 each, my bill having a total sum of $150. I placed the order by making a
phone call through your Customer Hotline (201) 888-8888. The sales agent who took my order is
named Melissa Jeans and the transaction was made yesterday, April 26 with transaction number
479099912.
I am expecting to have the toys delivered to my address at 57 Henry St. Hasbrouck Heights, NJ
07604 within seven days through your speed delivery promo, which states that failure to deliver
the products on time would translate to a twenty-dollar discount on my next purchase from your
store.
Thank you for taking time to read my letter. Should you need more information my number is
(201) 555-5821. You may also email me at clairehopkins@excite.com
Yours sincerely,
Claire Hopkins
The task two is provided to fulfill the second learning indicator which is identifying the phrases
of letter used for letter asking confirmation of an order. The following task is the task two:

10. Read the following letter. Here is the letter to an Italian supplier, Lanificio Bonardi SRL in
Milan, confirming an order for cloth and other furnishings. Fill in the gaps using the
phrases at the end of the letter!
Re: order Ref. No. 184/32 May 29th
Dear Signora Caramellino,
....(1) the order we discussed on the telephone this morning for the following:
Quality Pieces Width x Length Colour Price
3707 15 120 40 180 6.000
22 “ “ 172 6.100
3 “ “ 171 1.300 (CIF London)
.....(2) it is essential that there should be no colour variation as the material must match the
carpets which are already in production....(3)that you can deliver to our factory by July 31 st....(4)
Please ship the goods to our clearing agent in London, sending him the negotiable documents by
air. No trans-shipment please....(5)the fact that the last shipment was badly creased.....(6) that the
goods are rolled full width in order....(7)...?Would you also please confirm the special terms we
agreed by telephone, namely 120 days from....(8)..?
Yours sincerely,
J. Wingate
General Manager
The phrases used for letter asking confirmation of an order
• Could you please check...

11. • We must point out...
• The date of invoice.
• This is to confirm..
• At latest
• May we remind you of...
• To avoid a recurrence
• We would like to assurance...
The task three is provided to fulfill the third learning indicators which is the students have to
write a draft a confirmation of an order letter. The following task is the task three:
Look at the form of the confirmation of an order. Then, complete this confirmation order
form. Then, write your own draft of confirmation of an order letter based on the
completing form!
Lanificio Bonardi SRL MILANO
CONFIRMATION OF ORDER
Customer Order dated Customer’s Reference
Confirmation dated Our Reference
4th June
8/MI/438
Terms of Payment Despatch Method
To arrive...................
Quality Colour Width cm Piece Length No. Of Pieces Price
Special instructions Total Value...........

12. Signed...................
The task four is provided to fulfill the fourth learning indicators which is the students have to
write a confirmation of an order letter. The following task is the task four:
Write a letter dealing with payments and orders on products or merchandise of business
activity are called order letters. The document confirms the seller that the customer
requires a particular number of products within a specified time. Writing these letters
depends on the situation and the condition of the business. Before writing the letter, you
need to select the right words and phrase them correctly. If your letters are not exact
cordial and tactful, you may lose your customers and their good will.
In the letter, you should be definite and complete so that the reader feels exactly what the
writer wishes for.

13. JUSTIFICATION
In developing materials, the writer adapted a book written by Cynthia Beresford, Business
Communication, BBC English course which this book just consist of two main skills to develop
English skills. Both of those skills are reading and writing skills. This book is intended for anyone
who handles business communication in English. Based on this book, the writer decided to give
more concern in ‘Secretary Students’.
The writer used this book to develop the learning material, because this book is appropriated
used to learn English for secretary students. There are many kinds of business formal and
informal letter that are provided by this book. Not only that, this book is also provided the
reader about the way to write the kinds of letter well by using appropriate phrase or choice
words.
Based on the book, the writer decided to take unit 3 as the materials to develop the writing
skills of the students which is the students here are secretaries. In this unit, actually there are
three kinds of letter have to be learned, the material are confirmation of an order letter, letter
of apology, and an insurance claim. But the writer just took “Confirmation of an Order letter”
to develop as the materials in this assignment.
In the writer opinion, Confirmation of an Order letter is very good to be learned by secretary
students to develop their ability in writing skills of English. It is because the students have to be
masters in writing many kinds of business letter, formal and informal form.

14. Reference
Business Communication: Practical written English for the modern business world. Cynthia
Beresford. BBc English by Radio & Television
resouceshttp://www.bestsampleresume.com/letters/order-letters.html
http://www.ttykk.edu.ee/tekstid/order.pdf
http://www.elf.stuba.sk/Katedry/KJAZ/E4PC/WWW/Resources/letter.pdf
http://officewriting.com/category/sample-letters/confirmation-letter/