LANGUAGE TEST

WRITING SKILLS

Get it right!
Schriftliche Kommunikation kann je nach Situation, Inhalt und Empfänger sehr
unterschiedlich sein: kurz oder ausführlich, gehoben oder ungezwungen. Höflich
und klar formuliert sollte sie immer sein. DEBORAH CAPRAS hat für Sie Übungen
zusammengestellt, mit denen Sie Ihre Schreibfertigkeit testen können.
EASY MEDIUM ADVANCED AUDIO

Writing for the

reader: a key skill

THE SITUATION
Maria Baker has just joined Zips, a company that
makes small eco-friendly bags, as a marketing ex-
ecutive. She knows that she will need to impress
DEBORAH CAPRAS
is a freelance author, trainer her new colleagues, especially with her writing
and corporate communications skills. Written communication will be a perma-
specialist. She’s the author of nent record of her competence. Maria wants to
Small Talk, published by Col-
lins. Contact: deborahcapras@ get it right.
wise-words.com

28  Business Spotlight 6/2020 LANGUAGE TEST

 ➻
READER, REASON, REACTION!
Most companies have a number of preferred communication tools
that employees have to use, but sometimes, it’s just a free-for-all.
Choose your tool based on your reader, your reason for writing
and the reaction you hope to get. Adapt your tone, style and
content to your own and your reader’s expectations.
2. The right word (6 points)
Maria often has to arrange meetings with
clients and colleagues, but she doesn’t want
to use the same language every time. The
words in bold are not where they should be.
Put them where they belong.

A. Please let us know your suit

1. The right tone (7 points) next week.

Maria will need to write both formal and B. Can you let me know if you are convenient
informal messages. It’s important to get the on Monday?
tone right from the beginning. Match the
C. What availability
formal phrases (A–G) to the informal ones
you best?
(1–7) with a similar meaning.
D. Would the morning about
A. I’d be grateful if you could provide me with an you better?
update.
B. It has come to our attention… E. Monday would be suit .
C. Please find the report attached…
F. How available
D. We would appreciate your response...
Monday at 5 p.m.?
E. Should you require any assistance…
F. We look forward to meeting you.
G. Yours sincerely

1. Please be sure to reply…

2. Cheers!
3. I’ve noticed…
4. If I can help you in any way…
5. See you soon!
6. Could you bring me up to speed?
7. Here’s the document…

A– ; B– ; C– ; D– ; E– ; F– ; G–

Choose carefully:
focus on the
reaction
Illustrationen: jossdim/iStock.com; Foto: privat

LANGUAGE TEST 6/2020 Business Spotlight 29 

 ➻
GUIDE THE READER
Help the reader to understand
your message by connecting
the ideas with linking words.
In longer messages, you can
include signalling words, such as
“firstly”, “secondly” and “finally”,
to organize your ideas. These
expressions will help guide the
reader through your thoughts.
A good guide: focus
on the reader
3. The right verb (8 points)
As Maria gets to know her colleagues better,
she notices how everyone on her team uses a
more informal style for internal communica-
tion. In the following short messages, we see
how she makes her language more informal.
Rearrange the letters to create the missing
verbs.
(A)  (hacaettd), the two files
for the meeting next week.
(B)  (teno) the two important
changes marked in red.
(C) (jyeon) the read!
(D) (ussdon) good!
(E) (katl) to you later.
(F)  (ciartppeea) the
feedback. Many thanks!
(G) (epek) me posted!
(H) (atsy) safe!
30  Business Spotlight 6/2020
4. The right link (8 points)
In the first drafts of her messages, Maria
often writes short sentences. Add the linking
words below to connect her original ideas.
although | despite | however | if | instead | result |
therefore | unless
A. This is an interesting idea.
It’s not one I would recommend.
This is an interesting idea. ,
it’s not one I would recommend.
B. This sector has seen a rapid decline.
We should look into other options.
This sector has seen a rapid decline.
, we should look into
other options.
C. You might not find a new buyer.
We won’t hit this month’s target.
 you can find a new buyer,
we won’t hit this month’s target.
D. We have sold fewer items this month.
The monthly bonus will be lower.
We have sold fewer items this month.
As a(n) , the monthly
bonus will be lower.
E. We shouldn’t reduce the prices. We should
consider increasing them.
We shouldn’t reduce the prices.
 , we should consider
increasing them.
F. The market is still very difficult.
We remain confident.
 the market is still very
difficult, we remain confident.
G. There is hype around their designs. I don’t
expect them to sell better than ours.
 the hype around their
designs, I don’t expect them to sell better
than ours.
H. Do you need any further information?
Please contact me.
Please contact me you
need any further information.
LANGUAGE TEST
 ➻
MAKE IT CLEAR
Whatever the reason for your message, make sure it is clear. Is it to inform,
to request an action or simply to build rapport? You can make your life
easier by using standard phrases that match the function of your message,
such as “Thank you for your query” or “I’d be grateful if you could…”.
Remember, it takes less time to write one clear message than it does to 6. The right message (4 points)
follow up on a confusing one trying to explain what you meant to say in the
first. Does that make sense? Maria writes carefully, based on the reader
and the reaction she wants. Choose the cor-
rect option for each situation.

A. Maria wants the reader to reply by a

certain date:
1. I look forward to hearing from you soon.
2. Could you send me the details by 4 July?

B. Maria needs some data from a colleague:

1. Just a quick email to check on the data.
2. I’m writing to inquire about the data.

C. Maria offers a solution to a problem. She

hopes that the client will agree to it:
5. The right form (10 points)
1. I trust this meets with your approval.
2. I really hope you’re satisfied.
Maria often uses structures with two or
more verbs. Use the correct form of the verbs
D. A client complains that a product did not
in brackets (in the order given where there
arrive on the day they expected it to. The
are two) to complete her email below.
customer made a mistake about the dates,
but Maria doesn’t want to say that directly:
1. We regret any inconvenience we may
have caused.
Dear Remi
2. We apologize for any misunderstanding.

Thank you for your query.

We (A) (regret, inform) you
that the Red #67 is no longer in stock. I’m afraid
we (B) (stop, manufacture)
Red #67 at the end of last year.

As the model Red #75 is very similar, would you

(C) (consider, order) this
model instead? We expect this model
(D) (sell out) very quickly.
If you don’t want (E) (risk,
lose out), we would like to advise you
(F) (place) an order as soon as
possible.
Good message: a
satisfied client
If you could (G) (notify) us of
Illustrationen: invincible_bulldog, jossdim/iStock.com

your decision by Friday, 4 September, we would

be able to let you (H) (have)
the Red #75 at a discount of five per cent. We can
also have them (I) (deliver) to
you by Wednesday, 9 September.

We (J) (hope, hear) from you

soon.

LANGUAGE TEST 6/2020 Business Spotlight 31 

 ANZEIGE

Schulpaten: Fremdsprachen verbinden die Welt

N EU :
Die Spotlight-
Lesepatenschaft

Sprache baut Brücken Sprachkompetenz fördern

Brücken verbinden und schaffen Verständnis für andere
Menschen und Kulturen. Damit eröffnet uns Sprache
einen Weg für andere Ansichten und Meinungen. Und
sie lässt uns zusammenwachsen und gemeinsam
Lösungen schaffen für einen weltweiten Klimaschutz.
Denn nur gemeinsam lässt sich diese Herausforderung
bewältigen. Berthold R. Metzger, Gründer und
Vorstandsvorsitzender PW AG Wirtschafts-
prüfungsgesellschaft
Als internationales Unternehmen ist uns bewusst, wie
wichtig Fremdsprachen im Berufsleben sind und wie
viele Möglichkeiten Sprachkenntnisse mit sich bringen.
Verschiedene Sprachen zu lernen fördert die persön-
liche Entwicklung, schafft Selbstbewusstsein und kann
im Laufe des Lebens viele Türen öffnen. Wir möchten
junge Menschen auf diesem Wege dabei unterstützen.
Uns bei PwC ist es wichtig, dass wir uns für die Gesell-
schaft einsetzen und uns sozial engagieren. Thorsten
Dzulko, PricewaterhouseCoopers GmbH WPG

Unsere Paten:
Fremdsprachen lernen steigert die Allgemeinbildung und
macht Jugendliche fit für Ausbildung und Beruf. Werden
auch Sie ein Teil des 100ProLesenNetzwerks, und unter-
stützen Sie als Lesepate die Lese- und Lernkompetenz von
Schüler*innen in Schulen. Unsere Schulpatenschaften:
Durch die Übernahme einer Lesepatenschaft liefern wir die
mit Ihnen vereinbarte Anzahl an Sprachmagazinen für ein
Jahr in eine teilnehmende Schule, abgestimmt auf deren
Wünsche. Wie können Sie Schulpate werden? Sie tun
Gutes, und wir kommunizieren es. Wir veröffentlichen Ihr
Engagement für die Dauer Ihrer Patenschaft in unseren
Printausgaben und auf der Online-Präsenz von
100prolesen.de Alle Informationen erhalten Sie
unter 0221-650 80 869 oder per E-Mail an
lesepaten@100prolesen.de. Einen Überblick aller
Schulpaten erhalten Sie unter www.100prolesen.de.
Die Schulpatenschaft ist eine gemeinsame Initiative des Spotlight Verlags
und des 100ProLesenNetzwerks.

Blick über den Tellerrand Schulabgänger qualifizieren

Als Wohnungsbaugenossenschaften engagieren wir
uns seit jeher für Menschen. Unsere Unternehmens-
form ist demokratisch. Lesen und der Zugang zu
Büchern und Zeitungen/Medien sowie die Chance,
andere Sprachen zu erlernen, sind heute wichtiger denn
je: Bildung ist der zentrale Schlüssel zu einem selbst-
bestimmten Leben. Deshalb sind wir gern Lesepate und
unterstützen junge Menschen beim Lesen und Lernen
in ihrer Schule. Dirk Enzesberger,
Wohnungsbaugenossenschaften Berlin
Für uns als Hospitality-Unternehmen sind Mitarbeiter
wichtig, die auf Menschen zugehen sowie Verantwor-
tung übernehmen können und unseren Gästen in
unseren Hotels und Resorts auf Augenhöhe begegnen.
Fremdsprachen zu beherrschen ist eine gute Voraus-
setzung, um in der Hotellerie zu arbeiten. Deshalb
möchten wir euch dabei unterstützen und ermuntern,
eine oder gar mehrere Fremdsprachen zu erlernen.
Fremdsprachen sind für euch und eure Zukunft sehr
wichtig – ergreift diese Chance! Michael Ludwig,
DSR Hotel Holding
 ➻
PROTECT YOUR IMAGE
Sloppy messages that are packed with typos and grammatical
errors might make people think you are also sloppy at the rest
of your work. Even when your messages are more informal,
make sure they are easy to understand. Correct punctuation
and spelling are often the key to a clear message. Fortunately,
spellcheck functions will usually pick up the worst mistakes, but
you have to pay attention to them!
ANSWERS
Get it right!
1. The right tone
7. The right short form (7 points) A–6; B–3; C–7; D–1; E–4; F–5; G–2
2. The right word
Maria has built up a friendly relationship A. availability
with her international team. They often use B. available
C.  suits (suit sb. = jmdm.
text messages to stay in touch. Write out in
(zeitlich) passen)
full the abbreviations in bold. D. suit
E.  convenient = (zeitlich)
A. I’ll send it ASAP. passend, günstig
F. about
B. FYI, I’ll be early!
3. The right verb
C. BTW, John will be there. A. Attached = anbei
D. THX for the update! B. Note
C. Enjoy
E. TLDR!!! D. Sounds
E. Talk
F. WFH tomorrow. See you Monday. F. Appreciate = schätzen,
begrüßen
G. Keep (keep sb. posted
G. ETA about 11 CET = jmdn. auf dem Laufenden
halten)
H. Stay
Everyday messages:
fast and informal 4. The right link
A.  However = doch, jedoch,
allerdings
B. Therefore = daher, deshalb
C. Unless = sofern nicht
D.  result (as a result = infolge-
dessen, aufgrund dessen)
E.  Instead = stattdessen,
vielmehr
F. Although = obwohl,
wenngleich
G. Despite = trotz
H. if = wenn, falls
5. The right form
A. regret to inform
B. stopped manufacturing
C. consider ordering
D. to sell out
E. to risk losing out
F. to place
G. notify
H. have
I. delivered
J. hope to hear
6. The right message
A–2 (It’s always best to be specific
about deadlines when you can.);
B–1 (This option is more friendly.);
C–1 (This is the more polite and
formal option. Option 2 could be
misunderstood as rude.); D–2
(Option 1 would suggest that
Maria got the dates wrong.)
7. The right short form
A. as soon as possible
B. For your information
C. By the way = übrigens
D.  Thanks
E.  Too long, didn’t read (it)
F. Working from home
G.  Estimated time of arrival;
Central European Time

➻
FOR MORE INFORMATION
•O
 ur Skill Up! booklets offer vocabulary from key areas of everyday business life.
The second bundle is now available (see page 53).

HOW DID
YOU DO?
40–50 30–39 18–29 Up to 17
Note: So that you can Excellent! Well done! Good Could do better
compare your language Congratulations. You even You probably communicate You are able to use some You may not need to write
Illustration: jossdim/iStock.com

knowledge across different
areas of business English,
all Business Spotlight tests
have a maximum possible
score of 50 points.
got the trickiest questions well in writing, but there is
right! room for improvement. Read
the emails in English from
your colleagues and clients
carefully and make a note of
any phrases you could use
in your own messages.
language correctly, but
you may make mistakes
that could lead to
misunderstandings. Take
the test again tomorrow.
in English at the moment,
but it’s a good skill to have.
Try doing the exercises
again, and make a note of
the language you would
like to be able to use in
your own messages.

32  Business Spotlight 6/2020 LANGUAGE TEST