Do the preparation task first. Then read the text and tips and do the exercises.
Preparation
Tim,
We have a team meeting in Room 310 on Friday 26 November at 11 a.m. We are expecting 25 members of our international team there.
- Could you please book the room for us?
- Would you please prepare 25 pens and notepads for the meeting?
- Also, can you write an email to the team members to tell them the time and place of the meeting?
Thanks very much for your help. If you have any questions about this just let me know – I'll be in the office tomorrow morning.
Marketing Department
Tips
1. You can start a note with just the name of the person you are writing to or Hi ... . You don’t need to use Dear … .
2. Make sure dates are very clear. Include the day, date and time.
3. Explain the reason for the instructions.
4. Write clear and polite instructions. Use phrases like Can / Could / Would you please … ?
5. At the end offer the chance to ask questions and check the instructions.
6. Finish the note with Best, or Thanks, and then your name underneath.
It depends on the situations: for example, if the instructions are very numerous and complicated, I prefer to write a note by email for explaining everything accurately; but I prefer to speak if we are dealing with a simple situation and there's not much one can do about it.
This may depend on the situation. If the task needs to be done at once, I prefer to speak to them. However, for important task that do not need to be done immediately, I prefer both speaking and writing to them.
When I give instructions I like to give them a written note. I think written notes are clearer and saves the recipients time with writing down the dates and times themselves. A written note can also be read and handled when the recipient have the time.
Hi Susan,
We are having a team meeting, Thursday 4. April 2 p.m. at meeting room 214.
Thanks alot for your help, I will be at my office tomorrow if you have any questions about the task.
Best,
May
I like to write an email with the instructions, then talk them for more details also, they can ask question if they have them.
i prefer to speak to them directly so i can make sure that they understand me well.
When I have to give someone instructions, I prefer to write them a note because I believe written instructions are clearer than giving them orally.
When you have to give someone instructions, do you prefer to write them a note or speak to them? Why?
I think it depends on the task. If the task is quite simple and do not require too much people to be involved and easy to finish I will prefer speak to them directly so we can safe time and easy to discuss with colleagues. In contrast, if the task is complicated and requires many teams in companies to be involved and to let all people can catch all informations about the task I will prefer to write them a not.
I prefer to talk to them, as I can explain myself better.
It depends on the task that you'll be instructed for. If the task is complex and requires other teams to be involved, I would prefer written notes and send it by email. In contrast, if the task is easier and requires less effort to do, I would prefer to give direct instruction by talking to someone who is assigned to the task.
Hi Israelle,
we have a meeting at office on wednesday 2 October 2024 at 9:30 to 12:00 with all department heads on our procedure of work.
Thank you very much for your help. if you are any questions, write me. I will be available tomorrow in the morning.
Best
BEDE ASSAMOI YAVO GILLES