English for Executive Administrative Assistant

institutional media analysis LANGUAGE TRAINING CENTER UNIVERSITAS MUHAMMADIYAH YOGYAKARTA LANGUAGE TRAINING CENTER UNIVERSITAS MUHAMMADIYAH YOGYAKARTA 2023 2023 FOR INTERNAL USE ONLY English for Executive Administrative Assistant English for Executive Administrative Assistant Business Correspondence English for Executive Administrative Assistant This module is purposively designed to guide learners in func onally using their English suited to the authen c work performance of Execu ve Administra ve Assistance. While providing comprehensive training on the applica on of English in the aforemen oned profession, this module at the same me crucially serves as guidance to succeed in the na onal-scale Competency Test and Cer fica on of English for Execu ve Administra ve Assistance held by BNSP (Badan Nasional Ser fikasi Profesi). Each chapter of this module represents five competencies s pulated by the cluster of English for Execu ve Administra ve Assistance; Intermediate Communica on Strategy, Wri ng Summaries and Reports, Postintermediate Business Correspondence, Nego a on Skills, and Public Rela ons. Each respec ve unit competence is deconstructed into detailed language features and skills to help learners navigate through meaningful workplace communica on. public relations Business NEGOTIATIONS K.N. Fadhillah, Pratama Ahdi, Wuri Ekayani, Fiqha Fatika Kurniawa Nur Fadhilah is a curriculum and material developer at the Language Training Centre (LTC) of Universitas Muhammadiyah Yogyakarta where she has contributed to the comple on of the learning modules and materials as well as the curriculum design for its courses and various programs. Pratama Ahdi is an English instructor at the Language Training Center (LTC) at Universitas Muhammadiyah Yogyakarta. Beside teaching, he is also responsible for managing academic, human, program, and financial resources. Wuri Ekayani is an instructor at the Language Training Center (LTC) at Universitas Muhammadiyah Yogyakarta, where she has responsibility to teach English for various study programs in various facul es. Fiqha Fa kha is an English instructor at the Language Training Center (LTC) at Universitas Muhammadiyah Yogyakarta, where she teaches and has par cipated in compiling several learning modules.

English for Executive Administrative Assistant Printed by Language Training Center Universitas Muhammadiyah Yogyakarta Kampus Terpadu UMY, Jl. Brawijaya, Kasihan, Bantul, Yogyakarta 55183 Email: [email protected] Website: ppb.umy.ac.id Originally published by Language Training Center, Universitas Muhammadiyah Yogyakarta, Indonesia. © Language Training Center UMY 2023 ISBN XXX-XX-XXXX-X All rights reserved. No part of this publica on may be reproduced, distributed, or transmi ed in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior wri en permission of the publisher, except as permi ed by the Publisher. Printed and bound in Indonesia by Language Training Center UMY

i n Competition among job seekers is fierce and is not getting any less over time. Companies do not merely inquire about the excellencies in the study performance of their candidates. However, as envisioning beyond a seemingly high GPA, they rather seek candidates whose actual competency to perform excellently in a particular job field is guaranteed. One such guarantee is showcased through the Competency Test and Certification held by BNSP (Badan Nasional Sertifikasi Profesi), a national scale certification to ensure the authenticity of work field performance of its respective certificate holder. As to answer the demand, this module is thus initiated. This module is used along with the conduction of an ESP class at LTC with the objective of providing comprehensive training on the application of English in the specific profession of Executive Administrative Assistance. To acquire excellent competencies trained in the module i.e., Intermediate Communication Strategy, Writing Summaries and Reports, Post-intermediate Business Correspondence, Negotiation Skills, and Public Relations, learners taking the course are pre-required to have taken Public Speaking classes at LTC. Upon the completion of the course, learners would gain skills and strategies to succeed in the national-scale Competency Test and Certification of English for Executive Administrative Assistance held by BNSP (Badan Nasional Sertifikasi Profesi). Lastly, the team would have never begun the endeavor of completing this module without the authority and supervision of the Language Training Centre (LTC) of Universitas Muhammadiyah Yogyakarta. It’s been a great honor and a valuable learning process for us, and for that, we highly appreciate the kind opportunity given. The team would also give great acknowledgment to all scholars, websites, and other contributors whose works are cited and adapted during the completion of the module. Without the stimulus of these materials, this module will have never been completed. Preface

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iii Viewing: Job division in a meeting ……….……………………………………………………..….. 2 Language Focus 1: Useful expression for requesting & offering ………….…………… 4 Vocabulary 1: Signal words ……………………………………………………………………………… 6 Writing: Dialogue of offering & requesting ….………………………………………………….. 7 Reading: Extended formal business conversation ..…………………………………………. 9 Language Focus 2: Expressions of hesitation, confirmation, redirecting & exchanging subject …………………………………………………………………………………….…… 12 Vocabulary 2: Idiomatic expression for business conversation …………………..……. 14 Speaking: Business conversation act-out …………………………………………………………. 16 Vocabulary 1: Idiomatic expression for negotiation ………………………………………… 20 Viewing: One of the best negotiations ………………………………………………………..….. 21 Language Focus 1: Useful expression for negotiation ……………………………………… 23 Speaking: negotiation act-out …………………………………………………………………………. 26 Reading: Minutes of Negotiation Meeting ………………………………………………………. 28 Language Focus 2: Stating issues, agendas, actions, and responses ……………….. 30 Vocabulary 2: Key terms on Negotiation …………………………………………………………. 32 Writing: Negotiation Report ……..…………………………………………………………………….. 33 Reading: Business letter ………………………….………………………………………………………. 44 Language Focus 1: Useful expression in Business Letter …..……………………………… 45 Let’s get down to the business! Content 1 Glad we’re on the same page! 19 Please, drop me a line. 43

iv Vocabulary 1: Formal & informal words in Business Letter ..…………………………… 47 Listening: Specific details for an apology and informational letter ……………..….. 48 Speaking: Asking & telling about strengths and skills ………………………………………. 51 Language Focus 2: Condolence, gratitude, & recommendation .………..………….. 55 Vocabulary 2: Tone words …………………….…………………………………………………………. 57 Writing: Business Letter …….……..…………………………………………………………………….. 59 Reading: Paragraph organization …………….………………………………………………………. 64 Language Focus 1: Generic Structure of paragraph ……..…..……………………………… 65 Speaking: Business Report presentation ………………….………………………………………. 66 Vocabulary 1: Signpost in a presentation …………………………....…………………………… 67 Viewing: Report note-taking ………………………………………………………….……………..….. 74 Language Focus 2: Generic Structure of Business Report .…………………..………….. 75 Vocabulary 2: Linkers & connectors ..…….…………………………………………………………. 57 Writing: Business Report …….……..…………………………………………………………………….. 79 Listening: Presentation of company’s information ……………………….……………..….. 84 Language Focus 1: Generic Structure of business report .…..……………………………… 85 Vocabulary 1: Vocabularies for Public Relation Industry ..…....…………………………… 67 Speaking: Company profile presentation ………………….………………………………………. 90 Reading: Institutional information in mass media .……………………………………………. 92 Language Focus 2: Expression for institutional analysis .……………………..………….. 97 Vocabulary 2: Vocabularies for institutional information analysis ……………………. 100 Writing: Institutional analysis …….……..…………………………………………………………….. 101 Let me bring you up to speed! 63 Hope they pique your interest! 83

1 | P a g e English for Executive Administrative Assistant Let’s Get Down to the Business UNIT1 Objectives: Building effective business communication by applying intermediate communication strategies and skills. Read the dialogue below and discuss the questions with your friends Discuss the dialogues above with your friends by answering the questions. 1. What do you think is the purpose of the dialogue? 2. In which phrases you can find the speaker accepts or decline the offer/request? Getting Started Sinta : What are you doing? Salma : I’m making report, but I can’t understand about the part of the report I have to finish Sinta : Can I help you? Salma : Yes, sure. Thank you for your help. That is very kind of you. Sinta : Yes, you are welcome Mr Reyhan : what about the report on the marketing sales I asked you to print yesterday? Reynan : I’m sorry, there is a problem with the excel report that I arrange. I am in a progress of finishing it. Would you mind to wait for a bit Mr? Reyhan : Alright, I have a time till 10 a.m and I hope you can finish it by then. Reynan : Thank you Mr. Syifa : Miss Qina, have you finished writing the monthly report? I have asked you to write it since a month ago. Qina : Yes miss, in a process. However, I have some of difficulty in reading the excel material from the financial team Syifa : Well, I’d be glad to read it for you. Qina : That’s very kind of you miss. Thank you.

2 | P a g e English for Executive Administrative Assistant 3. What do you think is the relation between the speakers? 4. Which one do you think is the formal dialogue of offering and requesting? State your reasons. 5. Which one do you think is the informal or less formal dialogue of offering and requesting? State your reasons. David : Okay,shall we start? Right thanks for coming as you know; this year we're raising money for the worldwide fund for nature's gorilla conservation project. Right we haven't got a lot of time. So, let's decide who does what the first thing is. Who's going to organize the tickets Carol : I’ll do that if you like. David : Yes, that'd be great thanks, Carol. Liam : How many do you think we'll need? David : Oh, about a hundred. Carol : And how much should they cost? Liam : How about 10 pounds each David : Yes, that sounds about right 100 tickets at 10 pounds each. Great Sarah : ……………… … (1)? David : ………………………….. (2)where should we put them? Carol : Well we can put them up in all the offices and maybe in some local shops and restaurants Sarah : ………………….(3)? Carol : Yes of course I know some of the local businesses I’ll ask them David : Great, so that's the tickets and the posters. We'll also need lots of tables and chairs. Liam, will you organize that? Liam : Uh… yes of course. I know someone who organizes weddings. David : Okay but remember, we can't pay anyone it's for charity. Liam : Yes, don't worry. I’ll ask him if we can have them for free. David : great and what about the food and drink? Carol : …………………..(4)? David : ……………………. (5) Carol : Well, we don't want Liam doing the cooking. Everyone will be ill. Liam : Hey! David : Okay, what else? What about music? Watch the video about job division in a charity meeting A. Viewing 1 Watch the video and fill the blank with the correct expressions

3 | P a g e English for Executive Administrative Assistant Expression of request Expression of offering 1. 1. 2. 2. 3. 3. 4. 4. 5. 5. Liam : Why don't we ask Jason? He's in a really good jazz band. They could play while people are eating David : Yes, good idea. Right, what else? Carol : Who's going to write the questions? David : Ah yes, that was next on my list… ……………………. (6)Liam? Liam : ... ………………………… (7) I love doing quizzes. Sarah : ……………………………(8)? Liam : …………………………………(9) Carol : Can I ask something, David? David : Of course. Carol : What are you going to do David : Well someone has to be the boss. Liam : Oh yeah I know David seeing as you're the boss ………………… (10)? You know the person asking all the questions David : ………………………………..(11) Liam : And of course, you'll have to wear this gorilla costume too! Sarah : That's a fantastic idea! David : I’m not sure about that. Carol : Actually, I don't think David needs a costume. David : Yes, very funny okay thanks for coming everyone. Let's make this the best event ever! 2 Listen again the audio, try to write what expression of offering and requesting you hear

4 | P a g e English for Executive Administrative Assistant Expression for Requesting and offering Offering and requesting things are important every time we want to be polite or to host people at your office or in a business meeting. We can use the phrases below to offer or request something. You can also find some phrases when you want to accept or decline an offer/request. Offering and Requesting in a Formal way - I’d be happy to (do something) This construction is a formal way of offering help. It is often used in the workplace between people who do not know each other well - I can (do something) It is a kind way to offer help to someone, in both its interrogative and affirmative forms. You can also use modals to make your request a formal way - Could you please… - Would you please …. - Shall I help you with … Offering and requesting in an informal way - Can you help me - Will you …. Way to accept/decline an offer or request a formal way - That would be nice - Yes, if you don’t mind - Yes, I’d love some - No thank you, I don’t want to disturb - That’s very kind of you. Unfortunately, I …. Reason - I’d like to, but … (reason) Expressions to accept/decline an offer or request in informal way - Sure thank you, - That’s a good idea - I’m okay, thank you - Thank you, but you don’t need to worry - Thanks, but… reason - No, thanks - That’s alright. Language Focus

5 | P a g e English for Executive Administrative Assistant Answer the dialogue using the language expression you have learned 1. Ms. Robert : Are you free Tina? Tina : Well, I am trying to finish my monthly report, MS Robert. Do you need anything? Ms. Robert : I am trying to print this marketing report. But the computer didn’t work. Can you give me a hand? Tina : …………………………………………………………………………………………………... (accept) 2. Liam : How are you doing, Ryan? Ryan : Well, I’m trying to use this photocopy machine. I don’t know what’s wrong with the machine but it won’t work. Liam : I can give you a hand if you want. Ryan : ………………………………………………………………………………………………………. (accept) 3. Mr. Chen : When does the meeting start? Kai : I think it is about to start in 10 minutes. Let’s go to the meeting room right now. Mr. Chen : I haven’t brought the meeting material. It is still in the photocopy room. Could you take it for me, please? Kai : ……………………………………………………………………………………………………… (refusing) 4. Deborah : What are you doing Gaby? You seem very busy. Gaby : Yes, I’m having a headache. I am replying to the client’s e-mail on the project. In addition, I also have to finish 3 more articles this afternoon. Would you like to help me, Ms. Deborah? Deborah : …………………………………………………………………………………………………. (refusing) 5. Harry : Ms. Granger are you busy in an hour? I have a request to ask. Ms. Granger : Not really Mr. Harry, I have just finished my daily report. Shall I help you with something? Harry : Yes, please. I would like to ask you to accompany me to the meeting today. Would you mind? Ms. Granger : ………………………………………………………………………………………………………. (accepting)

6 | P a g e English for Executive Administrative Assistant Signal words You are probably familiar with many or most of these conjunctions and connectors. There are many connectors that we can use to express similarity, contrast, cause, effect, or addition. To express contrast - Instead of - Although - However - Compared with - But - On the other hand - Unless To express similarities - Same as - Similar to - As well as To express Addition - Along with - In addition to - Moreover - Furthermore To express cause and effect situation - Because - Since - Consequently - Nevertheless - Accordingly - Because of - For this reason Use connectors to express contrast, similarity, addition, and cause-effect to combine the two sentences into one sentence to respond expression of requesting or offering. 1. I am glad to help you. I have to finish my report before noon, sorry. (however/for this reason) ---------------------------------------------------------------------------------------------------------------------------- 2. I am sorry I can’t. I have to go out to Cadbury hotel to have a meeting with the new client. (moreover/because) ------------------------------------------------------------------------------------------------------------------------------ 3. Thank you for your offer. I need to discuss it with my team first before I decide on the result. (accordingly/however) ------------------------------------------------------------------------------------------------------------------------------ 4. We need to discuss the presentation for the new project. We have to decline your lunch offer. (Consequently/As well as) ---------------------------------------------------------------------------------------------------------------------------- 5. I will be in the meeting room in a moment. Please bring me a copy of the presentation material to the meeting room. (in addition/however) ---------------------------------------------------------------------------------------------------------------------------- Vocabulary

7 | P a g e English for Executive Administrative Assistant Choose the correct expression to put in the dialogue. John : Thanks, everyone, for coming to this project meeting. I know we're all working crossfunctionally on this project, but so far the key stakeholders are really pleased with how it's going. This project will really benefit our overall value proposition and the company as a whole. Akiko : Thanks, John. It's an important project. It's good to be collaborating on this together. Barbara: So, what do we need to do, and by when? John : So, the first thing we need to do is design the customer survey questionnaire. In my experience, this is best done through an online survey tool. Akiko : That sounds like a great idea. I'm glad you have experience with this. John : Yeah, we've done something similar on previous projects. Matteo : So ……………., (1) John John : …………………………………………… (2)? Akiko : Yeah, happy to take it on. John : Thanks, Akiko. The next thing is we need the new designs finalized. Matteo, ……………… (3) Matteo : …………………………………………………………………. (4) John : Hmm. I see. I can understand the challenge you're facing. I've been in that situation before. So……………………………………………………………. (5)? Matteo : That's a good question. If I could get a slight reduction in my targets, …………………………. (6) John : That’s a tough request since everyone is busy with their own target. Barbara : ……………………………. (7)? I know his job well and I have some capacity at the moment. I can help him meet his targets so he can free up some time to finish the designs for this project. Matteo : Could you, Barbara? John : Hmm. I'm not sure if it's fair to ask Barbara to be supporting Matteo in his regular job so he can work on this project. Barbara : It's up to you, but I'm happy to support Matteo with his regular work, just for a couple of weeks so he can create the designs. He's the only one with the expertise. John : Yeah, you're right. OK, thanks a lot, Barbara. I appreciate it. Matteo, would that work for you? Matteo : Yes, that would work. Thanks. OK, you've made it easy for me to say yes. Writing dialogue of offering and requesting B. Writing 1 Pay attention to the dialogue and fill the blank using the expression you have learned

8 | P a g e English for Executive Administrative Assistant John : OK, then that's settled. Thanks, both. I really appreciate your help in this. So, can you get them done by the end of the month? Matteo : Yes, that should be no problem. Dialogue making guideline Choose one request and one offer. Discuss with your friend Your dialogue should consist of - Greeting - Request - Response - State your response reason Request: Calculate the cost of the new product Request: Meet in the conference room in the next 15 minutes? Request: Using a corporate jet for the business trip to South Korea Request: Take a Saturday off Offer Help in the Johnson account Offer Get the financial report that goes with the presentation of the product Offer Help in managing the training for the new employee Offer Have another night shift on the weekend 2 Choose a topic below and work with a partner in creating dialogue of offer and request using the signal words as well

9 | P a g e English for Executive Administrative Assistant Write your dialogue here Read the dialogue below. Pay attention to the bold expression, then answer the question Marcus : Now you all know why I've called this meeting. Sales figures for our region are down, and we need to address this as soon as we can. I'd like to start by asking Maya to talk us through the figures and then we can take a look at the products we're offering and compare them with the competition. So, Maya, your report, please. Reading extended formal dialogue between colleagues. C. Reading -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------

10 | P a g e English for Executive Administrative Assistant Maya : Thanks, Marcus. Well, I've prepared some handouts to show you how the figures are looking. If we look at the sales year, the sale downward has happened since the beginning of the year. So, in order to meet the budget this year we will, in my opinion, have to start some cost-saving measures Anna : What exactly do you mean by that? Cost-saving measures? Redundancies? Maya : That's one possibility Anna : I am sorry to have a different opinion. We need a strong workforce. I don’t think it will be possible to be done. Marcus : Okay thanks, Maya and Anna. I understand that cost-cutting is something that we need to think about, however, we also need to stop the downturn in sales and regain market share. So can I bring you in here David, any comments? David: : Well, it's hard to know what the problem is. Our products are competitive. Marcus : So they're not getting better offers from the competition David : Well, I am not sure about that. Let’s have a discussion later on in your office. By the way, at the moment I've prepared some handouts yes go ahead it'll be good to look at the details Marcus : Ok. Thanks, David. That was all useful information. Anna, can we turn to you now? Do you have any ideas why this downturn is happening? Anna : Well, it's true we are seeing a decrease in customs in our region. There's also been an increase in customers canceling new contracts within 14 days. David : So, do you know why do the customers say? Why they don't like our offers? I personally feel that this is vital information. I am sorry, the information is hard to swallow. Anna : : I understand what you are saying. So, I'd like to suggest we review our customer account procedures from first contact to after-sales care. What I mean is perhaps it would be a good idea to start with that and see if the sales figures improve. Marcus : Thanks, Anna. What do you two think of that? Maya: : Can I make another suggestion? I think we need to see the whole picture from the customer's point of view. A customer survey perhaps is a good idea.

11 | P a g e English for Executive Administrative Assistant Anna : If you mean it has to be from the neutral position, that would be a big project it would need a project team which means taking staff from other departments Maya : Actually, I was thinking about hiring an external researcher to get a neutral view of our position in the market and customers' views of us. Marcus : Oh, I like that idea. I think it could be very useful information Anna : Which department pays for it though? Marcus : : We can talk about that in a minute. Do you agree in principle though that we need to understand the cause of the problem Anna : Yes. I suppose so. Marcus : Good. David, could you look for a market research company we could work with on this? David : Sure. Marcus : OK let’s move on, shall we? 1. What do you think the bold expressions are used for? ___________________________________________________________________________ 2. What expressions do you find unfamiliar in the dialogue above? ___________________________________________________________________________ 3. In what kind of situation do you think you can use the expressions in the dialogue above? Explain your answer. ____________________________________________________________________________

12 | P a g e English for Executive Administrative Assistant Asking for confirmation • What exactly do you mean by … (when you say) • Could you give me a bit more detail on that? • Could you explain what you mean by …. (when you say) • Could you be more specific? • So, you mean… • In other words, you’re saying … Expressing Hesitation/uncertainty • I can’t follow you. I don’t get it • I (we) doubt … • To tell you the truth (to be honest) I have some doubts about it. • I’m not very confident (sure) about … • I’m very (extremely) concerned about it Change the subject • Speaking of … • To get back to what I was saying, … • By the way • That reminds me of • That brings to mind Redirect the subject • I understand what you are saying, but let’s refocus for a minute. • There is plenty of different perspectives here, but remember what we’re talking about. • I’m not sure I understand enough about that position. Can we talk about (the original topic) instead? Avoid certain topic • No comment • I’m not at liberty to say • Wait and see • Let me get back to you • I’m sorry, that’s confidential • Sorry, that’s personal • I’d rather not talk about it Language Focus: Expressions of hesitation, confirmation, redirecting subject, exchanging the subject and avoiding certain topic

13 | P a g e English for Executive Administrative Assistant Pay attention to the dialogue below and fill in the blank with the language function you learned (expression of hesitation, confirmation, changing the subject, idioms of hesitation, redirecting subject, avoiding subject to talk) Ms. Anna : How are you, Mr. Gilbert? Mr. Gilbert : Excellent, thank you. What about you? Ms. Anna : Wonderful. Thank you. I heard that you have just come back from Canada for your holiday. How was the holiday Mr.? Mr. Gilbert : Well, it’s been wonderful. I really enjoyed my winter vacation there until I checked my email. ………………………. (1), I was wondering why did you contact me through email during my holiday. That was unusual. (expression of changing topic) Ms. Anna : That’s what I am going to talk about today Mr. Thank you very much for spending your time during your day off. Mr. Gilbert : My Pleasure, Ms. Anna. What is today’s meeting agenda? We don’t have any problem with the company, right? Ms. Anna : Unfortunately, we’re having several problems with our clients in Holland. Mr. Gilbert : Our client in Holland? Do you mean Mr. Van Gogh and Ms. Trinity? ……………………………………………………. (2) They usually pay on time. I don’t understand. (expression of hesitation) Ms. Anna : Yes, you are right, they are excellent clients. Unfortunately, they are not pleased with the merchandise we are sending them. Mr. Gilbert : ………………………. (3)? How can that be? We always provide first-class products (expression of confirmation) Ms. Anna : I know; however, they aren’t happy. They say they are meeting with a new manufacturer next week Mr. Gilbert` : Nonsense, and what are we doing to change things? Ms. Anna : Well that’s the reason for our meeting today. I’d like to make a few suggestions. Mr. Gilbert : I’m listening Ms. Anna : Why don’t we change suppliers? Mr. Gilbert : Is that a problem? Ms. Anna : Let’s take a look at some of the suppliers in the area. I’m sure we can find a better one. I have surveyed some of the areas around here and I have found some of the suppliers we need. And by the way, there are many good items in the neighborhood. Believe it or not, we also have some good cafes to hang out in the neighborhood around us. Mr. Gilbert : OK. ……………………….… (4)? (expression of redirecting the topic)

14 | P a g e English for Executive Administrative Assistant Ms. Anna : Sorry for being out of topic. Shall we invite them to meet with us? Mr. Gilbert : That’s an excellent idea. It’ll show them our concern Ms. Anna : Do you think they will change their mind, Mr. Gilbert? Mr. Gilbert : ………………………………………… (5) Let’s try our best. (expression of avoiding certain topic) Ms. Anna : OK. I’ll arrange the meeting. Thank you, Mr. Gilbert Mr. Gilbert : No, I thank you, Ms. Anna. Idiomatic expressions are a type of informal language that has a different meaning from the meaning of the words in the expression. In some English conversations, we usually use the idiomatic expression to express something. In this term, we are going to discuss idiomatic expressions we can use in intermediate communication and in business conversation. • Beat around the bush This means telling someone to say what they have to say clearly and directly, even if it is unpleasant. • Keep our heads above water This is commonly used during difficult financial times when a business is trying to survive. • Hard to swallow This means that something said or present is hard to believe. • Bright spark This means that someone is very smart • Break a leg It means good luck. It is usually said when you cheer up someone to have good luck. • Piece of cake It means that the task is easy. • Same boat You can say this to someone else when both of you find yourselves in the same difficult situation. • Go to extra miles We use this expression when we talk about doing more than others expect. Vocabulary: Idiomatic expression for business conversation

15 | P a g e English for Executive Administrative Assistant • Up in the air If something, such as a plan or decision, is up in the air, it has not been decided or settled yet. • Back to the square one We use this when we need to start something over again because the previous attempt failed. Read the situation and decide the correct idiomatic expression suitable. 1. You are in the meeting with the marketing team. Your supervisor has the time to present the report. Your supervisor didn’t directly present the point of the presentation that become the main focus of the meeting. Instead, he talked on and on about things that has no relation to the meeting. What idiomatic expression you should say to the supervisor? ---------------------------------------------------------------------------------------------------------------------------- 2. You are a new employee of the Iconic Company. You are asked to prepare the meeting room and copy the material for the next meeting. You did what you asked and you even prepared the material for each seat for the participant. In addition, you have already prepared snacks and drinks for the meeting participants. What idiomatic expression is suitable to this condition? -------------------------------------------------------------------------------------------------------------------------------- 3. Your boss asked to handle a presentation to a difficult client this time. You have to prepare the presentation yourself. You still look for a chance to ask your friend’s opinion on the presentation you made. Your colleagues face the same problem as you. They have to prepare the presentation by themselves. What idiomatic expression you can say to your friends? ------------------------------------------------------------------------------------------------------------------------------- 4. Mr. Kim is the sales manager at Hybe company. He invites the sales team member to have a meeting in the meeting room. He evaluates the downturn of the sales of the product in the last few months. There is some rejected product circulated in the market. Mr. Kim asks the sales team to start the sales marketing from the beginning to regain the trust of the customer. What is the idiomatic expression suitable for the sales team? ------------------------------------------------------------------------------------------------------------------------------ 5. Andi is a supervisor at Citizen company. He joined a meeting on product improvement quality. He suggested one idea that hasn’t been thought of by anyone. Many people think that it seems to be a great idea in improving the quality of the product to attract more customers. What idiomatic expression is suitable for Andi? -------------------------------------------------------------------------------------------------------------------------------

16 | P a g e English for Executive Administrative Assistant Mr. Blair : Good morning everyone. First of all, I would like to extend a warm welcome to Bob, the Vice President of Sales in our US branch. Mr. Blair : Let’s talk about today’s agenda. If it’s ok with everyone, I’d like to start with the second point. Bob, can you please talk about the sales reports from each district? Bob : Sure, I’d love to … Here are the data from the sales improvement this year. Mr. Blair : Thank you very much, Bob. Now I’d love to get some ideas from everybody. How do you feel about those results? Is there anything we can all do as a team to improve sales in our districts? Sue : I feel that we have been focusing too much on younger customers. In my opinion, we need to focus our advertising on an older market, around the 35-40 age group. Johnny : I’m sorry, I didn’t catch that. Could you repeat that please? Sue : I said that we need to focus our advertising on the 35-40 age group. Johnny : Unfortunately, I see it differently. I think that we are not focused enough on younger customers. Our advertising is not reaching the 25-34 age group, and we need to update our advertising channels. ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ Your dialogue should consist of the language expressions such as expressions of hesitation, avoiding a certain topic, asking for confirmation, redirecting the topic Acting out a business conversation D. Speaking 1 With a partner, continue the dialogue using the expressions you have learned in the previous lesson

17 | P a g e English for Executive Administrative Assistant ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------ Supposed that you are your division representative in a meeting with some company members from a different division. The HR manager asked the representative of the division to present the monthly progress report on the project that they work on. There are some opinions, hesitations, and confirmations you have to make on the dialogue. Now, create a dialogue with your group, about the situation above. Later on, act the dialogue out in front of the class. Use the draft below to help you arrange the dialogue Student a Student B Student C Open the meeting with light conversation (you put your idiom here) and ask to present the report Presenting the report Open the discussion for other members Ask for confirmation Confirming the statement State hesitation Comment on hesitation Make a comment on another thing that does not need to be discussed Avoid the topic Redirect to the report Close the meeting 2 With your partner, write a dialogue based on the given situation. Then, act the dialogue in front of the class. Ask the feedback of your dialogue from your friends and teacher.

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19 | P a g e English for Executive Administrative Assistant Read these short dialogue excerpts between business partners. Suppose that you are in these situations, which response will you give? Justify your answer! Situation 1: Situation 2: Getting Started Glad we’re on the same page! UNIT2 Objectives: Demonstrating effective and successful negotiation skills & reporting negotiation result efficiently If I order 30,000 silk scarves, what discount will you offer us? 30,000? Wow! That’s great! Thank you so much. How about fifteen percent? A 30,000 isn’t that large, actually, but if you buy 50,000 scarves I can give you up to fifteen percent discount. B Only 30,000? In that case, I can’t offer you any discount at all. C Could you move a little more on the delivery date? Even more? Seriously? Are you kidding? A Of course. How many more days would you like us to change it by? B I think we’ve already been quite flexible on that. However, we could look at our schedule first to decide. C

20 | P a g e English for Executive Administrative Assistant Here are some idiomatic expressions often used in a negotiation. Study them and practice with the next activity. bend over backward to make every effort to achieve something, especially to be fair or helpful cave in to to submit under pressure, to give in call the shots to be the person who controls a situation and/or makes the decisions come in high/low to charge too much/too little, to ask for too high/ low price get the short end of the stick to be in a disadvantaged situation, to suffer the bad effects of something has a card up her/his sleeve to have a strategy kept secret and in reserve for use when needed [be] on the fence undecided; not able to make a decision [be] in the bag certain/sure to be won, achieved, or obtained play hardball to be firm and determined in order to get what you want [be] on the same page to come to an agreement or to have a similar stance in deciding things a hard-nosed [one] someone who is tough, stubborn, or uncompromising stand on [one’s] ground to refuse to back down, insist on one’s position tie up loose ends finalizing all the remaining small details give some ground making a concession Below is a dialogue between two business colleagues. Read and fill in the blanks with the most suitable idiomatic expression to complete the missing parts. Mr. Derek : Thank you for the presentation, it was such a great product. However, I’m afraid we have some left (i) ……………………………….. that needs to be resolved. Ms. Claren : Sure, feel free to let us know to pull this through. We’ll try to (ii) …………………………….. to settle things. Mr. Derek : You see, allow me to be frank. You (iii) …………………………… with your prices. And I’m afraid you have to get it lower for us to agree. Vocabulary Idiomatic Expression related to negotiation

21 | P a g e English for Executive Administrative Assistant Ms. Claren : I understand that it might not be a moderate amount, but I ensure you that the valuation of our business is no less than that. We do not want to (iv) ……………………… on you. Believe me. Mr. Derek : Well, but it is difficult for us to make it with such a high budget. Sorry, but we can’t (v) …………………………. to your price. Ms. Claren : The best we could offer, considering that we’ve been working well together for years, is a seven percent decrease from our initial offer. I had never been a (vi) ……………………… partner for you; and never will. Mr. Derek : Thank you for the kind gesture. We are actually expecting around ten percent decrease. But, let me discuss it with my boss to (vii) ……………………………………….. after this. Ms. Claren : Great. Until then, I guess we can discuss the contract renewal, shall we? Mr. Derek : No worries, it’s (ix) ………………………………... We have reviewed them and all is acceptable. Ms. Claren : Excellent! Glad, that we’re (x) ……………………………………….! Below are some excerpts from a BBC channel called Dragon’s Den. As you watch, observe how Alex Buzaianu negotiates his business proposal to get an investment from Peter Jones by completing the missing note. PHASE 1: Stating position & interest Opening point Investment amount : 90,000 pounds Shares : …………………………………. Product Brand : Temporary Forever Item : …..…………………………………. Leverage : 1. Reflect style & character 2. ………………………..…………. Business valuation Initial profit : …………………………..…………. (kick start) Total revenue : ………………………..……………. (within 15 months) Prospect : make available online and retail stores across Europe, Asia, and the States. One of the best and most fruitful negotiations A. Viewing

22 | P a g e English for Executive Administrative Assistant PHASE 2: Questioning & clarifying Sales Kick Start : ………………………………… Online : 25,000 pounds Profit : ………………………………… Price point Retail : ………………………………… Low-end : none Valuation : high/mid/low PHASE 3: Bargaining Peter Jones’ bid Share inquiry : 35% Final ground : ……………….. after returned investment Alex Buzaianu’s take Projected valuation : 600,000 pounds 10 times of the profit Offered share : 15 % - 20% PHASE 4: Clinching the deal Tying up loose ends Alex Buzaianu: Peter Jones: 5% decrease Yes / No Partnership Yes / No Salary Yes / No 200,000 pounds order Yes / No

23 | P a g e English for Executive Administrative Assistant 1. Insisting/ making stronger demands ▪ What we need is a strong guarantee of … ▪ We would have to insist that … ▪ I’m afraid this is not negotiable. ▪ I’m afraid this isn’t something we can discuss. ▪ This cannot be part of our negotiations today. ▪ I believe there should be any other way to resolve the issue than this. 2. Urging/ making normal demands ▪ … would have to be … ▪ We’d have to expect a promise of … ▪ We expect some of that to be … ▪ Our expectation is something in the region of … ▪ We would like to propose … ▪ … will have to depend on … 3. Justifying/ providing reasons ▪ We are very worried about … ▪ … would go some way towards … ▪ So, we need to …. otherwise, … ▪ We have conducted research which shows that … ▪ We have a global policy of … ▪ Our priority has got to be … 4. Showing flexibility ▪ We’re prepared to accept … ▪ If you are prepared to … we will be happy to … ▪ Of course, we will do all we can to help to … ▪ That said, we do appreciate that … ▪ We accept we will need to pay more … ▪ We can discuss this separately. ▪ We would very much like to work with you to … 5. Stating objection ▪ I understand where you're coming from; however, ... ▪ I'm prepared to compromise, but... ▪ The way I look at it.../ The way I see things... ▪ If you look at it from my point of view... ▪ I'm afraid I had something different in mind. ▪ That's not exactly how I look at it. ▪ I'm afraid that doesn't work for me. 6. Wrapping up ▪ If you are prepared to meet our proposals, we would be happy to get all the documents ready. ▪ In case of further discussion, please feel free to set another agenda. ▪ If all is set, it is best to wrap things up right away. ▪ If we have met an agreement, ▪ We are looking forward to hearing your positive feedback. ▪ It sounds like we've found some common ground. ▪ I'm willing to leave things there if you are. ▪ I'm willing to work with that. ▪ I'd like to stop and think about this for a little while. ▪ You've given me a lot to think about/consider. ▪ Would you be willing to sign a contract right now? Language Focus

24 | P a g e English for Executive Administrative Assistant Below is a dialogue between two businessmen negotiating their terms. Read and complete the blanks with useful expressions suitable to the context. Andrew Kirk : Good morning, Ms. Steel. After all those emails and phone calls, it’s great to finally meet you in person. Laura Steel : My pleasure, please call me Laura. Andrew Kirk : Nice to see you, Laura. So, we are here to discuss what was left in our last email. Laura Steel : It’s about the manufacturing cycle time, I believe. Andrew Kirk : Yes, you see, getting you the short end of the stick is the least that we want, surely. However, (1) …..……………………………………………………. that you can cut short the time so we can proceed with our project by August next year. [Insisting/ making stronger demands] Laura Steel : I’m sorry, Andrew. But I’m afraid it would be difficult for us to meet. The time we need to manufacture (2) ……………………………………………………………… your order scale. For a [Urging/ making normal demands] mass production like your order, our manufacturing cycle time (3) ………………………………. ……………………………………………. five months in range. [Justifying/ providing reasons] Andrew Kirk : (4) …………………………………………………. a slight raise to compensate for that tight schedule [Showing flexibility] if it works for you. Let me propose a 10% raise for three months. Laura Steel : Appreciate the kind offer. (5) …………………………………………………………………….. Pardon me, [Stating objection] but 10% raise will solely go to the raw materials’ immediate supply. We still need to distribute the load to more subsidiaries to complete your order within three months. After all, we want to put quality over quantity. Andrew Kirk : (6) …………………………………………………………………….., I’m afraid that we have to stand on our grand with three months. [Stating objection] Laura Steel : (7) ………………………………….. raise it up to 25% ………………………………………… start our [Wrapping up] production right away. Andrew Kirk : 25% is too high for our margin though. (8) ……………………………………………………10-20%. [Urging/ making normal demands] Key terms: Manufacturing cycle time : a time it takes to go from raw materials to finished goods Subsidiary company : a company that is owned or controlled by a parent or holding company Contract Manufacturer (CM) : a manufacturer that contracts with a firm for components or products

25 | P a g e English for Executive Administrative Assistant Laura Steel : Andrew, we really wish to be a partner with you for more years to come. So, here is our last offer. How about a 20% raise but with a guarantee of 5 years Contract Manufacturer? That’s the lowest we could come in. Andrew Kirk : (9) …………………………………………………………………. supply all essentials required for our [Showing flexibility] projects as we have also seen the quality you can offer. So, I guess that would work for us. Laura Steel : Excellent! (10) ……………………………………..………………..………………..………………..……………….. [Wrapping up] Andrew Kirk : Sure, since all is set, why don’t we now move on to tie up some loose ends? Practice your negotiation skill by completing these activities. Be sure to use all vocabulary and useful expressions from the previous sections. B. Phase: ………………………………………………… Karl Stephenson : That’s interesting, but allow me to clarify some points. Aya Akeno : Please, feel free to do so. Karl Stephenson : .…………………………………………………………………………………………………………………………… .…………………………………………………………………………………………………………………………… Aya Akeno : .…………………………………………………………………………………………………………………………… .…………………………………………………………………………………………………………………………… A. Phase: ………………………………………………… Karl Stephenson : On that aspect, we are worried about the …………………………………………………………. Aya Akeno : I believe we can find a solution to that. Karl Stephenson : If we manage to have an agreement with this collaboration, our priority has got to be ………………………………………………………………………………………………………………………… .…………………………………………………………………………………………………………………………… Aya Akeno : I am prepared to compromise, but ……………………………………..……………………………… .…………………………………………………………………………………………………………………………… Acting out a rehearsed negotiation script B. Speaking 1 Continue the dialogue and order the excerpts to make a full cycle of the negotiation phase.

26 | P a g e English for Executive Administrative Assistant Welcome him/ her to your company Thank him/ her for giving a time to discuss your proposal Ask and give him/ her time to explain the proposal Elaborate on your program highlighting your leverage and state your proposal inquiry [cont.] D. Phase: ………………………………………………… Karl Stephenson : Welcome to our company, did you have a good flight? Aya Akeno : Thank God the sky is clear, I had a nice and uneventful flight. Karl Stephenson : Good to hear that. Let’s get down to the business, shall we? Aya Akeno : Sure, I’m here with my team to elaborate on our collaboration proposal. ………………………………………………………………………………………………………………………………. ..…………………………………………………………………………………………………………………………….. C. Phase: ………………………………………………… Karl Stephenson : We see a good prospect in need, but we also need you to be more flexible to avoid a deadlock. Aya Akeno : All right, Karl. How about this? …………………………………………………………………………… ……………………………………………………………………………………………………………………………… Karl Stephenson : That would be excellent. It sounds like we've found some common ground. Aya Akeno : .…………………………………………………………………………………………………………………………… .…………………………………………………………………………………………………………………………… 2 Work with a peer to rehearse a dialogue with the given scenario and act it out in front of the class. Party 1: You are the head of the Public Relation Office in your company and is having a meeting with an Event Organizer for a prospective sponsorship in a national scale music festival. Require some benefits in exchange for the sponsorship they are proposing. Party 2: You are the Project Manager of an Event Organizer and are meeting a particular company’s Public Relations Office to propose sponsorship in a national-scale music festival. Inquire about some amount of funds by highlighting your program leverage to encourage their company’s public awareness.

27 | P a g e English for Executive Administrative Assistant [cont.] Clarify some details about the program and/or proposal Provide a detailed explanation regarding the program and/or proposal State your objection to one aspect he/she proposes Provide justification for your proposal Insist an additional demand for your sponsorship Try to low-ball your proposal to meet his/ her demand Show flexibility to indicate a common ground to their proposal Agree to their proposal with a variable (if any) to secure the sponsorship Clinch the deal Thank him/ her for the sponsorship Read the following negotiation report and complete the given table to identify details about the negotiation process. Minutes of Negotiation Meeting C. Reading

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29 | P a g e English for Executive Administrative Assistant Complete the following table with the information you get from the Minutes of the Negotiation. Boards Parties involved Issues & Objective

30 | P a g e English for Executive Administrative Assistant Variables Agreements/ decisions Minute Taker Authorities To prepare a comprehensive Minutes of Negotiation Meeting, get yourself familiar with these useful expressions to briefly and effectively report all variables addressed. Cloudrevel inquired about the legalization of the bidding process. AJ and Son inquired if there is a possibility to readjust some of the terms in the contract. GEICO Co. brought up/ raised the issue of the staff’s safety when having to work in a harsh environment. BonFare Ltd. argued against the proposed division of the profit margin. Collins tabled a revision to the current SOP. EBA queried whether the penalty for breach of contract can be reduced. Hanscorp pointed out the detrimental clause in the previously agreed-upon contract. Some new points related to the safety measure have been stipulated in the new contract. It was noted/ suggested that the marketing budget is considered low and that it will be increased. Language Focus Issues & agendas: Action to be taken/ the given response:

31 | P a g e English for Executive Administrative Assistant It was decided/ agreed to cut the production cost to a minimum. Lumires acknowledged the faulty standards and that renewal will be carried out. Torrents claimed/ affirmed that they made no errors during the construction process. Brendon countered by stating that the Layoff will bring the payroll down which will contribute to the company’s financial standing. A decision is withheld until the annual report is issued. Practice the useful expressions from the Language Focus section to complete the following excerpts: No. Issues & concerns Response 1. Trinity ……………………………………………………… a timeline extension related to the construction’s due date. Lionel Co. …………………………………………to extend the due date by 1 month. 2. Collins ……………………………………their objection to the ownership of the copyright. Papyrus ……………………………………….. the decision until the other variables are agreed upon. 3. UNI ……………………………………………… all personnel can receive a 10% increase in their salary. HRD ………………………………………………. the personnel’s contribution to the company and agreed to the increase. 4. Anderson …………………………………………………. the obligation of fulfilling 75% quota for weekday performance. Artfolio ……………………………………… that quota is necessary to ensure the production cost. 5. Tomlinson ………………………………………… there is a possibility to revise the second clause on the contract. Kingston …………………………………………………………… that the contract had been legalized by the attorney and that changes are no longer feasible.

32 | P a g e English for Executive Administrative Assistant Here are some Key Terms that we will encounter during a negotiation. Study them and check your understanding by completing the given practice. Opening point (n) : The first figure of one particular variable that one stated in his/her position Target point (n) : A satisfactory figure for a particular variable Reservation point (n) : A limit for a particular variable that one can’t go beyond BATNA (n) : Best Alternative to a Negotiated Agreement; what you will still have if the negotiation fails Deadlock (n) : A situation where there is no solution because neither side can move Leverage (n) : (bargaining power) something that gives one party a greater chance at succeeding over another Log-rolling (n) : Trading one favor for another Sticking point (n) : Something that could cause the negotiation to fail Arbitration (n) : Conflict that is addressed by using a neutral third party. Haggling (v) : Arguing back and forth (often about prices). To which situation do these Minutes of Negotiation Meeting excerpts illustrate? Issues & concerns Response Buzzer pointed out the imbalance in proportion between their obligation to the benefits they received. Clarenz countered by stating that all points had been initially approved by both parties and that revision will void the contract. Deadlock Issues & concerns Response Collins inquired about compensation for the reduced projects assigned to them. Goldberg acknowledged the issue and offered a higher margin of profit for the following season’s project. 1…………………… Vocabulary Key Terms on Negotiation

33 | P a g e English for Executive Administrative Assistant Issues & concerns Response NaturElle argued about the undermarket price offered by Bitverse. Bitverse affirmed that the price has been evaluated and calculated from the initial position proposed by NaturElle. 2…………………… Issues & concerns Response Labor Union raised the issue of the limited number of personnel in each shift. Petri Inc. affirmed that the current number has been the maximum cost feasible for the company and stated that more numbers will cause a great loss. 3…………………… Issues & concerns Response Francis Co. queried whether all permanent and contract workers will remain after the M&A. GI Finance suggested withholding the decision until eligible arbitration is sought. 4…………………… Issues & concerns Response Hans & Partner tabled the incompetency of the new management in running the program. ReGlobe claimed the insufficient professional development budget to be blamed. 5…………………… In the following activities, you will have two examples of negotiation excerpts. Read the excerpts to understand the key ideas that the negotiation addressed to practice writing Minutes of Negotiation Meetings. Mark Smith : Thank you for coming to talk to me today, Ms. Jackson. Let’s not waste each other’s time and let's go straight to the topic. Ellen Jackson : I agree, Mr. Smith. What can I do for you? Mark Smith : I would like to suggest a deal. What I have in mind is, I believe, a win-win situation for both of us. Ellen Jackson : Please, do go on, Mr. Smith. I’m all ears. Reporting negotiation in Minutes of Negotiation Meeting D. Writing 1 Read the negotiation excerpt between a company and its supplier and complete the issue and/or the response.

34 | P a g e English for Executive Administrative Assistant Mark Smith : We are establishing a new office in Tokyo, and we are interested in purchasing a large number of goods from your company. Of course, provided that you give us a good offer. Ellen Jackson : What amount approximately are we talking about? Mark Smith : We would need around 500 tables and twice that of chairs, as well as some other office furniture. Ellen Jackson : I see. We could definitely offer a discount for such an amount of goods. And what about the delivery? When would you want the order to be shipped? Mark Smith : We would like the goods to be delivered by the end of the month. Ellen Jackson : That is quite soon, Mr. Smith, it will be tight. I am afraid we would not be able to offer a big discount in that case. Would it be possible to have the order shipped at a later date? Mark Smith : I'm afraid that is not an option for us. That put us in deep water. We need to get the office ready, so we can start working from the beginning of next month. Ellen Jackson : I see. Mark Smith : So, how much of a discount would you be willing to offer? I know that this is on short notice, but I'd like to add that we are on the hunt for a longtime partner. Ellen Jackson : Well, with that mentioned, I could offer about 5% off for the upcoming purchase and maybe a little bit more after the contract for a longer-term relationship is signed. Mark Smith : I am afraid that might not be enough to close the deal. We are evaluating offers from other suppliers, too. Ellen Jackson : You drive a hard bargain! I guess competition is fierce these days. What about a fixed rate of 7% discount? That is my last resort. Mark Smith : Okay, deal! Thank you very much. It is always a pleasure doing business with you, Ms. Jackson. Report the above negotiation by completing the given Minutes of the Negotiation Meeting below: Idiomatic expressions: (be) all ears : To listen eagerly and attentively. (be) in deep water : To be in a difficult situation which is hard to deal with. Last resort : An option that you as a last chance when there are no other options available.

35 | P a g e English for Executive Administrative Assistant SHARON WANG CLOTHING TAIWAN PROCUREMENT OF THE TOKYO BRANCH OFFICE’S FURNITURE MINUTES OF THE NEGOTIATION MEETING 23 January 2023 Sharon Wang Clothing HO (Sharon) 1. Mark Smith Vice Deputy 2. Tommy Lee Head of the Finance Department 3. Linda Wang Tokyo Branch Manager, End-user Procurement Management Department (PrMD) 1. Diana Olsen Manager ATTENDANCE: NAME OF FIRM NAME OF REPRESENTATIVE CONTACT NOs. & EMAIL ADDRESS SIGNATURE TIME-IN 1 Abe Furnic, Inc. (Abe) Ellen Jackson [email protected] Akihiko Yama [email protected] NAME OF END-USER POSITION SIGNATURE Linda Wang Branch Manager The Negotiation Meeting for………………………………………………………………………………….…………………… ……………………………………………………………………………………………………………………………….………………….. …………………………………………………………………………………………………………………………….…………………….. was conducted in Room 8012, 8th Floor, Asahi Convention Room, Carlton Hotel, Tokyo City, and was called to order at 09:00 A.M. on 23 January 2023 by the Vice-Deputy, Sharon Wang Clothing.

36 | P a g e English for Executive Administrative Assistant I. Business Matters: TBO FP No. 230034789 (Negotiated Procurement) Item: ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………… II. The following were discussed, clarified, and agreed upon: 1. Order Quantity 2. …………………………………………. Delivery/ shipment 3. Price deduction III. Noted comment/ reaction from the Sharon members, end-user, and supplier: SHARON’s ISSUES AND CONCERNS ABE’s RESPONSE …………………………………………… Sharon inquired about a good offer for a large number of goods i.e. 500 tables, 1000 chairs, and other furniture. ABE affirmed that a discount will be given for the inquired amount of goods provided that some variables are met. …………………………………………… Sharon inquired if the goods are to be delivered by the end of the month. ABE suggested that a later date of shipment will guarantee a big discount. Sharon argued that extended time for shipment is not possible and that agreement will be considered a prospective longtime partnership. ABE noted the urgency and offered 5% off for the upcoming purchase and more after the signing of a long-term contract. PRICE DEDUCTION Sharon brought up better deals from other suppliers. ABE decided on a fixed rate of 7% discount. AGREEMENTS 1. ABE agreed to supply the inquired goods by the end of the month. 2. ABE secured the 7% discount for the inquired goods in the guarantee of a long-term contract.

37 | P a g e English for Executive Administrative Assistant The Negotiation Meeting adjourned at 10.00 A.M. Prepared by: Dilan Wu Secretary of PrMD Reviewed by: Sharon Wang Deputy Director CERTIFIED CORRECT SHARON Signature Mark Smith Vice Deputy Tommy Lee Head of the Finance Department Linda Wang Tokyo Branch Manager, End-user Toby Ellen : OK, so in your latest email said you could be flexible on the initial setting-up fee in exchange for slightly higher monthly fees. I think we could accept that. I’d say we could accept a 1% increase in the monthly fees for the first two years in exchange for a 5% cut in the set-up fee. How does that sound? Liam Lee : I think that’s fair enough. Toby Ellen : So that’s agreed? A 1% increase in monthly fees for two years, a 5% cut in the set-up fees? Liam Lee : Yes, that’s fine. And then we can review the situation after those two years. Toby Ellen : Excellent! Appreciate that. Liam Lee : What about the non-compete clause? You were expressing your worry about committing yourself to five years before. Toby Ellen : Well, yes, I mean obviously I want to make this franchise work, but if it doesn’t, for whatever reason, I need to be able to make a living. And the non-compete clause says I can’t open another shop for five years. Liam Lee : To be more precise, it says no other shop in the same market, so grocery stores, within a 20km radius of this shop. We have to include such a clause, so we can rest assured that you won’t take away all our secrets to set up in competition with us over the road. Toby Ellen : OK, fair enough, but there’s a big difference between over the road and 20km. 2 In a group of 3 or 4, read the following excerpt of the negotiation between franchaisee and franchisor and write the full Minutes of the Negotiation meeting.

38 | P a g e English for Executive Administrative Assistant This is a big city, and there’s no way a little shop 5km away, or even 1km away, is in direct competition. Liam Lee : So, what are you proposing? Toby Ellen : Well, as I say, I think the exclusion zone could be cut to 1km, possibly slightly more. Or we could reduce the term of the non-compete clause, too, say, 2 years. Liam Lee : Well, I’m afraid 1km is totally out of the question, as is a 2-year term. We might be able to show some flexibility in both of these, but I was thinking more in terms of 15km for a period of, say, four years. But that would depend on what you could offer us in return. Perhaps we could revisit the notice period. Toby Ellen : Er, well, I thought we’d agreed on that. You said you’d accept a three-month notice period. Liam Lee : Yes, that’s right. But we’d need something in return for flexibility on the non-compete clause. Do you have a better suggestion? Toby Ellen : Not really. As I said earlier, the three-month notice period is as long as I’m prepared to accept, and I also can’t accept the non-compete clause as it stands. Liam Lee : OK, so … are you saying you’re not prepared to accept our offer? If that’s the case, it would be a shame, but it’s up to you. Toby Ellen : I don’t know. Could we take a time out? I need to think about this before I make a decision. I also want to make this work, and it would be a shame to walk away after we’ve come so close to an agreement. Liam Lee : I agree. Shall we meet back here in half an hour? Toby Ellen : OK, so I’ve given it some thought. I was wondering whether we could do something like this with the non-compete clause: a large exclusion zone, say 15km, for the first year, and then a smaller zone after that, say 2km for the next three years. Liam Lee : That’s interesting. We might be able to work out something like that, in exchange for a longer notice period. How about this? 15km for the first two years, and 5km for the next two years. In exchange for a notice period of five months. Toby Ellen : Er, let me think about this. Tell you what. Let’s make the notice period four months, and you’ve got yourself a deal. Liam Lee : Sounds good. Let me just confirm what we’ve agreed, then … Toby Ellen : Yes, that all sounds fine. Liam Lee : Excellent. Well, it’s been a pleasure doing business with you. You drive a hard bargain, but I think this will be a good deal for both of us. Here’s to a successful long-term relationship! Write a Minutes of the Negotiation Meeting to report the above negotiation below:

39 | P a g e English for Executive Administrative Assistant A-Z BURGER FRANCHISE SETUP: THORNBURY ROAD OUTLET MINUTES OF THE NEGOTIATION MEETING 12 February 2023 A-Z Burger (AZ) 1. Liam Lee Account Manager 2. Sarah Clint Regional Deputy Regional Project Development Department (RPDD) 1. Lilly Judith Team Leader ATTENDANCE: NAME OF FIRM NAME OF REPRESENTATIVE CONTACT NOs. & EMAIL ADDRESS SIGNATURE TIMEIN 1 Prospective franchisee (Franchisee) Toby Ellen NAME OF END-USER POSITION SIGNATURE Tobby Ellen Franchisee The Negotiation Meeting for………………………………………………………………………………….…………………… ……………………………………………………………………………………………………………………………….………………….. …………………………………………………………………………………………………………………………….…………………….. was conducted in Room A.12, Multi-Purpose Launch, A-Z Corp Building, and was called to order at 01.00 P.M. on 12 February 2023 by the Account Manager, A-Z Burger.

40 | P a g e English for Executive Administrative Assistant I. Business Matters: NFO TR No. 8512009 (New Franchise Outlet) Item: ……………………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………………………………… II. The following were discussed, clarified, and agreed upon: 1. ………………………………………………..…………. 2. …………………………………………………..………. 3. ……………………………………………..……………. III. Noted comment/reaction from the AZ members, and Franchisee: FRANCHISEE’s ISSUES AND CONCERNS AZ’s RESPONSE

41 | P a g e English for Executive Administrative Assistant AGREEMENTS The Negotiation Meeting adjourned at 02.15 P.M. Prepared by: Lionel Lui Account Executive Reviewed by: Tommy Chen CEO A-Z Burger CERTIFIED CORRECT: A-Z Burger Signature

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43 | P a g e English for Executive Administrative Assistant Read and write the letter’s part below. Please drop me a line UNIT3 Objectives: Demonstrating Post-Intermediate Business Correspondence skills by identifying and writing varied types of business letters. Getting Started Source Satelit 2340 University Avenue Green Bay, Wi 54311 November 29, 2022 Clark Kent Marketing Manager Fox Valley Center De Witt Street Appleton, WI 54911 Dear Mr. Kent, Working with your company for the past two years has been an excellent experience. Unfortunately we have to inform you that our company has no longer need of your services. This is because our management has decided to move our marketing strategies in the different direction, and consequently to involve new partners in our business. Since the consulting services you have provided for our company are not complementary with current marketing strategy we have to cancel our contract with you. We take this opportunity to thank you for the wonderful work you have done for us so far. Neverhteless we hold high hopes to remain on good terms with you and your company, and if we require services similar to what you have provided in the past, we would certainly like to consider you again. Kind regards, Jey Lisa J. Hall 1.................. 2.Date 3.................. 4...................... 5................... 6................... 7.................... ...