BUSINESS PARTNER B1 WRITING QUESTIONS

1. Read this email from the Human Resources

Director to the new Sales Manager.

To: Gil Folds, Sales Manager

From: HR Director

Subject: New Sales Manager

Welcome to the company. I hope you have a good first day. I have informed the staff that you are starting
work today. However, I think it would also be a good idea if you could send them all an email to introduce
yourself as soon as possible.

Write an email to all your colleagues:

• introducing yourself.

• saying what your previous job was.

• saying how you feel about the new job.

• inviting them to contact you if they have any problems.

Write about 60–80 words.

2. Read this email from the CEO asking for a summary of a meeting.

To: Customer Services Manager

From: CEO

Hi Morgan,

Could you let me have a summary of this morning’s meeting, please? I understand you discussed the
reasons for the delivery problems and low stock levels we’ve had recently. We cannot afford to have
unhappy customers. It’s important that I have a list of the action points agreed on as soon as possible.

Many thanks

Write an email to the CEO:

• saying what the meeting was about.

• giving reasons for the problems.

• summarising action points.

• saying when you hope to find a solution.

Write about 60–80 words

3. Read this email from the Operations Director asking for a project update.

To: Executive Assistant

From: Operations Director

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Subject: Jaipur Building Project, India

Hi Kieran,

Can you find out what’s happening with the Jaipur project? News reports are saying the project has
stopped temporarily. Email the Project Manager and request an immediate update. Find out about any
delays. We’ve heard nothing here.

Write an email to Bill Mathers, Project Manager, Jaipur:

• explaining why you’re writing.

• requesting an update.

• asking for details about any delays.

• inviting him and the chief engineer to join a video meeting tomorrow.

Write about 60–80 words.

4. Read this order form received from WY Engineering.

Write an order confirmation letter to Jim Barnes of WY Retail. Write about 60–80 words.

• explaining why you’re writing.

• confirming the main details of the order.

• enclosing new catalogue.

• telling them what to do if they have any questions.

5. Read this email from your boss about a 3D printer your company bought.

Here are my comments on the CCPrint3D printer we bought last week after a client recommended it.

Good points: fast; good quality machine; not expensive

Bad points: poor customer support

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Could you post a review on their website, please?

Write a product review about the CCPrint3D printer:

• saying why your company chose this printer.

• giving details of good points.

• describing negative points.

• saying whether you recommend it or not.

Write about 60–80 words.

6. Read this part of an email from your boss about security.

Mr Kensall is having a tour of our premises next week. Please email him and inform him of the visitor
guidelines before he arrives.

Please make sure you include the following: details of entry system, mobile phones not permitted; in
factory – protective footwear and clothing, warn about moving machinery and wet floors. No photos and
no samples to be taken out of building.

Write an email to Mr Kensall about his visit:

• saying why you are emailing him.

• telling him what to do on arrival.

• explaining the factory rules.

• saying what he is not allowed to do.

Write about 60–80 words.

7. Read part of this email from your boss.

Please write a letter to the General Manager of FGL Supplies. Thank him for their help last week
completing your order for the new product. Don’t forget to mention how quickly they handled the situation,
especially the extra shifts they worked to get the packaging to you for the launch. You should also say a
special ‘thank you’ to the Production Manager for his help.

Write a thank-you letter to the General Manager:

• saying why you’re writing.

• giving details of what they did.

• saying who was most helpful.

• promising to recommend them.

Write about 60–80 words.

8. Read this email from your manager about research into customer service.

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Please can you prepare a report about the customer service problems we’ve had recently. I think the main
one is that staff do not answer the phone quickly enough. An additional problem is staff being rude.

Write part of a short report. Write an introduction and a paragraph giving details:

• introduce the report.

• outline a key problem.

• give details.

• give reasons.

Write about 60–80 words.

SAMPLE ANSWER

1.

Dear colleagues,

I would like to introduce myself. I have just been appointed as the new Sales Manager for the company.
Before I joined this company, I worked in a similar position in a smaller company in France. I am really
excited to be working for a larger company here in New York.

Please feel free to contact me by email or phone if you have any questions. I look forward to meeting you
all in person.

Kind regards,

Gil Folds

2.

As you know we had a meeting this morning to discuss the recent delivery problems. Many customers are
unhappy about late deliveries. These are happening because we do not currently hold enough stock after
our supplier had a fire at the factory. We therefore decided on these key action points:

- look for new supplier(s) immediately

- email clients about the situation

- offer clients alternative products or refunds

We hope to have a solution to the problem by the end of the week.

3.

Dear Bill,

The Operations Director would like to know what’s happening with the Jaipur project. He understands
from news reports that the project has stopped temporarily. He would be grateful if you could send him an
immediate update with details of any delays. Can you join a video meeting tomorrow morning to discuss
the situation in more detail, please? Could you also ask your chief engineer to join the meeting?

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Regards

4.

Dear Mr Barnes,

We are writing to confirm your order number WY6678 which we received this morning. As agreed, we are
offering you a discount of 10 percent, which is included in the final price of £3,195. Payment terms are 30
days after the date of the invoice. We also confirm that delivery will be to Central Warehouse on 6
October.

We enclose a copy of our new catalogue.

If you have any queries, please do not hesitate to contact us.

Yours sincerely,

5.

We chose the CCPrint3D model because a client recommended it to us. The printer is very fast, which we
like, and the quality of the machine is good. In addition, it is not too expensive. However, the main
downside is that the customer support isn’t very good. We could not speak to anyone when we had a
problem setting it up. If you are looking for an inexpensive printer, then I recommend the CCPrint3D.

6.

Dear Mr Kensall,

Please could you read the new visitor guidelines before your visit. On arrival you must:

- sign in using your fingerprint

- leave your mobile phone at reception

In the factory you must:

- wear protective footwear and clothing (supplied by the company)

- watch out for moving machinery
- be careful of slippery floors.

You are not allowed to:

- take photographs.
- take samples away with you

We look forward to welcoming you.

7.

Dear Mr Philips,

I am writing to thank you for your help last week to complete the order on time for the product launch. We
really appreciate your hard work, especially the extra shifts your staff worked in order to finish the order.

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Any problems were sorted out very quickly, and the Production Manager was extremely helpful. We will
definitely use your company again and will recommend you to other companies.

Thank you again for your hard work.

Yours sincerely,

8.

The aim of this report is to examine customer service problems and look at reasons for these. One of the
key problems is that staff are not answering the phone quickly. In addition, customers complain that staff
are rude. It was found that a few staff have left and have not been replaced, so everyone else has too
much work. It seems that staff are unhappy about this and that is probably why they are not doing their
jobs properly