Arranging a Meeting

Aim: This exercise will help you to find information in business letters.

Instructions: Read the letter below, then answer the following questions:

Happy Valley Homes

Mr D Sarempaet
Production Supervisor
Sudano Teak Ltd
Jalan Wisma 34
Kebayoran, Jakarta
Indonesia

Dear Mr Sarempaet

Order No. 284/HG

I am planning a trip to Jakarta and I would like to arrange a meeting with you.

I intend to finalize the shipping arrangements of our company's order of teak outdoor furniture (order no. 284/HG).

I will be arriving in Jakarta on Garuda flight GA145 at 4.15 pm on I will be staying at the Jakarta Hilton Hotel (Tel. 2309786).

Unfortunately, I will not know my time commitments until I reach Jakarta. I should be very grateful if you would contact me there on the evening of after 7 pm to arrange a meeting.

Yours sincerely

Josephine Lo

Josephine Lo

Sales Manager

    Vocabulary Notes:
    - Jakarta is the capital city of Indonesia [pronunciation]
    - Teak is a type of wood used to make floors [pronunciation]
    - Garuda is an Indonesian airline [pronunciation] .

Questions:

a ) Who is Josephine Lo? Answer

b ) Highlight the part of the document that indicates this. Answer

c ) Who is D Sarempaet ? Answer

d ) Highlight the part of the document that indicates this. Answer

e ) Why is Josephine Lo writing to D Sarempaet? Answer

f ) Highlight the part of the document that gives this information. Why is it placed here ? Answer

g ) What is Order No. 284/HG? Answer

h ) Why is it placed in this position? Answer

i ) Why does Ms Lo sign off Yours sincerely? Answer

j ) Highlight the polite request in the letter. Answer

    Click here to go to the next exercise.

 

 

 

Answers:

  1. Josephine Lo is the Sales Manager for Happy Valley Homes. The company name is at the top right of the letter, and her job title is under her signature at the bottom left of the letter.
















  2. Click here to see the answer in the letter above.
















  3. Mr D Sarempaet is the Production Supervisor at Sudano Teak Ltd. This information is in the address at the top left of the letter.
















  4. Click here to see the answer in the letter above.
















  5. To arrange a meeting. This information is in the first paragraph.















  6. It's in the first paragraph so that the reader will read it soon and understand the purpose of the letter. Click here to see the answer in the letter above.
















  7. Order No. 284/HG is the subject heading of the letter, the order number of the order of teak outdoor furniture, and the right place to file this letter in Sudano Teak's filing system.  'No.' is an abbreviation for 'Number'.

    'Meeting about Order No. 284/HG' would be a better subject heading because this letter is mainly about arranging a meeting.
















  8. So that the reader knows which order this letter refers to and can easily find other information about this order, such as the quantity of furniture ordered.
















  9. 'Your sincerely' is the correct expression to use if you write 'Dear' and the person's family name; e.g. 'Dear Mr Sarempaet.'
















  10. Click here to see the answer in the letter above.

 

 

 

 

 

Last updated on: Monday, March 26, 2012