UNIT 9

OFFICE PROCEDURES

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 Getting started

1. Listen and answer the question

“What is the man planning to do?”

A. Look for a job
B. Work overtime
C. Go back to school
D. Take a vacation

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 Getting started

2. Look at the picture below

List 5 things you can see in the office:

computer, letter tray, telephone, plant,
lamp, table, laptop….

3. Listen and answer the question

“Who is the man in the green shirt?”
The marketing director

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 Exercise 1
Complete the word by using the given letters.
P a_y_r _o _l l_ : a list of people employed by a company showing the amount of money
P_
to be paid to each of them.
H e_a_d_q_u_a_r_t _e _r s_: a place from which an organization or a military operation is
H_
controlled; the people who work there
II_n_v_o_i c_ e_ : a list of goods that have been sold, work that has been done, etc.,

showing what you must pay

P r_o_c_e_d_u_r _e : the official or formal order or way of doing something, especially in
P_
business, law or politics
A g_e_n_d_a : a list of items to be discussed at a meeting
A_
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 Exercise 2
Choose the correct answer to complete the sentence

1. Excuse me, but is there a phone here I could use? I really need to make a phone call, but ………
a. I’m calling the manager
b. The battery on my cell phone is dead.
c. The meeting will start at 9 A.M
2. The manager orders office supplies from the stationery store downtown every Thursday, so you
should ………
a. notify him of your needs by Wednesday.
b. notify him of your needs by Friday.
c. notify him of your needs by Saturday.

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 Exercise 2
Choose the correct answer to complete the sentence

3. Let's make sure all invoices sent to customers are kept ………..
a. to the supervisor
b. at the end of the day
c. in alphabetical order
4. As part of the company’s cost-saving initiative, each of the department heads has been ordered to …..
a. stay on top of the purchases
b. purchase all necessary office supplies
c. take control over the company
5. When the Chief Executive Officer goes on his business trip, his secretary always……
a. buys him some drinks
b. accompanies him to the airport
c. says goodbye to him
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 Initiative n Sáng kiến

theo dõi, chú ý,

Stay on top of v
kiểm soát

accompany v Đi cùng

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 Exercise 3
Match the verb with its collocation. Write the collocations in the middle column.

1. Conduct 1) Conduct a research a. new stock

2. Issue 2) Issue an invoice b. a research
3. Order 3) Order new stock c. a business trip
4. Go on 4) Go on a business trip d. an invoice
5. Submit 5) Submit expense report e. new orders
6. Compile 6) Compile new orders f. expense report

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 issue v Phát hành

compile v Biên soạn, sưu tập

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 Exercise 4 Choose the correct answer

1. Even though Michael is on a leave of …………… this month, he might be

willing to do some work from home.

a. presence b. absence c. vacation

2. Everyone who attends the meeting should be aware of the …………….

a. budget b. agenda c. economy

3. All new employees are entitled to three weeks' …………. vacation per year.

a. paid b. long c. gap

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 Exercise 4 Choose the correct answer
4. A supplier who has chronic trouble …………………his obligations to a customer will quickly
lose customers.
a. fulfilling b. fulfills c. fulfillment
5. We will be pleased to ……………. you to our headquarters for the yearend auditing
procedures.
a. inform b. welcome c. force
6. Finally, you can make a …………….. to our credit department at 1-800-703-1254 and turn
in the application directly to a credit representative.
a. phone b. message c. call
7. The employees had to make a commitment to not disclose the ………… information
related to all business activities of the company
a. confidential b. public c. official
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 fulfill v Hoàn thành

obligation n Nghĩa vụ

disclose v Tiết lộ

confidential adj Bí mật

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 Exercise 1
Listen and choose the statement that best describes the picture

Picture 1
ringing up purchase
A. The man is ………………........ the …………………
paying
B. The woman is ………………...….. for an item
talking about
C. The man is ……………………………. something
a question
asking the man …………………
D. The woman is ……………..

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 Exercise 1
Listen and choose the statement that best describes the picture

Picture 2:
panel standing
A. The .................. is ......................... at the desk
using
B. The speaker is ................... a microphone
A member of is asking
C. ......................... the audience .................. a question
giving a speech
D. The speaker is ............................. to the audience

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 panel n hội đồng

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 Exercise 1
Listen and choose the statement that best describes the picture

Picture 3:
making a phone call
A. She is ........................................
doing the housework
B. She is .........................................
cleaning the table
C. She is ....................................
opening the door
D. She is ................................

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 Exercise 2 Listen and choose the correct answer

1. Mark your correct answer.

1. Who should I contact to rent an office in this building?
update my contact list.
A. Yes, I’ll ...................
call
B. You can ................. Mr. Yamamoto.
financial center
C. The one in the ................................
2. Mark your correct answer.
2. Who will be going to the exposition this year?
experience
A. It was a good ..........................
Several of our .........................
B. .................. colleagues
beginning of the October.
C. The .......................
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 Exercise 2 Listen and choose the correct answer

3. Mark your correct answer.

3. Who’s using the phone right now ?
useful
A. No, it is not .................
assistant
B. Your ...................
my friend
C. To call .........................
4. Mark your correct answer.
4. Who do you think will be chosen to lead the Accounting Department ?
difficult to read.
A. It’s a bit ....................
pick me up at seven.
B. ..........................
will be Lauren Kim.
C. It ...................
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 Exercise 2 Listen and choose the correct answer

5. Mark your correct answer.

5. Who were you talking to at the seminar yesterday ?
speeches were great
A. The ....................
seminar was very .......................
B. Yes, the ................... impressive
A manager from my old job
C. .......................

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 Exercise 3 Listen and choose the correct answer

W: Lance, I went on a business trip last week. But I've never

1. Who likely are the speakers? turn in
had to …………… an expense report before. Could you help
A. Managers me out?
conference
B. Accountants M: Sure. Were you at the human resources …………………… in

C. HRs San Francisco?

W: Yeah, I was there. Our boss told me to keep my meal and
D. Employees receipts How should I submit them to the
taxi ………..…...
accounting department?

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 Turn in v Nộp

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 Exercise 3
orientation
M: Pardon me. I'm supposed to participate in an ………………
session organized by the human resources department.

2. Who most likely is the man? It should've started at 1:30 P.M., but it's 1:35 P.M. now,
and no one has arrived yet. That's the main
A. A senior manager
conference room over there, right?
……………………
B. A new employee moved to one of our
W: Yes, it is. But, your meeting was ……………..
C. A technician other conference rooms.
D. A receptionist M: Oh, thanks. I'm still settling in here since it's my first day
of work. Can you tell me where I should go?
W: Sure. Head to the 14th floor. When you get off the
elevator
…………………. on that floor, go right. The meeting is taking
place in the space directly …………….. across from the
break room
………………………
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 Exercise 3
orientation
M: Pardon me. I'm supposed to participate in an ………………
session organized by the human resources department.
It should've started at 1:30 P.M., but it's 1:35 P.M. now,
and no one has arrived yet. That's the main
conference room over there, right?
……………………
moved to one of our
W: Yes, it is. But, your meeting was ……………..
3. Look at the graphic. Where is
other conference rooms.
a meeting being held?
M: Oh, thanks. I'm still settling in here since it's my first day
A. In Room 1401
of work. Can you tell me where I should go?
B. In Room 1402 W: Sure. Head to the 14th floor. When you get off the
elevator
…………………. on that floor, go right. The meeting is taking
C. In Room 1403 place in the space directly …………….. across from the
break room
………………………
D. In Room 1404
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 buổi định hướng,
Orientation session n
buổi giới thiệu

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 Exercise 3 Listen and choose the correct answer

competitor delivery service

W: Our …………………. is launching a free ………..……………..
4. Where most likely do the
next month. To stay competitive, we should consider
speaker work?
eliminating furniture
A. At a car rental agency ………………… the fee to deliver ………………… from our

B. At a home electronics shop store to customers' homes as well. What do you think?

C. At a furniture retailer M: Hmm ... I'm concerned we'd need to buy additional
D. At a courier company delivery trucks. More customers would use that service

if there were no charge.

lease
W: Well, we could just ……………. them instead. That would

require less initial investment.

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 Eliminate v loại bỏ

Lease v Cho thuê

Người chuyển
Courier n
phát

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 Exercise 4 Read and choose the correct answer.

From: Jack Wells, Executive Vice President

To: All Employees
Date: July 1
Re: Corporate Volunteer Project - Days of Caring
Days of Caring is an exciting opportunity for corporations in Morris County to get acquainted with local health
and human services agencies. Our company has participated in the project for ten years now, and I'd like to
encourage you to share this valuable experience with other volunteers. …..

1. Why was the memo written?

A. To organize a new team of volunteers
B. To announce a change in an event
C. To inform employees of a new policy
D. To persuade employees to take part in an event
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 Exercise 4 Read and choose the correct answer.

From: Jack Wells, Executive Vice President

To: All Employees
Date: July 1 2. Where does Mr. Wells work?
Re: Corporate Volunteer Project - Days of Caring A. At a brewing firm
Last year, approximately 3,000 workers from two B. At a nonprofit organization
different brewing companies, including ourselves,
C. At a community center
took part in nearly 200 service projects, contributing
D. At a consulting agency
over 11,000 volunteer hours to the communities
where the businesses were located.

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 Exercise 4 Read and choose the correct answer.

…………
This year's Days of Caring will be held from September
3. What is NOT mentioned about the
12 to September 18. During this period, industry
upcoming event?
employees will provide three or more hours of service
to nonprofit institutions in their communities. Days of A. It will last for a week.

Caring projects include simple repairs, landscaping, B. Staff who attend the event will get a paid

spring-cleaning, painting, and interaction with children vacation.

and the elderly. C. It is not a nation-wide event.
Last year, approximately 3,000 workers from two D. About 3,000 people will participate.
different brewing companies, including ourselves, took
part in nearly 200 service projects, contributing over
11,000 volunteer hours to the communities where the
businesses were located.
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 Exercise 4 Read and choose the correct answer.

…… 4. According to the memo, by when must

The company will offer paid time off to participating
employees. We invite you to get involved by registration forms be submitted?
completing the attached registration form and A. July 1
submitting it to Glenn Casamassa in the Social
B. July 31
Responsibility Department by the end of this
month. C. September 12
D. September 18

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 Exercise 5 Read and choose the correct answer.

MEMORANDUM
To: All Personnel changes in employee parking options. Your
From: Executive Office supervisor will brief------- in greater detail, but
Date: Tuesday, May 15 2.
Subject: Changes in Employee Parking Privileges (A) your
------- resurfacing and refurbishing of the central (B) yourself
parking building, there have been several (C)you
1. (D) yours
(A) Because of we also want to explain these changes in writing in
(B) Besides an attempt to avoid any confusion.
(C) On contrary to
(D) In addition to

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 Exercise 5 Read and choose the correct answer.

The central parking building will be under refurbishment from June 1st to August 15th. During
that period, employees who normally park on levels two through four will need to park in a
special section of the city lot at the corner of Adams and Mason Streets. Supervisors will issue
permits so that employees will not be ------- for parking. Management
3.
(A) allocated
(B) employed
(C) asked
(D) charged
staff who park on the first level may continue to do so. We apologize for any inconvenience this
change may cause.

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 Exercise 5 Read and choose the correct answer.
Inter-office Memo
We would like you all to pay attention to the following things we • To purchase new equipment that contains less toxic
can do to reduce our waste in pursuit of an environmentally- materials and can cause fewer problems with waste
conscious workplace. disposal
1. Packaging • To use fluorescent lights instead of incandescent bulbs
• Eliminate unnecessary packaging, extra boxes or layers and use • To have copiers, computers, and other equipment
lightweight packaging. checked regularly in order to prolong their life spans
2. Copying/ Printing • To donate food, furniture and other materials to local
• Print or copy on both sides. organizations, such as homeless
• Edit documents on screen and review before printing. shelters or charities
• When creating documents, reduce them in size and then put
them together to make a master copy.
• Make only the necessary number of copies from the master
copy.
• Eliminate unnecessary copies, notes, and memos by posting
office announcements in central locations. 4. Who is this memo intended for?
• Use outdated letterheads for in-house memos.
• Use narrow-lined notepads.
3. Equipment
A. Residents
We have decided on the following:
• To buy only what you know you will use B. Office employees
C. An environmental agency
D. Company board members
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 Exercise 5 Read and choose the correct answer.
Inter-office Memo
We would like you all to pay attention to the following things we • To purchase new equipment that contains less toxic
can do to reduce our waste in pursuit of an environmentally- materials and can cause fewer problems with waste
conscious workplace. disposal
1. Packaging • To use fluorescent lights instead of incandescent bulbs
• Eliminate unnecessary packaging, extra boxes or layers and use • To have copiers, computers, and other equipment
lightweight packaging. checked regularly in order to prolong their life spans
2. Copying/ Printing • To donate food, furniture and other materials to local
• Print or copy on both sides. organizations, such as homeless
• Edit documents on screen and review before printing. shelters or charities
• When creating documents, reduce them in size and then put
them together to make a master copy.
• Make only the necessary number of copies from the master
copy.
• Eliminate unnecessary copies, notes, and memos by posting 5. What is the main topic of this memo?
office announcements in central locations.
• Use outdated letterheads for in-house memos. A. How to cut down on waste
• Use narrow-lined notepads.
3. Equipment
We have decided on the following: B. How to manage the office environment
• To buy only what you know you will use
C. How to circulate memos
D. How to purchase equipment

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 Exercise 5 Read and choose the correct answer.
Inter-office Memo
We would like you all to pay attention to the following things we • To purchase new equipment that contains less toxic
can do to reduce our waste in pursuit of an environmentally- materials and can cause fewer problems with waste
conscious workplace. disposal
1. Packaging • To use fluorescent lights instead of incandescent bulbs
• Eliminate unnecessary packaging, extra boxes or layers and use • To have copiers, computers, and other equipment
lightweight packaging. checked regularly in order to prolong their life spans
2. Copying/ Printing • To donate food, furniture and other materials to local
• Print or copy on both sides. organizations, such as homeless
• Edit documents on screen and review before printing. shelters or charities
• When creating documents, reduce them in size and then put
them together to make a master copy.
• Make only the necessary number of copies from the master
copy.
• Eliminate unnecessary copies, notes, and memos by posting 6. What suggestion is made about the
office announcements in central locations.
• Use outdated letterheads for in-house memos.
• Use narrow-lined notepads. equipment?
3. Equipment
We have decided on the following: A. To buy products in bulk
• To buy only what you know you will use
B. To purchase used equipment to reduce costs
C. To institute periodic maintenance checkups
D. To lease inexpensive equipment
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 Exercise 5 Read and choose the correct answer.
Inter-office Memo
We would like you all to pay attention to the following things we • To purchase new equipment that contains less toxic
can do to reduce our waste in pursuit of an environmentally- materials and can cause fewer problems with waste
conscious workplace. disposal
1. Packaging • To use fluorescent lights instead of incandescent bulbs
• Eliminate unnecessary packaging, extra boxes or layers and use • To have copiers, computers, and other equipment
lightweight packaging. checked regularly in order to prolong their life spans
2. Copying/ Printing • To donate food, furniture and other materials to local
• Print or copy on both sides. organizations, such as homeless
• Edit documents on screen and review before printing. shelters or charities
• When creating documents, reduce them in size and then put
them together to make a master copy.
• Make only the necessary number of copies from the master
copy.
• Eliminate unnecessary copies, notes, and memos by posting 7. Which method of reducing the amount of
office announcements in central locations.
• Use outdated letterheads for in-house memos. photocopying is NOT suggested?
• Use narrow-lined notepads.
3. Equipment A. To make as few copies as possible
We have decided on the following:
• To buy only what you know you will use
B. To use a copy counter when photocopying
C. To make double-sided copies
D. To minimize the size of the copy
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 Exercise 6 Choose the best answer

1. Shareholders voted that Deborah LaSalle is ___________ suited for the position of chief
adv adj
operating officer given her experience.
(A) ideal
(B) ideally
(C) idealized
(D) ideality
2. As the chief administrative officer, Quincy Paxton will face exciting ___________ in this
adj n
new job with Laval International Shipping Company.
(A) challenge
(B) challenges
(C) challenging
(D) challenged
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 Exercise 6 Choose the best answer

3. The lights turn on every day at 6 a.m. and off again at 1O p.m. ________ employees are
in the office.
(A) during
(B) whereas
(C) while
(D) through
4. Our marketing teams attend __________ regularly to learn new methods and strategies
in their field.
(A) conferences
(B) contributions
(C) agendas
(D) prescriptions
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 Exercise 6 Choose the best answer

5. Much of this year's profits will be used ____________ renovation of the textile plant.
(A) along
(B) for
(C) to
(D) while
6. Dr. Teitelbaum asked his assistant ___________ the report for tomorrow morning's
meeting.
(A) type
(B) will type
(C) was tying
(D) to type

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 Exercise 6 Choose the best answer

7. Since she's running late for ___________ meeting downtown, Ms. Joyce will have to
catch a taxi. adj n

(A) she
(B) her
(C) hers
(D) herself
8. Once Mr. Mirren _________ completes his studies and necessary training, he may come
adv v
and work for our corporation.
(A) success
(B) successful
(C) successfully
(D) successes
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