All jobs have some common phrases and expressions that are helpful to know. Here are some basic English office words and phrases to get you started in an office job.
When you are a new-starter:
If you have some qualifications or certificates you need to turn in, or some contract or visa documents to sign, then you will probably need to ask a colleague or your manager:
“Where can I findHR? I need to give them some paperwork.”
HR is a common abbreviation of “Human Resources,” the department that handles your contract, your pay, and any problems you might have with the company.
When you’re starting out, you might also need to pick up some pens or notebooks to help you do your job, which most offices will give to you. You can ask someone:
“Where is thestationerycupboard?”
Stationary means “not moving” but stationery, pronounced the same way, is also a collective term used to describe pens, pencils, paper, staplers, folders, paper-clips, notebooks and things like that.
Office equipment questions:
If you have a phone, you might not know how to dial a number outside of the company, so you could ask:
“How do I get anoutside lineon my phone?”
An outside line is what you would call a phone number that is outside of the company. You will often have to dial a specific number first before the rest of your number to reach it.
You might also have problems with your computer, especially when you are new to your company, so you might have to ask someone:
“Where can I find theIT department? My computer is not working.”
The IT department, said by pronouncing the letters I and T as opposed to just saying “it”, will handle computer-related issues. If you want, you don’t have to say the word department and colleagues will understand what you mean if you just ask for “IT”.
To your manager:
There are some things you might want to ask your manager.
“Can I book sometime off?”
Ask this if you want to take a holiday or have some time out of the office. You could also ask to book some “annual leave”, but this is a bit more formal.
“Can we arrange aone-on-one,please?”
A one-on-one is a meeting that you have with your manager to check up on how you are doing and to give you a chance to raise any problems you might be having.
To colleagues:
Whilst you are working, you will deal with many different colleagues who will need your help with different things. Here are a few useful phrases:
“Can you email me the details?”
This is a useful phrase if someone is telling you about something and you are worried that your notes might have missed something out.
“Can I get back to you on that?”
You can say this when you are asked a question but are either busy with something else or need some time to think about your answer.
What about department-specific vocabulary?
Different departments, like marketing or finance, will have specific vocabulary and professional slang that you will need to pick up—and we will come to some of that in the future!
Have you had any experience with business expressions that you didn’t understand right away? Let us know in the comments!
A version of this post originally appeared on Kaplan International English. Join the Kaplan family and benefit from immersive English language courses, choose from over 35 schools located around the world.
If you love to write, you probably had someone in your life who encouraged that love in you, be it a teacher, a relative, or a friend. Not everyone has that someone—and for kids who don’t, there’s Erica Buddington.
A career poet, Erica Buddington has been performing since she was a teenager. She appeared often on HBO’s Def Poetry from the ages of 16 to 20, and did competitive poetry slams around the country to put herself through college.
Now, as a high school teacher herself and the founder and Chief Curriculum Officer of The Langston League—a nonprofit that helps schools develop inclusive curricula and professional development programs—she focuses on helping students find their love of writing.
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How Erica found her own voice
Growing up in Brooklyn, Erica joined Urban Word NYC, a non-profit for teens that offers poetry slams, debates, newspapers, and more ways for teens to express themselves.
“My parents would see me uninterested in school, but so engaged in poetry and performing. I really got to learn the mechanics and fundamentals of writing.”
Over time, she became a confident poet and performer. “I went from this girl that would never read their poetry in front of their friends to performing in front of everyone.”
She also learned how to tell stories so that people would understand them and see themselves in them. “A great storyteller can take something small and insignificant and turn it into this powerful moment of relation for someone else,” she says.
Now, through all the poetry she’s written, hours performed, and work she’s done for other kids, she’s ready to tell others they can do the same.
“You can own a business, be a dean by day, write four books on Amazon and sell out overnight, be an HBO Def Poet, teach at juvenile detention centers, travel the world, and perform. That’s the story I’m most excited to tell because that’s the story I needed to hear at that age.”
Finding inspiration in class
Think about the kinds of books you read in school and the books (if any) you loved reading on your own time. Chances are, you’d end up with two completely different lists, especially if you didn’t look or act like the writers of the books you read in school.
“Kids want to read about people who look like them. And that’s where we come in,” says Buddington. “We try to revitalize their curriculum, bring in awesome engagement strategies, and content where kids say ‘oh! I see myself here.’”
Erica aims to help kids not just read what they’re assigned, but to enjoy it.
“If you assign supplemental reading, normally the majority of students won’t engage with it. However, with our program, 90% of kids are going beyond that and reading ahead in their curriculum because they are developing a stronger love for reading.”
That’s not the only way she helps kids learn to love English. She uses her skills as a poet and rapper to engage kids in concepts, not just books.
“For example, to get kids to grasp homophones or remember where to put a semicolon or period, I would make up songs,” she says.
“There was a song we made up to teach kids the difference between they’re, their, and there. And I remember a friend of mine coming down to see me when I was working, and she told me ‘Quick! Come upstairs!’ The door was slightly cracked to the classroom and all the kids were singing the song. That’s when I knew it worked!”
All of this translates to writing, too.
“When we read authors we love, words jump out at us in a way that we can take them and make them our own,” says Buddington. “Now that they’re connecting more with the content they are writing about, the kids are finding more unique ways to express themselves.”
And she has the data to prove it. Despite deviating from traditional teaching pedagogy, she’s come to classrooms that are 20% proficient in reading and writing and left a classroom that’s 90% proficient.
How Erica uses Grammarly
Erica has been juggling several projects at a time for years. She found herself writing a lot, and like any good writer, she needed an editor.
“I’ve been using Grammarly since 2012,” says Buddington. “At the time, I was substitute teaching and I went to my dad letting him know I found this tool I wanted to buy, but I was broke. So I started listing all the things that I’m doing that I could use Grammarly for.”
Buddington’s father agreed to put the membership on his credit card, after telling her to promise she’d use it. She’s used it ever since, and she brought it with her to the Langston League.
Buddington’s team at the Langston League is always writing, whether it’s lesson plans, poetry, or curriculum. Because most of them have a day job in addition to their work at the Langston League, a tool like Grammarly is essential.
“Grammarly is installed on all of our computers and it ensures that all our content stays at a consistent quality,” says Buddington. “Grammarly makes us look tight as an organization—making sure our thoughts are well written.”
She uses it now for everything, but she remembers the first time she could get it on Microsoft Word.
“I remember thinking, Grammarly is everything now.”
When you want to tell someone their life achievement is worth celebrating, it’s typical to offer a note of congratulations.
Saying ‘congratulations’ can take many forms. Sometimes, we shorten the word to simply, ‘Congrats!’ Other times, it may be more appropriate to pen a long, thorough message that showcases how proud you are.
Whatever the case—be it a finished marathon, a major promotion, a new baby, or even a small victory like pulling a grade up from a C to an A—writing a congratulations message is a fantastic way to express your feelings and give praise.
As long as you pay attention to the recipient’s milestone, your words of congratulations will let them know you truly care about their success. Who knows, your heartfelt message might just make their day!
Since we’ve been focusing on writing how-to’s all month long, here are our tips for giving hearty congratulations throughout every stage of life.
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Wedding Wishes
A wedding is a massive milestone in any person’s life, which puts the pressure on you to write something extra-special in your wedding card. Don’t worry! Here are some ideas to get you started . . .
I’m so happy to celebrate this special day with the two of you. Congrats!
You both are a wonderful example of what true love looks like. Congratulations on the start of your new chapter together!
New Baby Congratulations
There’s a new addition to the family, and it’s a small bundle of joy! Let your friend, coworker, or family member know how excited you are to meet the baby and, of course, see pictures. You could begin your congratulations message with . . .
Congrats on your little miracle! Wishing your family plenty of love, health, and happiness now and throughout life.
Wishing you and your newborn all the best—and plenty of sleep! Congrats on the safe arrival of your bundle of joy.
Congrats to the New Grad
Graduating is a big deal at any age, as it’s often the culminating moment of years of hard work. How can you encapsulate a person’s educational achievements in words? Here are two good places to start . . .
Congrats, grad! I am so proud of you for reaching this milestone and can’t wait to see what you do next.
Congratulations on your graduation day! Wishing you all the success in the world as you begin your next adventure.
Still Stuck? A Simple Congratulations Guide
If you’re still lost for words, these tips can make it easier to write a message of congratulations, no matter who’s on the receiving end.
1Start strong. There’s one word you can always count on as you begin singing your praises. You probably guessed it: Congratulations! By congratulating your recipient from the very start, your note will already be on target with what you want to say. 2Be personal. Everyone loves a hand-written compliment! After you say congrats, tell the recipient how proud you are of them and remind them why they deserve this. Acknowledge the specific achievement and add in some extra congratulations words. 3End with a heartfelt closing. Offer your well-wishes for their continued success or new chapter, and you’re all set!
The goal of any congratulations message is to show the recipient you care—and to make them feel extra-special! Words go a long way in expressing our deepest sentiments, and congratulatory words are no exception.
What are your favorite ways to say congratulations at every milestone?
Every day is someone’s birthday. Today happens to be Grammarly’s 10th, in fact!
We’re celebrating with a few tips to make your birthday greetings stand out. Whether you’re dashing off a quick note on social media or putting an old-school physical card in the mail, these pointers will help you craft clever birthday wishes.
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First, a few basics:
1 Happy birthday!
Exclamations are easy to overuse but perfectly appropriate in this case. An exclamation might even do enough lifting that you don’t need the word “happy,” like so:
2 Birthday!
This could read as the sender endearingly overflowing with exuberance—or it might just look like an amusing typo. Alternatively, using the recipient’s name is sometimes enough to obviate the need for an exclamation, as in this heartfelt, seemingly above-the-fray option:
3 Happy birthday, Person’s Name.
Of course, be sure to get the name right; in your haste to avoid abelatedhappy birthday, you don’t want to step on your friend Dianna’s cheer by calling her Diane.
Can it all be so simple?
Sometimes, that’s all you need! But why pass up the chance to get creative?
There are endless variations on the theme of “happy birthday” that you can tailor to your unique brand of friendship. While synonyms for “birthday” are scarce, you can always dream up a new way of saying “I hope it’s a good one.” Some examples:
4 Fond birthday wishes for my friend, James – 5 Warm wishes and cold beverages for my birthday guy, Chad! 6 Hugs and sunbeams on your birthday, Alex.
You can also tinker with how you address your friend here. It’s okay to be earnest:
7 Happy birthday, you glorious champion! 8 Happy birthday to my role model.
But also, depending on your friendship, you might gently tease them a bit. For instance:
9 Happy birthday, you loveable curmudgeon.
That said, avoid going too far:
10 Happy birthday, you lurid pandemic.
You can also veer the opposite direction and lay on some schmaltz:
11 Happy birthday to the first daffodil of spring
You get the idea. It’s a celebration, so have fun with it!
Okay, so then what?
From this point, the conventional formula—which you’re hardly obliged to follow—tends to compliment the recipient about how great they are, then tell them what swell things you hope are in store, like this:
12 Happy birthday, Ruth. The blinding radiance of your friendship puts the sun to shame. I hope your day is replete with interesting smells, chasable squirrels, and delectable things to chew on.
Ruth, of course, is a dog. Note here that both the compliment and the fond wish are opportunities to flex your creativity, as well as your familiarity with the recipient. If they’ve passed a recent milestone, now’s a fine time to congratulate them, and then end with a look forward:
13 The happiest of birthday wishes to my friend, Joshua. From running your first half marathon to snagging a sweet new apartment, you killed it this year. Here’s hoping you somehow crush next year even harder.
This list is far from an exhaustive inventory of all the clever birthday wishes out there, but we hope it’s a starting point in deciding how to congratulate a friend on another successful trip around the sun. Here’s one more example:
14 Happy 10th birthday, Grammarly. Over the years you’ve put a lot of commas where they belong and saved more than a few drafts from repetitive phrasing. Your capacity to help people communicate clearly only grows better with time.
When the right tone is employed, writing can transcend the words on the page. It’s what allows writers to create complex characters, to build a world that feels real.
“Tone, to me, is like the Harry Potter house-elf of craft,” says author and sensitivity reader Dennis Norris II. “If I remember the language of something I’ve read, I am remembering the tone. It’s just there, and you’re benefiting from it. If the work was memorable, the tone played a role in it.”
Whether you’re writing a book, a tweet, or an email, emotion and tone help define the message. To help you master it, we’ve put together this guide to tone, emotion, and writing:
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What is tone in writing?
Tone is the attitude your writing employs. Just like tone of voice, tone in writing gives much more context beyond the words used. It can reveal intention or conceal it. As memoirist and writing coach Adair Lara says, “Tone is what the dog hears.”
If, for example, your boss sent you a Slack message that said, “Do you have a minute to talk?” you might think, “Oh no, what’s wrong?” If she rephrased it as, “Got time to chat real quick?” you might be less alarmed. There isn’t a negative force lurking in the background. That contrast is because of tone.
And while the emotional response you take away from a message may not necessarily be the intention of the sender, it still exists, and people will seek it out when reading. “If the reader doesn’t respond the way you want them to,” says Lara, “you don’t have a reader.”
What informs tone in writing?
Tone, like language itself, works because people agree on the meaning behind words. Cultural norms often dictate how those are perceived. And it takes knowledge of those norms and expectations, as well as the context of the conversation, to be able to convey the intended emotions. The stakes are often elevated to match the importance of the message, so more attention is warranted. Norris II is well-versed in this phenomenon.
“When I’m doing a sensitivity read, I typically examine every single aspect of the work—the language, the content, the plot, the psychology of the characters, the [political and personal] context,” they say. “Inequity doesn’t exist in a vacuum, and neither does humanity. I have to mine the work incredibly closely if I’m going to help the author complete a piece that doesn’t further marginalize folks who are often not portrayed, or not lovingly portrayed, on the page.”
Even if you aren’t writing a book about complex topics like race, gender, and class, tone-based misinterpretation can still happen in everyday exchanges. If you’re texting someone you just met and are interested in romantically, the difference between “For sure!” and “Ok” can be painfully apparent. That has to do with the cultural expectations placed on words within the context of texting.
“Perhaps because we have become accustomed to exclamation points and emojis, when they are missing, the text can seem angry or cold,” notes Dr. Tchiki Davis, founder of the Berkeley Well Being Institute. In fact, that gap between the desired emotional reaction and perception is very common. And many readers will read text as slightly more negative than the writer intended.
What kind of tones are there?
Tone is as diverse as our emotions. It can convey the positive, negative, neutral, and everything in between.
Let’s say you were invited to someone’s party. Here are a few examples of tones that can be employed in a response:
Enthusiastic: I’d love to!
Casual: Sounds good [thumbs up emoji]
Formal: I would be happy to join you.
Irreverent: But I HATE parties [winking/smiling tongue out emoji]
Joyful: Yay! Yes!
Solemn/Serious: Thank you for the invite, but I’m afraid I can’t at this time.
Hostile: Why would you even invite me, Susan?
Cautious: …What time does it start?
Indifferent: kk
How does tone impact a reader’s emotional response?
This complex relationship starts in your amygdala, which is where your brain processes emotions. It’s theorized that it interacts with the visual cortex and the orbitofrontal cortex (a.k.a. where your decision-making comes from) to produce the relationship between emotion and the written word. So you see the words on the page, interpret their meaning, add a layer of emotional context, and that engenders words with emotional meaning.
Except the amygdala isn’t always as involved in language comprehension. It varies in strength from person to person. And not every word carries the same emotional weight. So in that way, there is an element of the unknown.
Still, there’s room for a scientific approach to mastering tone. According to Plutchik’s wheel of emotions, feelings can generally be calculated based on the combination of basic emotions. So to create a feeling of love, there must be both joy and trust. Or to make envy, you’d combine sadness and anger. (Think of it as the alchemist’s guide to emotion.) When combined with the NRC Word-Emotion Association Lexicon, which sorts words into corresponding emotional reactions, feelings can be reverse-engineered, word by word.
How to intentionally create tone and avoid missteps
Once you’ve figured out your desired tone, here are a few things you should keep in mind while writing:
Word (or emoji) choice: In general, it’s best to strive for positivity. If a word or emoji feels wrong, consider rephrasing, removing it, or using a thesaurus to find the word that best fits your intention.
Personal pronouns: Pay attention to the main subject in a sentence. For example, “you” puts the onus on the reader, while “I” or a lack of personal pronouns is less likely to make the reader feel called out. It’s not a bad thing to use “you,” and there are situations where it makes sense. Just make sure it’s the right call for the situation. Pronouns are also important when it comes to addressing people. Failing to use the correct pronoun (he/she/them) can create a tone of disrespect.
Punctuation: Lack of punctuation is more casual, which can make it tricky to pull off in professional settings. Punctuation isn’t always critical to tone, but keep in mind that it can have an impact.
Consistency: One tone-deaf sentence has the power to destroy all of your hard work. It’s especially important to look for consistency when you have strong feelings about the topic.
Honesty: It’s important to tell the truth—not just about what you say, but also in how you say it. If you aren’t true to yourself, the tone may become contrived or off-message. It’s like hearing your sweater vest-wearing aunt Linda use the phrase “it’s lit.”
Empathy: Once you have your sentence or message written, read it aloud and try to imagine your reader’s reaction, or run it by a friend or colleague. External factors, like the recipient’s personal or job circumstances, will certainly have an impact—you can’t control that. But you can dictate how thoughtful you are about what you write. And that kind of empathy is powerful.
Have you ever written something you thought was concise and direct only to be told that your message seemed abrupt or rude?
If you have, the length of your message may not actually be the problem. We’ve said it before and we’ll say it again: concise writing matters. The truth is that most people appreciate when someone gets to the point quickly. Instead, what may have irked your reader was your tone—that is, your style or manner of writing. Although it’s often overlooked, tone can dramatically influence how you’re perceived.
Choosing the right tone is hard. That’s because different tones are appropriate for different situations. For example, you probably shouldn’t use the same tone when expressing condolences as you do when texting your friend about where to get tacos.
When writing, many of us intuitively add extra words in an effort to soften our tone and make our message more appealing. When editing for conciseness, we often remove these words—and that’s okay. You can still sound warm and conversational without cramming your sentences full of unnecessary words.
Here are some tips to help you master the art of using the fewest possible words to convey an idea without inadvertently offending your reader.
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1 Identify your message
Whether you’re writing an email, tweet, or blog post, nailing down your message—the essence of what you’re trying to say—is absolutely critical. Consider your reader and think about how much context they might need.
Once you’ve got a clear idea of what you want to say, it’ll be much easier to focus on how you want to say it.
2 Eliminate extra words
Once you’ve got your message and jotted some words down, it’s time to tighten things up. Eliminate redundant words, strengthen weak adjectives, and remove vague nouns. Stumped about where to start? Grammarly offers conciseness checks to help you identify what to cut.
Let’s say you need to write an apology. Here’s an example of how to eliminate extra words while taking tone into account:
Wordy: I’m incredibly sorry for the extremely last minute request. I’ll make sure I loop you in during earlier stages in future projects.
Concise: I’m so sorry for the last minute request. I’ll make sure I loop you in earlier on future projects.
Although you could cut even more words here, the edited message still conveys regret without being excessively wordy. Striking the right balance between the two can be tricky, and it’s okay to err on the side of saying slightly more if you’re concerned your message may be too abrupt.
3 Assess your tone
When it comes to identifying the best tone to use in a specific situation, a good rule of thumb is to consider the emotional state of your reader. Are they relieved to be finishing a long work week? Are they confused and looking for advice? Once you have a sense of what they’re likely experiencing, you can adjust your tone accordingly.
Read your message aloud and pay attention to places where it sounds curt or awkward. This can also help you identify areas where you could adjust your punctuation. Exclamation marks, for example, can help infuse energy into your writing if you’re particularly excited about or proud of something.
Using positive language rather than negative language also helps you sound warmer. One way to detect negative language is to look for words like “can’t,” and “don’t.” For example:
Negative: You can’t get a free bagel if you don’t stand in that line.
Positive: To get a free bagel, stand in this line.
Even though both sentences convey the same message, the latter is much more encouraging. It’s also shorter!
Whether your reader is someone you work with on a regular basis or a much broader audience, getting to the point quickly while striking the right tone is a fantastic way to both avoid inadvertent abruptness and capture—and hold—your reader’s interest.
Are you ready to embark on an exciting new career? This week’s article comes straight from the Kaplan Career Guide, Volume 1: The Job Hunt, a free eBook designed to help you choose a satisfying career, find the best openings in your field and build a network of contacts to help you take that next vital step. For a more in-depth look into the mastering the job search, download the full Kaplan career guide today.
Designed for professionals, LinkedIn is a social media platform for the business community. The basic functionality of LinkedIn allows users to create an online profile that represents their employment history and skills set. Through this profile, you can find jobs and business opportunities, network with professionals who can recommend you to their colleagues, and gain insights into your industry.
But how do you build the perfect LinkedIn profile to ensure that employers are finding you? If you’re thinking about working abroad, your LinkedIn profile might be the perfect place to start your job search. Here are our top tips for optimizing your LinkedIn profile for your international career.
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Include a picture
Employers looking for recruits may scroll through thousands of profiles per week. These written profiles can often seem impersonal and artificial; so bring some life to your account by including a picture and showing the employer that you are the professional and presentable individual that you claim to be.
Your photo must represent you in a professional light. So no selfies, no photos of you drinking alcohol with your friends at that really great party, and no photos with your friends, parents, or pet. A simple headshot is all you need.
Choose a catchy headline
Many people simply use their job title as their headline. While this isn’t necessarily wrong, it’s a waste of an opportunity: you have 120 characters to use to describe your strengths and catch an employer’s attention. Use them to explain what you can offer. For example, “Marketing Consultant: Helping brands get noticed for the right reasons.”
Polish your summary section
This is the most prominent and important element in your profile. Don’t leave it blank or simply list your work experience. Write a sentence for each of your major successes; mention the principles and ideas that really motivate you. Back your claims up with quantifiable facts where you can, (e.g “increased click-through by 60%” or “reduced staff turnover by half”) and make sure to include any major qualifications or accolades you have received.
This is also a great place to mention if you learned English for your international career. Recruiters and employers looking for bilingual employees will see this section first, and mentioning language skills may encourage them to read on.
Create a custom URL
When you register with LinkedIn, it automatically assigns you with a URL that contains a combination of numbers and letters. But it’s possible to edit your URL so that it includes your name—this way when an employer (or anyone for that matter) Googles your name, your LinkedIn profile will be one of the top results. This makes you more visible to future employers and recruitment agencies.
Build your recommendations
Recommendations will convince employers that you’re not just a wannabe—you really can deliver on your claims. If you have worked closely alongside a colleague or employer, then offer them a recommendation for one in return. Choose a particular skill that you would like to highlight and remind your contact of times you have demonstrated that skill.
If you feel uncomfortable asking colleagues for recommendations, try writing recommendations for them without being asked. It is likely that they will return the favor.
Build a strong network
LinkedIn will automatically invite contacts to connect with you. However, we suggest you deselect this option. While it may help you to build a lot of contacts, it is likely that there are people in your contacts who aren’t going to be helpful to you and may even detract from your professional image. Instead, use the search function to manually search for connections. Once you have made your selections, LinkedIn will then suggest similar people.
Spend some time writing personal, tailored messages to each person that will explain why you would value them as a connection—they’re much more likely to respond to your request.
Be active in LinkedIn groups
Similar to fan pages on Facebook, LinkedIn has a “group” function that allows members to connect around a common interest or area of experience. This is a great way to build your network and increase your recommendations, so whether it’s an alumni group from university or an industry-specific group, join in, and start a conversation. The more groups you join, the more you can network with like-minded professionals—but you do have to be active within a group to reap the benefits. When possible, try to offer valuable input to the discussion that will benefit other people and demonstrate your passion for your chosen industry.
Include Keywords
When recruiters and employers search LinkedIn, they use industry-specific keywords to refine their searches. For example, if an employer is looking for a marketing assistant, they are likely to search keywords such as “marketing,” “SEO,” and “optimization” to drive them towards professionals that are skilled in this area. Visit the careers page of companies that you would like to be employed by and pick keywords that are used in their job descriptions. Work these words into your profile—but remember to be subtle about it. It needs to look natural.
Publish!
Once your LinkedIn profile is complete, proofread it for spelling, grammar, and accuracy—and then read it through again, trying to judge whether your headline is attention-grabbing, your summary is interesting, honest, and easy to read, and whether your personality comes across. If you’re happy with it, ask a colleague or mentor-figure to look it over and see if it conveys the message you want.
Now your LinkedIn profile should be a compelling portrait of who you are, and what you can bring to your next role.
A version of this post originally appeared on Kaplan International English. Join the Kaplan family and benefit from immersive English language courses, choose from over 35 schools located around the world.
