5
MBA 101 – Business Communication Skills

5.1 Abbreviations for Everyday Needs in the Laboratory

Abbreviations (Abkürzungen)

Wi-Fi, is a term or abbreviation, which has now come into modern everyday 2YK life and is defined as, “a facility allowing computers, smartphones, or other devices to connect to the Internet or communicate with one another wirelessly within a particular area.”

5.1.1 Common German Language Abbreviations with Translations in English

Abkürzung	Abbreviation or interpretation
Betr., Betreffend	Re.: (with reference to)
BLZ, Bankleitzahl	Bank code, which can include the Swift or BIC code
GAU, größter anzunehmender Unfall	Worst case scenario, as in Chernobyl, Fukushima
Hbf., Hauptbahnhof	Main or central train station, Grand Central Station NYC, NY, considered the largest train station in the world, most number of tracks (Gleise)
MfG, Mit freundlichen Grüßen	Sincerely, cordially
MwSt., Mehrwersteuer	VAT, Value Added Tax
Nr., Nummer	Nr., number
Str., Straße	Street
UV, Unfallversicherung	Not to be confused with UV light… ultraviolet light!
usw.	etc.
z.B., zum Beispiel	as or per an example
Zr., Zimmer	Rm., Room
Zzgl.	Additionally

As an example, use of ex., e.g., and i.e.	Sentence using the example
ex.: example	I like to eat certain vegetables, because I like the following characteristics about them
	ex.: taste, texture and sense of wellness that one derives from vegetables
e.g. (Latin; “exempli gratia”):	I like to eat vegetables
example given	e.g.: carrots, broccoli, cauliflower, zucchini and eggplant
	There are many people or religions that believe in monotheism
	e.g.: Christians, Muslims, Jews
	(monotheism meaning, “one God,” which is sometimes also written as G-d; mono-, the prefix for one or only)
i.e. (Latin; “id est”): that is, for instance	Christians read their holy book, (i.e.; the Bible), Muslims, the Koran and Jews, the Torah

5.1.2 Abbreviation Lists

Caveat/To be aware (Vorbehalt)! This list is not a complete one, which could never occur, because new abbreviations are made up all the time!

5.1.2.1 Common Abbreviations, Some Which Will Further Appear in Other Chapters of This Book

ADI (Acceptable Daily Intake)
AGM (Annual General Meeting^BrE)
aka (also known as)
& (and, plus +)
ans. (answer)
approx. or ∼ (both meaning, approximately)
aq. (aqueous)
asap (as soon as possible)
Att. (to the attention of….)
B&B (Bed & Breakfast/bread and butter)
B2B (Business to Business)
BIC or Swift code numbers (bank codes for international banking purposes)
Bill. or bill. (billion)
Btw. (By the way)
BU (Business Units)
ca. (circa)
CA or CDA (Confidentiality Agreement); also NDA (Non-Disclosure Agreement)
cod (cash on delivery)
Ctr. or ctr. (center or centre)
c/o: (care of/to the attention of)
div. (division)
dba (doing business as)
dept. (department)
DOA (dead on arrival)
DOE (design of experiment)
doc. (document)
dot.com (dot.com companies, i.e., Ebay)
e-Banking or e-Transfer (electronic Banking-/Transfer of monies)
est. (established)
ETA – Estimated Time of Arrival
etc. (et cetera)
FAQ (frequently asked question)
Fortune 500s (publically trade companies on the NY Stock exchange, top 500 firms of the world)
fwd. (forward)
FYI (for your information)
FY2012 (Fiscal year 2012)
Hq. or HQ (headquaters; military or a company)
iPhone, iPad (Apple products, their brand names)
Intro (introduction)
i.o.u. (I owe you)
IP (intellectual property)
IPO (Initial Public Offering)
KOLs (Key Opinion Leaders)
liq. (liquid)
mHealth (mobile health)
max. ≠ min. (maximum ≠ minimum) or min. = minute
mfg. (manufacturing)
mgmt. (management)
Mill. or mill. (million)
N.B., also N.b., nb (Latin; “Nota bene”) Note Well
NGO (Non-Governmental Organization, such as UN, Red Cross, WHO, IMF; see list below)
Nr. (Number)
NPD (New Product Development)
Org. (Organization)
OTC or otc (over-the counter)
o/w (oil-in-water) emulsion or w/o (water-in-oil) emulsion
pdf (personal data file)
pls. (please)
pop. (population)
PoE (point of efficacy)
ppm (parts per million)
ppt (power point-presentation)
pt. (point)
QA (Quality Assurance) / QC (Quality Control) / QP (Qualified Person)
R&D (Research and Development)
Re.: (refers to, Betreff)
Rm. (room, as in a room number)
RIP (rest in peace)
ROI (return on investment)
RSVP (répondez s'il vous plaît), meaning “please respond.” If RSVP is written on an invitation it means the invited guest must tell the host whether or not they plan to attend the party.
SMEs (Small and Medium Enterprises; KMU – kleine und mittlere Unternehmen)
TBD/TBA (to be determined/to be announced)
TLC or LOL (tender loving care or lots of love)
TOS (terms of service)
twd. (toward)
VIP (very important person)
vs. (versus, gegen)
wk./wkend. (week/weekend)
WoE (Weight of Evidence; the measure of evidence on one side of an issue as compared with the evidence on the other side of the issue)
yrs. (years)

5.1.2.2 Abbreviations for Scientific Equipment

AAS (Atomic Absorption Spectroscopy)
CT Scan (Computerized Tomography Scan)
GC (Gas Chromatography)
HPLC (High Performance Liquid Chromatography)
LASER (Light Amplification (by) Stimulated Emission (of) Radiation)
NMR (Nuclear Magnetic Resonance)
SEM (Scanning Electron Microscope)
TLC (Thin Layer Chromatography)

5.1.2.3 Abbrevations for Regulatory Affairs and Industry

API (Active Pharmaceutical Ingredient) (opposite of an API is an excipient, a non-active additive such as TiO₂, cellulose, stabilizers, etc.)

CDMO (Contract Development and Manufacturing Organization)

CLP (Classification, Labeling, Packaging)

CMC (Chemistry, Manufacturing and Controls development)

CMO (Contract Manufacturing Organization)

CRO (Clinical Research Organization)

ECHA (European Chemical Agency), situated in Helsinki, Finland

EMA (European Medicines Agency), situated in London, UK

GCP (Good Clinical Practice)

GHS (Global Harmonized System)

GLP (Good Laboratory Practice)

GMP (Good Manufacturing Practice)

HACCP (Hazard Analysis and Critical Control Points)

ICH (International Conference on Harmonization)

ISO 9000 series – family of standards which relates to quality management systems and is designed to help organizations ensure they meet the needs of customers and other stakeholders, while meeting statutory and regulatory requirements related to the product.

mRPL (min. Required Performance Level)

mRL (Max. Residue Level)

NDA (Non-Disclosure Agreement) or Confidentiality Agreement (CA)

NDA (New Drug Application)

OEM (Original Equipment Manufacturer)

POP (Permanent Organic Pollutant) (such as dioxin)

PSD (Particle Size Distribution)

REACH (Registration, Evaluation, Authorization of Chemicals), handled by ECHA, Helsinki, Finland

3R's (Reduction, Replacement, Refinement) of laboratory animals (http://www.crackit.org.uk/)
SOP (Standard Operating Procedures)
ToR (Terms of Reference)
US-FDA (United States-Food and Drug Administration), situated in Washington, DC
VOC (Volatile Organic Compounds)

5.1.3 Abbreviations for Certain Measurements

Length or distance	Mass	Volume	Temperature
Metric units	kilogram = kg	liter = l	Centigrade, °C
kilometer = km meter = m centimeter = cm millimeter = mm micrometer = µm nanometer = nm Angstrom = Å	gram = g	milliliter = ml	0 °C = H₂O melting or freezing pt.
au (astronomical units; distance between Earth and Sun)	milligram = mg		37 °C = normal human body temp.
			100 °C = H₂O boiling pt.
English units			Fahrenheit, °F
yards (yds.) feet (ft.) inches (in.)	Pound(s) = lb(s)	bushel	32°F (0 °C) = H₂O melting or freezing pt.
		quart	98.6°F (37 °C) = normal human body temp.
		pint cup	212°F (100 °C) = H₂O boiling pt.

5.1.4 World Time Zone Abbreviations (Useful for Global Business Purposes)

Europe

CET (Central European Time)
GMT (Greenwich Mean Time) (1 h behind CET zone, 5 h ahead of EST zone)

North America

EST (Eastern Standard Time); NYC, Toronto, Montreal, Washington, DC, Boston, Miami, and N. American East Coast
CST (Central Standard Time); Chicago, Denver, Houston, and N. American mid-West
PST (Pacific Standard Time); LA, SF, Seattle, Vancouver, and N. American West Coast, 3 h behind EST

Asia

AEST (Australia Eastern Time)
AWST (Australia Western Time)
CST (China Standard Time)

5.1.5 International Currency Symbols

What do these symbols or abbreviations mean?

Fill in the blanks

@_____________
%_____________
&_____________
#_____________
∼_____________
∞____________
^TM____________
©_____________
®_____________
VAT__________

5.1.6 European Company Entities

Germany
- AG (Aktiengesellschaft) (public corporation, which has stockholders)
- GmbH (Gesellschaft mit beschränkter Haftung) (privately held)
Scandinavia
- Norwegian: AB (ansvarlig selskap)
- Danish: A/S (aksjeselskap)
- Sweden: AB (Aktiebolag)
- Finnish: Ab (aksjeselskap/Oy – Osakeyhtiö)
The Netherlands
- NV (Naamloze Vennootschap) (public corporation, which has stockholders)
- BV (Besloten Vennootschap) (privately held)
France
- SA (Société Anonyme)

5.1.7 What do These Business Titles or Abbreviations Mean (Discussed Further in Section 6.1)?

Fill in the blanks

CEO__________________
Mgr. ______________
Dir. ____________
CFO ____________
COO _________________
CSO______________
Exec. VP ____________
CMO _________________
Pres. ______________
GM ____________
RA ________________
Director R&D ___________

5.1.8 Abbreviations for Months of the Year/Days of the Week

Month	Abbreviation
January	Jan.
February	Feb.
March	Mar.
April, May, June, and July	No abbreviations used
August	Aug.
September	Sept.
October	Oct.
November	Nov.
December	Dec.

Day	Abbreviation
Monday	Mon.
Tuesday	Tues.
Wednesday	Wed.
Thursday	Thurs.
Friday	Fri.
Saturday	Sat.
Sunday	Sun.

5.1.9 Time of Day Abbreviations

am (0:00–12:00)
pm (12:00–24:00)
morning – morn.
afternoon – aft.
evening – eve.
night – nite
24/7 (24 h per day/7 days a week).

5.1.10 Gender (Geschlecht) Title Abbreviations

Female (weiblich)	Male (männlich)
Ms. – most widely used, and professional reasons Mrs. – usually indicates woman is married with children. Also used for professional reasons (usually, the woman will indicate this gender title in advance) Miss (not an abbreviation) – indicates a teenage girl	Mr. (Mister) Sr. (Senior) the father Jr. (Junior) son named after the father

5.1.11 Professional Title Abbreviations

B.A./B.S. (Bachelor of Arts/Science degree)
D.D.S. (Doctor of Dental Medicine)
HE (His or Her Excellency)
Hon. (Honorable), as in how a judge, respected politician, statesman/stateswoman would be introduced
M.A./M.S. (Master of Arts/Science degree)
M.D. (Medical Doctor) (physician)
Ph.D (Doctorate degree)
Prof. (Professor)
Rep. (Representative), as in a Representative from the US Congress
Rev. (Reverend), as in a priest

5.1.12 Abbreviations of Nations, Political Units or Governmental-/Military Organizations

ASEAN (Association of Southeast Asian Nations) (Indonesia, Malaysia, Philippines, Singapore, Thailand, Brunei, Cambodia, Laos, Vietnam)
BRICS (Brazil, Russia, India, China, S. Africa)
EU (European Union) (as of 2015, European Union has 28 member states)
Mercosur/Mercosol – in principle, the South American version of the EU. (Argentina, Brazil, Paraguay, Uruguay, Venezuela)
NATO (North Atlantic Treaty Organization)
OECD (Organization for Economic Cooperation and Development)
USA (United States of America) (50 states)
FBI (Federal Bureau of Investigation)
CIA (Central Intelligence Agency)

5.1.13 Company Legal Entities Abbreviations

First of all, how does a private company differ from a publically owned firm? Typically, privately held company means that it could be owned by a family, but it does not offer stock or has shareholders.

Public Corporations (Corp.), including most of the ‘Fortune 500s’ or ‘Blue Chip’ Firms

Worldwide companies, which raise money through sale of stock. A corporation can easily raise capital from investors through the sale of stock.
Sustainability: A corporation is capable of continuing indefinitely. Its existence is not affected by the death of shareholders, directors, or officers of the corporation.
Credit rating: It is an estimate of the ability of a person, company or organization to fulfill their financial commitments, which would be based on previous business transactions. Regardless of an owner's personal credit scores, a corporation can acquire its own credit rating, and build a separate credit history by applying for and using corporate credit.
Protection of personal assets: In a corporation (as in “Körper,” meaning “body”), stockholders, directors, and officers typically are not liable for the company's debts or obligations. They are limited in liability to the amount they have invested in the corporation. For example, if a shareholder purchased $100 in stock, no more than $100 can be lost. Corporations may hold assets such as real estate (land), autombiles, planes, boats, and so on. If a shareholder of a corporation is personally involved in a lawsuit or bankruptcy, these assets may be protected.

Incorporation (Inc.) is the forming of a new corporation (a corporation being a legal entity that is effectively recognized as a person under the law). The corporation may be a business, a non-profit organization, sports club, or a government of a new city or town.

Most exist in North America (USA and Canada)
Protection of personal assets: One of the most important legal benefits is the safeguarding of personal assets against the claims of creditors and/or lawsuits. Sole proprietors and general partners (partnership) are personally and jointly responsible for all the liabilities of a business such as loans, accounts payable, legal judgments, and so on.
Transferable ownership: Ownership in a corporation or LLC is easily transferable to others, either in whole or in part.
Retirement funds: Retirement funds and qualified retirements plans, such as a 401(k), may be established more easily.

Limited Liability Company (LLC; first introduced in 1977) is a business structure allowed by state statute. LLCs are popular because, similar to a corporation, owners have limited personal liability for the debts and actions of the LLC. Other features of LLCs are more like a partnership, providing management flexibility and the benefit of pass-through taxation. Owners of an LLC are called members, and there is no maximum number of members to an LLC. Like a corporation, LLCs may hold assets such as real estate, automobiles, planes, boats, and so on.

Ltd versus PLC: Either exist in the UK, Commonwealth nations of the UK (i.e., Australia, NZ, Jamaica, etc.) and Ireland

Ltd – Private Limited Companies: Owned privately by a small group of people such as a family. A private limited company cannot trade its shares on the stock market. Private limited companies can operate through just one director, but it must have at least two shareholders. The share capital for a private limited company has to be £50 000 or less (there is no minimum). A private limited company has to use the letters Ltd after its name so that people dealing with the company know that they are dealing with a private limited company.

PLC – Public Limited companies: A public limited company is able to trade on the stock market, but in order to gain plc status the company must achieve the following:

minimum share capital of £50 000
minimum of two directors.

The ability to offer shares on the stock market makes it easier to raise capital; however the accounts of the company are in the public domain. All financial records, including the director's reports must be audited and available to the Registrar of Companies at the Companies House and to all who want to scrutinise them. Furthermore, the company is vulnerable to take-overs as rivals have the option to purchase shares.

5.1.14 NGOs – Non-Governmental Organizations

A NGO is any non-profit, voluntary citizens' group which is organized on a local, national, or international level. Task-oriented and driven by people with a common interest, NGOs perform a variety of service and humanitarian functions, bring citizen concerns to governments, advocate and monitor policies, and encourage political participation through provision of information.

Some are organized around specific issues, such as human rights, environment, or health. They provide analysis and expertise, serve as early warning mechanisms and help monitor and implement international agreements. Several have relationships with offices and agencies of the UN. Listed below are some well-known world-wide NGOs, which may be of importance to your profession.

AI: Amnesty International Focuses on human rights, and has approximately 3 million members and supporters around the world. The objective of the organization is “to conduct research and generate action to prevent and end grave abuses of human rights, and to demand justice for those whose rights have been violated.” Founded in London in 1961, following the publication of the article “The Forgotten Prisoners” by the lawyer Peter Benenson, Amnesty draws attention to human rights abuses and campaigns for compliance with international laws. The organization was awarded the 1977 Nobel Peace Prize for its “campaign against torture” and the United Nations Prize in the Field of Human Rights in 1978. http://www.amnesty.org/.
AoG/MsF: Ärzte ohne Grenze/Médecins sans Frontieres/Doctors without Borders An international medical humanitarian organization created by doctors and journalists in France in 1971. Today, AoG/MsF provides independent, impartial assistance in more than 60 countries to people whose survival is threatened by violence, neglect, or catastrophe, primarily due to armed conflict, epidemics, malnutrition, exclusion from health care, or natural disasters. MsF provides independent, impartial assistance to those most in need. It also reserves the right to speak out to bring attention to neglected crises, challenge inadequacies or abuse of the aid system, and to advocate for improved medical treatments and protocols. In 1999, MsF received the Nobel Peace Prize. http://www.doctorswithoutborders.org/.
ICRC: International Committee of the Red Cross (other Red Cross NGOs incl. “Red Crescent,” most Muslim nations/“Mogen David,” Israel) The ICRC (Red Cross) is an independent, neutral organization ensuring humanitarian protection and assistance for victims of war and armed violence. It takes action in response to emergencies and at the same time promotes respect for international humanitarian law and its implementation in national law. http://www.icrc.org/eng/index.jsp.
IMF: International Monetary Fund (Internationaler Währungsfond) The IMF is an organization of 188 countries, working to foster global monetary cooperation, secure financial stability, facilitate international trade, promote high employment and sustainable economic growth, and reduce poverty around the world. http://www.imf.org/external/about.htm.
UN (UNO): United Nations An international organization founded in 1945 by 51 countries committed to maintaining international peace and security, developing friendly relations among nations and promoting social progress, better living standards, and human rights. Due to its unique international character, and the powers vested in its founding Charter, the Organization can take action on a wide range of issues, and provide a forum for its current 193 Member States to express their views, through the General Assembly, the Security Council, the Economic and Social Council, and other bodies and committees. http://www.un.org/en/aboutun/index.shtml.
WHO: World Health Organization (Weltgesundheitsorganisation) Directs and coordinates authority for health within the UN. It is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries and monitoring and assessing health trends. http://www.who.int/about/en/index.html.
WTO: World Trade Organization (Welthandelsorganisation) An organization for governments to negotiate trade agreements, settle trade disputes or issues, establish trade regulations, and so on. Essentially, the WTO is a place where member governments try to sort out the trade problems they face with each other. The WTO was born out of negotiations, and everything the WTO does is the result of negotiations. The bulk of the WTO's current work comes from the 1986–1994 negotiations called the Uruguay Round and earlier negotiations under the General Agreement on Tariffs and Trade (GATT). The WTO is currently the host to new negotiations, under the “Doha Development Agenda” launched in 2001. http://www.wto.org/index.htm.
WWF: World Wildlife Federation The WWF deals with global issues regarding the conservation, research, and restoration of the environment. It is the world's largest independent conservation organization with over 5 million supporters worldwide, working in more than 100 countries, supporting around 1300 conservation and environmental projects. WWF is a foundation deriving 57% of its funding from individuals, 17% from government sources (such as the World Bank, DFID, USAID) and 11% from corporations. The WWF was conceived in April, 1961, and set up shop at IUCN's headquarters in Morges, Switzerland. H.R.H. Prince Bernhard of the Netherlands became the organization's first president. http://worldwildlife.org/.

5.2 Oral Communication Skills

Before we get to expressions, idioms, and proverbs, let's first define what a loan word (Lehnwort) is and look at some examples: German and English languages have both managed to take words from each other, and they are termed, loan words. Like an expression, idiom or proverb, they convey a certain message or thought.

German loan words used in the English language:

Aspirin; the pain reliever; as in Bayer Aspirin^TM, but used now in generic medications
angst; concerns, worry
blitz; lightning-style attacks during WWII, such as the Blitz on London or in “Blitzkrieg,” but also refers to a supermarket or retail chain (Einzelhandelskette), like Metro using a “blitz” advertizing campaign, meaning huge advertisement campaign. Also, in Canadian or American football, “the blitz” is a fast defensive move by linebackers to sack the Quarterback (Qb)
deli/delicatessen; special, tasty food and place to buy it from
Fahrenheit; as in Fahrenheit temperature scale named after, Daniel G. Fahrenheit (1686–1736)
Geist; spirit-minded or as in the “Holy Ghost,” G-d (Gott)
gesundheit; Yes…Americans say that to someone who sneezes (niest)!
Grip; as in the Grippe
kaputt; as in my computer is kaputt, meaning broken
Kindergarten; first class for a child in elementary school (Grundschule)
kitsch; garden gnomes and other lawn ornaments are often considered kitschy
Sauerkraut; tasty and goes great with a hot dog and mustard!
schlepp; as in schlepping luggage to an airport.
Wunderkind (wonder child); Is Marc Zuckerberg, the founder of Facebook a Wunderkind?

5.2.1 English Language & Usage

5.2.1.1 Schadenfreude, A Good Example of a German Loan Word

Its literal meaning: Taking enjoyment in someone else's misfortune or troubles. The German philosopher Theodor Adorno defined Schadenfreude as, “the largely unanticipated delight in the suffering of another which is cognized as trivial and/or appropriate.” Psychological studies have shown that for some, when other people around them have bad luck, they feel better about their own selves. Some studies have shown that people with low self-esteem are more likely to feel Schadenfreude than are people who have high self-esteem.

Two examples of Schadenfreude …What is your interpretation of each?

1. In 2008, some Republican Party members took great comfort in Hilary Clinton's loss to be the Democratic Party's nominee (choice) for President of the United States.
2. In 2008, certain non-US automakers may have taken pleasure that GM or Chrysler suffered financially.

“Misery loves company,” an expression similar in meaning to, Schadenfreude: People who are unhappy may get some consolation from knowing that others are unhappy too. Examples of “misery loves company” are the following:

1. On a bad day, she isn't satisfied until the entire family is in tears. Meaning: the woman is only happy when everyone else is unhappy and crying!
2. He was glad to learn that others like him are unemployed, and also having difficult times finding the right job. The man is content or pleased to know that others are in the same lousy situation, unemployed (Arbeitlosigkeit).

5.2.1.2 Expressions, Idioms & Proverbs

Expressions, idioms and proverbs can play a superb role in one's expression of English. These sector keywords will help comprehend further what this chapter is setting out to accomplish.

5.2.1.3 Expressions, Idioms, and Proverbs

Jumping thru hoops or rings	(viele Hürden nehmen müssen)
The bigger they are, the harder they fall	(Wer hoch steigt, fällt tief.)
Walking on egg shells	(wie auf Eiern gehen)
Barking up the wrong tree	(auf dem falschen Dampfer sein)

Expanding on the expressions shown above, lets analyze this expression; “Make sure to dot every ‘i’, and cross every ‘t’.” How would you interpret that in German language?

The closest translation is, “peinlich genau bis ins kleinste Detail sein.” This makes sense because the interpretation of the idiom in English means to watch or care for all the small details. Using this expression as our introduction, the list below with interpretations for several expression, idioms or proverbs is not a complete one, but a pretty good one at that (explanations of each expression, idiom, or proverb is in parentheses, and often with a German translation).

List of Expressions, Idioms, and Proverbs

This year's group of MIT university graduates are the cream of the crop (the best of their group).

The company was accused of cooking the books (fraudulent activities performed by corporations in order to falsify their financial statements. Typically, cooking the books involves overdoing, augmenting or increasing financial data to yield previously non-existent earnings. www.investopedia.com).
The idea hit a nerve or struck a chord (einen Nerv treffen).
She hit a stroke of luck (eine Glückssträhne haben).
She did well in her presentation and some would say that she hit a homerun! (from baseball lingo, meaning a person excelled in an activity, a project, presentation).
The supporting actress stole the star actress's thunder (Die Nebendarstellerin stahl der Hauptdarstellerin die Schau).
Be kind to the people you are going to meet on the way up, because you will meet them on the way down (in essence, it's best to be nice to each other).
The new idea made his wheels to start turning (wheels in this instance means to THINK!).
It is easier said than done (leichter gesagt als getan).
Fight “tooth and nail” (mit Zähnen und Klauen kämpfen).
To strike out on one's own (as in to start one's own business).
Beggars can't be choosy (if someone gives you something you asked for, and without any fee or charge, you should not complain about what you received).
A “backstabber” or “backstabbing” a person (to attack or blame someone unfairly, especially in a deceitful, cunning way).
“Bad-mouthing” someone (to talk bad about someone, especially behind their back).
The project has been placed on the “backburner” (the topic or project has been held up and is no longer the most important project to tackle).
To provide a person with positive re-enforcement (positive Bestärkung).
The “true colors” of a person (what a person is really like or about).
State-of-the-art technology (such as new IT software, computers, jet engines).
Pushing the envelope (to exceed the existing limits as in putting a man on the moon, landing a rover robot on Mars or to be innovative).
The bottom line (was unterm Strich bleibt).
To rake someone “over the coals” (to give someone a severe scolding, as in a manager scolding a lab assistant for being late to a scheduled meeting).
Try to sharpen your pencils (mit spitzen Bleistift rechnen).
Take the bull by the horns (den Stier bei den Hörnern packen).
To be a penny wise, a pound foolish (an der falschen Stelle sparen), expression of British origins from the British Pound [£]; Education budget cuts can be considered being a penny wise, a pound foolish…why? after all public education is a future investment for our children.
Don't burn bridges! (try not to destroy your contacts or people in your network; nicht die Brücken hinter sich abbrechen oder abreißen).
Keep other “irons in the fire” (noch andere Eisen im Feuer haben).
Seize the day (Latin; Carpe Diem/Das Geschäft des Lebens).
Seize the moment! (die Gunst der Stunde nutzen, den günstigen Augenblick wahrnehmen).
Don't count your chickens until they hatch (Man soll den Tag nicht vor dem Abend loben).
Lawyers are a necessary evil (notwendiges Übel)…some will also say, “Lawyers, you can't live with them, can't live without them!”
To set the tone of the event (to provide the right atmosphere for a business event, presentation, speech, etc.).
Fostering good business relations or practices (being moral, virtuous in your profession).
The grass may not be greener elsewhere (starting somewhere else may not be better).
To bite the dust (das Zeitliche segnen).
Think outside the box (über den eigenen Tellerrand hinausschauen).
Opening a Pandora's box or open up a can of worms (Die Büchse der Pandora öffnen).
Cough up the bucks (dollars) or pony up the money (money is required!).
The machine is out of whack (the machine is kaputt).
Stick to your guns (stay with your original ideas).
He's got ants in his pants (when a person can't sit still).
I'm sick and tired! (Ich hab die Nase voll!).
We've killed this topic to death (talked about it enough).
Too many Chiefs, not enough Indians (too many people in the decision making process, and not enough workers).
Here is the ball, run with it! (the decision is made, go with it, and do your best!).
She came out of the bullpen to stop the fire (a baseball expression, but can be used in many situations where a person came out of nowhere and found a solution to a problem or did well).
That put the icing on the cake (das Sahnehäubchen aufsetzen).
That was “the Clincher” (the decisive point, fact, argument, action, etc.).
You win some and you lose some (“You can't always get what you want.” Mick Jagger and the Rolling Stones).
How do you look at things…is the glass half full or half empty? (Ist das Glas halb voll oder halb leer?).
Out of sight, out of mind (Aus den Augen, aus dem Sinn.).
Try to avoid stepping on one's toes (niemandem auf den Schlips treten).
It's a “slam dunk” (from basketball lingo meaning, it's a definite, it's 100% safe or for sure) During President George W. Bush's administration, it was considered a “slam dunk” that Saddam Hussein had WMD (Weapons of Mass Destruction).
Damned if you do, damned if you don't (Wie du's auch machst, es ist verkehrt).
It doesn't (does not) cut the mustard! (Das bringt's nicht).
Turn a negative → positive!
The writing is on the wall (Das Ende ist abzusehen.).
Don't cry over spilled milk (Was passiert ist, ist passiert.).
The CEO was playing hardball (the business leader was very tough).
When the goin' (going) gets tough, the tough get goin'! (in tough times, a person gets tougher, stronger and can succeed).
He always gets the short end of the stick (Er zieht immer den Kürzeren.).
Don't (Do not) make a mountain out of a mole hill (aus einer Mücke keinen Elefanten machen).
Haste makes waste (Eile mit Weile!).
All that glitters is not gold (Es ist nicht alles Gold, was glänzt).
Absence makes the heart grow fonder (Die Liebe wächst mit der Entfernung).
His/Her bark is worse than his/her bite (the person's yelling and ranting is harmless).
Better late than never (Besser spät als nie).
Better safe than sorry (Vorsicht ist besser als Nachsicht).
Burning the midnight oil (bis spät in die Nacht hinein arbeiten).
Burning the candle at both ends (Raubbau an seinen Kräften betreiben).
He/She has a chip on his/her shoulder (meaning; person is bitter).
He's a chip off the old block! (Er ist ganz der Vater).
The apple doesn't fall far from the tree (Der Apfel fällt nicht weit vom Stamm).
Don't put all your eggs in one basket (Setze nicht alles auf eine Karte).
Discretion is the better part of valour (Vorsicht ist die Mutter der Porzellankiste).
The early bird catches the worm (Der frühe Vogel fängt den Wurm).
If you can't (cannot) beat them, join them (Wenn du sie nicht schlagen kannst, verbünde dich mit ihnen.).
Let us (Let's) get down to brass tacks (lets get down to business!).
To get out of bed on the wrong side (mit dem falschen Fuß aufstehen).
It takes two to tango (Es gehören immer zwei dazu).
The straw that broke the camels back (der Tropfen, der das Fass zum Überlaufen bringt).
The pen is mightier than the sword (rather than war, better to seek peace).
Don't spread yourself too thin (to do so many things at one time that you can do none of them well).
Take the bad with the good or the bitter with the sweet (auch die schlechten Seiten in Kauf nehmen).
That hit the spot (something you ate or drank, you found very satisfying).
There is more than one way to skin a cat (Es führen viele Wege zum Ziel).
Two wrongs do not make a right (Zweimal falsch ergibt nicht einmal richtig).
Where there's smoke, there is fire (Wo Rauch ist, (da) ist auch Feuer, Irgendetwas ist immer dran.).
Where there's a will, there's a way (Wo ein Wille ist, ist auch ein Weg.).
You can't have your cake and eat it too! (meaning, you can't have it both ways).
Variety is the spice of life (Abwechslung ist die Würze des Lebens).
Learning to rub shoulders with certain people of influence or character is not easy (to meet the high and mighty, VIPs).
The presentation she made at the symposium was another feather in her cap! (to give good results, will benefit the person).
Saying I can't properly pronounce any English or German words is an insult to my intelligence!
Don't worry, if you make a mistake, we won't burn you at the stake! (meaning, we won't damn or denounce you like they burned heretics during the Middle Ages).
There is much water under the bridge (Seitdem ist viel Wasser den Bach heruntergeflossen).
Travelling to Berlin for the first time was an eye opener for the inexperienced traveller (eye opener = Augenöffner).
The financial crisis is now “front and center” on the President of the US and Congress (meaning; the problem can't be avoided).
What you see, is what you get (Das, was du siehst, bekommst du auch).
“Sour grapes” (refers to pretending not to care for something one wants, but does not or cannot have).
Don't beat around the bush (nicht um den heißen Brei herumreden).
Can't make “heads or tails” of it (when one is not sure about something or someone).
The house was “spic and span” (the house was very clean and in order).
Heads will roll (some people not do their jobs will get fired).
“With friends like you, who needs enemies” or “Who needs enemies, when one has friends like you!” (Wer solche Freunde hat, braucht keine Feinde.).
It's later than you think (it's time to act!).
Bending over backwards for him/her (trying everything possible to please someone).
The specific of the proposal/contract is a bone of contention (Stein des Anstoßes, Zankapfel).
Dressed to kill (when a woman is dressed well, very sexy looking!).
When Richard Nixon debated John F. Kennedy (JFK) for the 1960 Presidential election, Nixon had a 5 o'clock shadow, therefore he looked unshaven (nicht rasiert). For America's first US Presidential debate on live TV, that helped sway public opinion further in favor of JFK.
We're back to square one! (Zurück auf Los/Alles auf Anfang!).
Does their team have an ace up their sleeve? (ein Ass im Ärmel haben, noch einen Trumpf in der Hand haben).
Heard it through the grapevine (listen to Marvin Gaye's classic Motown song, “Heard it thru the grapevine”).
Touch base (to be in contact with someone).
To be out of touch (for some time, not in contact with someone).
When someone's back is against the wall (mit dem Rücken zur Wand stehen).
To play it by ear (von Fall zu Fall entscheiden).
It's music to my ears (Musik in meinen Ohren).
In one ear and out the other (zum einen Ohr hinein und zum anderen wieder heraus).
The plan is dead in the water (project failed to get off the ground).
Keep your fingers crossed! (die Daumen drücken).
An axe to grind (ein persönliches Interesse haben, Grund zur Klage haben).
A bone to pick (ein Hühnchen zu rupfen haben).
To keep one's head above water (sich über Wasser halten).
To grind to a halt (zum Stillstand kommen).
As busy as a bee (so fleißig wie eine Biene).
She stood head and shoulders above him (jemanden überragen).
To make ends meet (mit dem Vorhandenen auskommen).
The person is a pain in the neck…(person causes problems).
The two political candidates/horses were running “neck and neck” (Kopf an Kopf).
Neither here nor there (weder Fisch noch Fleisch).
To have nerves of steel (Nerven aus Stahl).
A knee jerk response (a quick response).
Give them a taste of their own medicine (mit gleicher Münze heimzahlen).
It or that person is not my cup of tea …(nichts für mich).
To land on all fours (auf die Füße fallen).
You're the hostess with the mostest! (a rhyme, where the hostess is just wonderful or super!)
Tear the person to pieces (jemanden in der Luft zerreißen).
I feel like a fifth wheel in a group or conversation (Ich fühle mich wie das fünfte Rad am Wagen).
One can't be everything to everyone (es immer allen recht machen).
Ignorance is bliss (Unwissenheit ist ein Segen).
Live and let live (leben und leben lassen).
A “cat and mouse” game (Katze und Maus spielen).
Not everything is black and white…
Sometimes less is more! (weniger ist mehr)
A winner never quits and a quitter never wins! (Niemals aufgeben!)

Sales-Related Expressions

Going back door (eine Hintertür benutzen)
“Smokestack hunting” …salesman seeking new companies, discernible by their smokestacks (Schornsteine)
Sell is a four-letter word!
“One-stop shopping” (do all your shopping or work with one store or company).
Store is open “24-7” (store is open 24 h/day, 7 days/week).

Medical Expressions

A person got a clean bill of health (person got a good medical examination, and is healthy).
On the road to recovery (auf dem Wege der Besserung; could also apply to economic or business issues).

5.2.1.4 Special Quotes or Proverbs from Well-Known People

1. “In politics, stupidity is not a handicap!” – Napoleon Bonaparte (early 1800s)
2. “A house divided cannot stand!” – Abraham Lincoln (stated during US Civil War, 1861–1865)
3. “The only thing we have to fear, is fear itself” – US President Franklin D. Roosevelt (stated in 1932, during America's economic depression where >30% of those eligible to work were unemployed!)
4. “One has not only a legal, but a moral responsibility to obey just laws. Conversely, one has a moral responsibility to disobey unjust laws.” – Dr. Martin L. King, Jr. (during the US Civil Rights Movement, 1960s)
5. “Ask not what your country can do for you, but what you can do for your country!” – John F. Kennedy, at his Presidential inauguration in Wash., DC, USA, 1961
6. “The difference between genius and stupidity is that genius has its limits.” Albert Einstein
7. “All for one and one for all.” Alexander Dumas, the three Musketeers
8. “Population, when unchecked, increases in a geometrical ratio. Subsistence increases only in an arithmetical ratio. A slight acquaintance with numbers will show the immensity of the first power in comparison of the second.” An Essay on the Principle of Population (1798), Thomas R. Malthus, British Economist and Demographer.
9. “Live simply, so others may simply live.” Mahatma Gandhi.
10. “I have a dream” – Dr. Martin L. King, Jr., US Civil Rights leader

Religious or Philosophical Proverbs

1. “Wisdom is like a baobab tree; no one individual can embrace it!” Ewe tribe of Togo
2. “To mistreat God's creation is to offend the Creator.” Amish saying
3. “Teaching children to count is fine, but teaching them what counts is better!” Anonymous

King James Bible

1. “Waste not, want not.” (Spare in der Zeit, so hast du in der Not).
2. “Beat their swords into ploughshares!” (Schwerter zu Pflugscharen).
3. “Do unto others as you would want them to do unto you.” (Was du nicht willst, das man dir tu', das füg' auch keinem andern zu).
4. “You reap what you sow.” (Du erntest, was du säst).

5.2.1.5 QUIZ YOURSELF: Business Expressions, Idioms, and Proverbs

Based on the content of the entire sentence using the expression or idiom, select the correct answer.

This year's group of MIT university graduates are the cream of the crop.
1. a. MIT graduates love cream on their vegetable
2. b. MIT graduates were the best in their class
3. c. MIT graduates were worst in their class
4. d. None of these
The company was accused of cooking the books.
1. a. The company created false financial numbers of its earning
2. b. The company's chef use seasoning in its cooking
3. c. The company accused the tax authorities of illegal work
4. d. All of these
The person's idea hit a nerve.
1. a. The idea caused nerve damage in the person
2. b. The idea hurt the person
3. c. The idea was rejected by the person
4. d. None of these
She hit a stroke of luck.
1. a. Things went well for the woman
2. b. The woman won money at the casino
3. c. Things didn't go well for the woman
4. d. None of these
He did well in his technical English presentation and some would say that he hit a homerun!
1. a. The man knows how to play baseball well
2. b. The man hit someone in the face
3. c. Due to success in an oral presentation, many considered it very positive
4. d. All of these
The supporting actress stole the star actor's thunder.
1. a. The actor made a huge impression on the actress
2. b. The actress made a huge impression on the actor
3. c. The actress' performance was not so good; thus the actor's performance exceeded her acting
4. d. The actress' performance was exceptional; thus the actor's performance was overshadowed by her acting
The bigger they are, the harder they fall.
1. a. The higher one goes, the more success they will have
2. b. The larger a person is, the greater success he/she will have
3. c. Even the mighty can lose or fail
4. d. All of these
The financial crisis is now front and center on the President of the US and Congress
1. a. The financial crisis is the most important issue to solve
2. b. The financial crisis is a burning issue for both the President and Congress
3. c. The President and Congress need to act on America's economic problems
4. d. All of these
Beggars cannot (can't) be choosy.
1. a. People should give money to beggars
2. b. Beggars should give money to people
3. c. Sometimes we have no choice, and have to accept certain conditions
4. d. Sometimes we have many choices, and don't have to accept any condition
Don't worry, if you make a mistake, we won't burn you on the cross!
1. a. Has some hidden religious meaning
2. b. If you make a mistake, you'll be put in jail
3. c. If you make a mistake, it won't be so terrible
4. d. If you make a mistake, it will be catastrophic

5.3 Writing Communication Skills

5.3.1 Improving Your Automatic E-mail Response (When Away from the Lab Station or Desk)

Initial questions for improving your automatic e-mail response

1. During your absence from the lab, which may be due to business travel, a time-consuming lab procedure or illness, do you provide an automatic E-mail response (message, reply) for colleagues or business people wishing to contact you?
2. Does your automatic e-mail response include an English version?
3. Do you think that your current e-mail response (message, reply) is professional enough?

If your answer to each question is no, not really or not sure, I suggest reading this topic further on. If you can improve on your technical English spelling, vocabulary or pronunciation, why not develop better business communication skills? After all, it's another facet for improving your technical English! Lastly, don't you believe your firm will respect you more for your efforts to improve e-mail responses?

5.3.1.1 Business Travel

When away on business travel

– No matter what language another colleague speaks or writes in, surely you wish for that person's reply within a reasonable period of time. Of course we could debate what is considered a reasonable period of time to reply within; however, what happens if your colleague fails to reply due to:

business travel or vacation^AmE/holidays^BrE
family emergency or illness
being no longer with the company, institute, testing lab, and so on.

“benefit of the doubt”	im Zweifel für den Angeklagten
business travel or vacation	Geschäftsreise oder Urlaub
family emergency, illness	Notfall, Krankheit

Perhaps other reasons may exist for a colleague's late reply, and one should consider giving that person the “benefit of the doubt,” yet, most would agree that some reply such as, “I'm currently away on business travel, and upon my return to the laboratory or office will get back to you” with the person's business coordinates would be the professional thing to do.

Furthermore, it may be that you never thought about this topic, or you were scared trying to write an appropriate response in English or are what I call, “being customer un-friendly.” This is not to be interpreted as stating that Germans are unfriendly, but just need to learn how to be a bit more customer-friendly in a global world. Thus, this practical lesson will attempt to switch or change your ways and think more globally, especially with your e-mail response when away from the lab.

With more companies going global, issues about cross-cultural differences were bound to occur, and some of these cultural differences have made certain aspects of the business world more complicated. Whether it is about differences in working hours, vacation time, business ethics, these cross-cultural issues are not something one can change.

5.3.1.2 Two Anonymous Examples of Automatic E-Mail Responses

1. Portuguese/English
2. German/French/English

Automatic E-mail Response Example Nr. 1: Portuguese/English

Portuguese

Olá, Obrigada pelo seu contato. Informo que estarei fora do escritório até o dia 29 de abril com acesso restrito aos meus e-mails. Responderei sua mensagem assim que possível. Em caso de necessidade imediata, favor encaminhar o e-mail para Bruna M. em: bruna.m@xx.com

Atenciosamente, Alexandra

----------------------

English

Hello, Thank you for your e-mail. I will be out of office until 29 April with restricted access to my e-mails. I will reply to your e-mail as soon as possible. For immediate assistance and urgent matters please re-send your e-mail to Bruna M. at bruna.m@xx.com

Best regards, Alexandra

Automatic E-mail Response Example Nr. 2: German/French/English

German

Sehr geehrter Mailsender,

Zurzeit befinde ich mich außer Haus. Ich werde am 26.04.2013 wieder hier sein. Ihre Mail wird jedoch gelesen und bearbeitet. Gegebenenfalls werden Sie durch meine Stellvertretung kontaktiert. Für dringende Anliegen bitten wir Sie, sich unter der Nummer xxx mit der Y Chemicals in Verbindung zu setzen. Besten Dank und freundliche Grüße, N. Yamamoto

--------------------------

French

Chère Madame, Cher Monsieur,

Je suis absent(e) pour le moment et je serai de retour le 26.04.2013. Votre mail sera quand même lu et travaillé. Mon remplaçant/ma remplaçante vous contactera si nécessaire. Pour une demande urgente, veuillez contacter le département Y Chemicals au xxx.

Merci beaucoup et meilleures salutations, N. Yamamoto

-------------------------------------------------------

English

Dear Madam/Sir,

I'm not in the office for the moment. I will be back on 26.04.2013. Your mail will be read and treated nevertheless. My representative will contact you if necessary. For urgent requests, please contact Y Chemicals directly under the following phone number xxxx.

Thank you very much and best regards, N. Yamamoto

From the two examples given above, what did you learn?

The purpose of the above e-mails was to give you a “flavor” or idea about how business has become so global and the impact other languages have on our daily lives.

Concerning automatic e-mail response Nr. 1, as their official language, what nations in Europe, South America and Africa speak Portuguese? Did you say Portugal, Brazil, Angola, and Mozambique? Correct! No, this is not a geography lesson, but Brazil, a member of the BRICS is increasingly an important market.
Secondly, did you observe that automatic e-mail response Nr. 2 was written by a person with a very typical Japanese last name, ‘Yamamoto’? If yes, this person's replies were in three languages!

5.3.1.3 Lesson for only German and English automatic E-mail responses

First, let's review your e-mail response's signature.

Your e-mail signature should contain the following:

Name and business title (plus academic title, if any)
Company name, its business coordinates (your e-mail address, website, etc.).

Here is an example….

S. L. Beispiel, QA Dept. Lab Manager Rm. 101

Beispiel GmbH

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel-Nr./Fax: +49 – Beispiel-Nr.

E-mail: s.b@beispiel.com/Skype: s.h.beispiel

Website: www.beispiel.com.

As expected, everyone has their own “corporate identity,” which will include using certain fonts, colors, style, company logo, and so on. But the main point is to have your name, business title, company and its address, e-mail address, website, and so on, all listed under your signature block. The style or way your name, company, and business coordinates appear is a subjective, not an objective question…taste counts, but it's all in the “eye of the beholder.”

So when away from your lab or office, what is your current e-mail response to advise people that you are currently unavailable? Below are some tips from Mr. “H,” and then we'll look at five versions to review and make further observations to improve your e-mail writing techniques.

5.3.1.4 Below are Five Different Automatic German/English E-mail Responses

Analyze each, and hopefully you will come away with some new thoughts on ways of improving your automatic e-mail response. Following these five different automatic e-mail responses, a critique of all five versions will occur. I might also add, that I too periodically change or “tweak” (make fine adjustments) to my e-mail responses…nothing should be written in stone!

Version 1

Deutsche automatische Antwort

Vielen Dank für Ihre Nachricht. Ich bin vom 28.12.2014 ab 12 Uhr bis einschließlich 08.01.2015 nicht im Hause. Ihre e-mail wird in dieser Zeit nicht gelesen. In dringenden Fällen erreichen Sie mich unter der Handy-Nr. +49 241-xxxx. In dringenden Fällen wenden Sie sich bitte an meine Kollege, X.X.

English automatic response

Thank you for your message. I am not in the office from 12 noon on 28.12.2014 until 08.01.2015 (including this day). Your e-Mail will not be read during this time. In urgent cases you can reach me under my mobile-nr. +49 241-xxxx. In urgent cases, please contact my colleague, X.X

Version 2

Deutsche automatische Antwort

Vielen Dank für Ihre e-Mail. Ich bin nicht im Hause und werde erst wieder am 28.01.2013 im Büro erreichbar sein. Mein e-Mail-Account wird jedoch in regelmäßigen Abständen überprüft. Selbstverständlich werden sich meine Kollegen trotz meiner Abwesenheit um eine zeitnahe Bearbeitung Ihrer Anfrage bemühen. In dringenden Fällen oder Fristsachen bitte ich Sie, sich direkt an einen meiner unten aufgeführten Kollegen zu wenden.

Name der Vertretung: x.x@zzz.de/Tel.: +49 241-

English automatic response

Thank you very much for your e-mail. I am currently not in my office and I will return on 28.01.2013. However, my e-mails will be checked regularly. Despite my absence order service will endeavour^BrE to deal with your request as soon as possible. Concerning urgent cases or deadlines, please contact one of my colleagues mentioned below to discuss any further steps. In case of urgent matters, please contact: x.x@zzz.com/Tel.: +49 241-

Version 3

Deutsche automatische Antwort

Vielen Dank für Ihre e-mail. Ich bin vom 06.02. bis einschließlich 11.02.2013 im Urlaub (Mallorca) und nicht erreichbar. Am 11.02.2013 bleibt unser Büro geschlossen. Ihre e-mail wird nicht weitergeleitet. Zu Fragen hinsichtlich der Logistik kontaktieren Sie bitte unsere Expertinnen, entweder Frau X X oder Herr Y Y. Vielen Dank für Ihr Verständnis, SH.

English automatic response

Thank you very much for your e-mail. From 6–1l, Feb., 2013, I am out of the office on vacation (Mallorca) and not reachable. On Feb. 11, 2013 our office will be closed. Your e-mail will not be forwarded. If you have questions concerning logistics, please contact my expert colleagues either Frau X X or Herr Y Y. Thank you for your understanding. SH

Version 4

Deutsche automatische Antwort

Ich bin zurzeit nicht in meinem Büro. Wenn Sie eine dringende Anfrage haben können Sie unsere QA/QC Laborleiterin, Frau Dr. X X (x.x@yyy.com), oder Herrn Dr. B. B. (b.b@yyy.com) erreichen. Mit freundlichen Grüßen, SH.

SLH, QA Dept. Lab Manager Rm. 101

Beispiel GmbH

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

English automatic response

Currently, I'm away from my desk (office). If your request is urgent, you can reach our firm's QA/QC Lab Director, Frau Dr. X X (x.x@yyy.com) or Herr Dr. B. B. (b.b@yyy.com). Cordially, SH.

------------------------------------------

SLH, QA Dept. Lab Manager Rm. 101

Beispiel GmbH

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

Version 5

Deutsche automatische Antwort

Ich bin zurzeit wegen Krankheit nicht im Büro und habe keinen Zugang zur meiner e-mail oder zum Anrufbeantworter. Bei dringenden Anfragen können Sie einen meiner Kollegen, entweder Frau Dr. X X (x.x@yyy.com), oder Herrn Dr. B. B. (b.b@yyy.com) anrufen. Vielen Dank für Ihr Verständnis. Mit freundlichen Grüßen, SH

------------------------------------------

SLH, QA Dept. Lab Manager Rm. 101

Beispiel GmbH

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

English automatic response

Dear Sender,

Due to illness, I'm out of the office and will have no access to my e-mail or voice mail. If your request is urgent, you can reach either of my colleagues, Frau Dr. X X (x.x@yyy.com) or Herr Dr. B. B. (b.b@yyy.com). Thank you for your understanding, Cordially, SH.

------------------------------------------

SLH, QA Dept. Lab Manager Rm. 101

Beispiel GmbH

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

Mr. H's critique for all five automatic e-mail response versions – Of the five e-mail automatic responses in English, which version did you think was most professional? Why?

Version Nr. 1: This version leaves only his/her mobile Tel-Nr., and many business people frown (verpönen) upon this. However, if one prefers to include their mobile Tel-Nr., that is a personal decision; yet, the reply is quite customer-unfriendly stating, “Your E-Mail will not be read during this time.” Also, the reply doesn't give any person's business coordinate to contact (company name, business address, office tel-nr., etc.)! Last, but not least, in the business world, one doesn't wish time frames on when to call or not to call, so I wouldn't mention, “after 12:00 or any other time, I will not be available.” After all, that's why answering machines exist, to leave messages at any time! Furthermore, this option makes it very difficult for someone trying to reach this person from another international time zone.
Version Nr. 2: This version is far too long and should follow the KISS rule. Response uses the word “urgent” (dringend) too many times, and also doesn't provide the person's business coordinates nor his/her business colleague's contact coordinates!
Version Nr. 3: This version mentions that he/she is on vacation in Mallorca, and frankly many business people frown (verpönen) that vacation should be mentioned in an e-mail reply during one's absence. After all, in many business circles, vacation time is considered private time. A more appropriate answer might be just to say “I'm away on business travel.” Furthermore, this response doesn't give the person's business coordinates nor his/her business colleague's contact coordinates!
Version Nr. 4: This version makes good use of a transitional adverb (see below “Using Transitional Words/Phrases for automatic Emails responses, business communication”). “Currently,” a transitional adverb acts as a good way to start the response. One can also use other transitional adverbs such as:
- “Presently…”
- “At the current time…”
- “At the present time…”

This version also reaches the KISS mantra, plus provides the person's business coordinates.

Version Nr. 5: With a legitimate reason (illness, “Krankheit”) for not being available, the response also reaches the KISS mantra, plus provides the person's business coordinates. Writing “Dear Sender” (Sehr geehrter Sender), isn't necessary, but many find this perfectly legitimate to write, and one can make their own decision on this point.

5.3.1.5 Transitional Words or Phrases for Business Communication

Transitional words or phrases are adverbial expressions, which can help keep your e-mails remain short, concise and more to the point. Basically, transitional words or phrases are used for:

time, chronology or sequence (Zeit, Chronologie, Reihenfolge)
conclusions^pl. or summaries (Schlüsse, Zusammenfassungen).

Specific Transitional Phrases – Time, Chronology, or Sequence

Examples:

1. At the present or At the current time: At the present time, I'm away from my desk; however please leave a brief message, and I'll get back to you asap.
2. From time to time: From time to time, I maybe away from my desk; however please leave a brief message, and I'll get back to you asap.

Other transitional phrases in this category to consider for business communication:

Sooner or later,
At the same time, To begin with, In the first place,
In due time, Until now, In the meantime,
In a moment, Without further delay.

Specific Words – Time, Chronology, or Sequence

Examples:

1. Currently or Presently: Currently, I'm away from my desk; however please leave a brief message and I'll get back to you asap.
2. During the next month, I will be away on business travel; however, please leave a brief message and I'll get back to you asap.

Other transitional words in this category to consider for future business communication:

Immediately, Suddenly, Instantly, Since,
Shortly, Eventually, Occasionally.

Transitional words or phrases to conclude or summarize with

These transition words and phrases conclude, summarize, or indicate a final general statement. Also some words (like, therefore) can be used to summarize. As above, most are adverbial expressions.

Specific Transitional Phrases – Conclude or Summarize

Examples:

1. In summary, In conclusion, Therefore: In summary, the medical procedure found that the chemotherapy used on the patient's tumor was less effective than expected.

As can be seen, As shown above, All things considered, To sum up, To summarize, On the whole,
Last, but not least, However,
For the most part, By and large,
In fact, In short, In brief, In essence,
In any event, In either case, In the final analysis.

Specific Transitional Words – Conclude or Summarize

Examples:

1. Therefore, we finally came to the conclusion that the use of a rutile, not anatase form of titanium dioxide would be best for the application.

After all, Overall, Altogether, Ordinarily, Usually

5.4 Business Writing Communication Skills

5.4.1 Writing Effective E-mails and Business Letters

An e-mail may be the fastest and perceived convenient way to perform daily business messaging, but the printed business letter is still the preferred way to convey important information. A carefully crafted (written) letter presented on attractive letterhead can be a powerful communication tool.

Written below, are sample business letters. When making comparisons, do you see any similarities or differences between these two letters? Like two snowflakes, no two business letters and their formats are similar.

5.4.1.1 A Professional Business Letter's Format – What Should it Contain?

For sure, a professional business letter will contain these following items, which are demonstrated in the two examples above.

1. Sender's address (heading)
2. Date
3. Salutation (greeting)
4. Main body or text
5. Signature (closing)
6. Enclosures (attachments, if necessary).

Business Letter Template Fields:

1. Sender's address: If not already incorporated into the letterhead design, it's a good idea to include sender's e-mail, website.
2. Date: Choosing the month, day, and year format:
- AmE (N. American version): March 3, 2011
- BrE (European version): 3. March 2011
3. Salutation: Most experts will suggest starting with Dear:
- Dear Mr. X,
- Dear Ms. Y,
- Dear Dr. Z,
Hint! Most people write with the comma after the person you are writing to. However, it is not unusual to see someone use the semi-colon (;) in the following way:
- Dear Mr. X;
- Dear Ms. Y;
- Dear Dr. Z;
Either is considered correct, yet the comma (,) is preferred. Naturally, if you are on a first name basis with your contact, then write to that person on a first name basis.
- Use of Mr./Ms., Mrs. or Miss,
  - Mr. (Mister): Salutation for a man, who does not possess a Dr. or Prof. title
  - Ms., Mrs. or Miss: Salutation for a woman, who does not possess a Dr. or Prof. title:
    - Ms. – considered the most appropriate salutation for a woman
    - Mrs. – usually this indicates the woman is married has a child or children
    - Miss – for a child or teenager
- Use of professional or academic titles such as:
  - Dr. – for a doctor or a person with a doctorate academic title
  - Prof. – for a professor
4. Body text:
- Briefly and succinctly, state the reason or purpose why you are writing.
- Establish any person's referral, reference number (Ref.:), and so on.
- Outline the solution, providing proof in the way of examples and expert opinions.
- Group related information into definite paragraphs.
- Closing or “action required”: State what the reader needs to do and what you will do in a follow up.
5. Signature (closing): for business purposes, I suggest these following signature closing choices:
- Cordially, Sincerely, Sincerely yours, – used when not so familiar with the person you are writing to
- Best regards, Kind regards, With kind regards, – used when quite familiar with the person you are writing to
- Fondly, – used only for love letters or to good friends!
6. Enclosures: Use if you have an enclosure or briefs for attachments.

Writing an Effective Letter – Suggestions, Tips, Advice, Recommendations

1. Use a professional tone
Save casual, chatty language for e-mail – your printed business letter should be friendly, but more professional. Also, be sure to sound like yourself – you don't want your letter to read as if a machine or “Ghost writer” wrote it.
2.
KISS – Keep It Short and Simple

State your point early in your letter. To avoid any miscommunications, use straightforward, concise language. Skip the industry jargon and instead choose lively, active words to hold your reader's attention.
3. Be persuasive!Establish a positive relationship with your reader right away. Understand your reader well enough to anticipate how he or she will react when reading your letter. Address his or her needs or wishes, or a specific problem, and then outline your solution. Provide proof in the way of examples and/or expert opinions to back up your point. Make sure to maintain a friendly tone. State clearly what your reader needs to do or believe to achieve the desired solution and then state what you, the writer, intend to do next to follow up.
4. Proofread your letter!All your careful crafting and printing can't cover up spelling or punctuation errors, which can leave a lasting negative impression. Now that you've learned the secrets of writing an effective business letter, you're ready to start composing. Good luck!

5.4.1.2 Writing an Effective E-mail

When composing an e-mail in English, what problems do you incur?
Is it a problem about selecting the right words, keeping a certain format, spelling, or other issue?

Let's now see how to write a more concise, effective e-mail.

Mr. H's Tips and Recommendations for Writing Effective E-mails

1. The first paragraph should capture the readers' attention and needs to get to the heart of the matter!
2. Select words you understand, know how to spell correctly and keep a dictionary nearby.
3. Beware!
- Be careful using too many “I's and me's” in your sentences…why?
- Be careful of mixing languages, aka Denglish such as the following:
  - “Der Flug wurde gecancelt.”
  - “Ich habe das Programm downgeloadet”
  - “Casual Herren und Damen Fashion (Mode)”
  - However, ‘Public Viewing’ is now an accepted expression in German.
4. Use “bullets” for specific points, and especially for any conclusion or summary:
- Pt. 1
- Pt. 2
- Pt. 3
5. Be polite and friendly in your message… meanness, negativity will get you nowhere!
6. Use a format provided by the company, firm or organization you work for.
7. KISS – State your point clearly in your letter. To avoid any miscommunications, I suggest using straightforward, lively, active words to hold your reader's attention.
8. Last, but not least… be concise and to the point… less can be more!

Below are some examples of E-mails. Try to get a grasp of the format, wording and style.

E-mail Example – Nr. 1 – Written to an English-speaking person in an HPLC manufacturing company

Dear Ladies and Gentlemen,

On 30 Dec. 2004, our firm bought an HPLC from your company. Up until today, the apparatus was running perfectly. However today, we are having a problem with a specific part and it is not functioning properly.

Thus, can you please advise whom we can address the problem to? Also, do you have a German-speaking technician who can visit us at our firm in Beispielstadt, Germany to correct the problem?

We look forward to your reply.

Cordially,

Steven L. Hanft, M.A., President, CONUSBAT

Beispielstr. 1, D-55555 Beispielstadt, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

E-mail Example – Nr. 2 – Written to a Portuguese-Speaking Person (Salutation: Caro = Dear/Closure: Cordialmente = Cordially)

Caro/Dear Maria-Angélica,

Thanks to your efforts, over this wkend the funds did arrive in our bank account. Thus, pls. find attached the following:

XXXX invoice
XXXX payment of invoice from bank account for XXXX

Naturally, if any questions exist, pls. feel free to advise me.

Last, but not least, asap, pls. send the XYZ document for our regulatory dept. to review.

Cordialmente/Kind regards,

Steven L. Hanft, M.A., President, CONUSBAT

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

E-mail Example – Nr. 3 – Written to a French-Speaking Person (Salutation: Bonjour = Dear/Closure: Cordialment = Cordially)

Bonjour Cathy,

In order to write a precise invoice, I need to know how many extra (>70) paid attendees were there? On the Excel sheet, I read that a total of 72 signed up for the workshop, but I will need your input on the final count.

Also, we would appreciate that the Excel spread sheet contains the participants' e-mail addresses. Last year's Excel sheet was done in that way, and we do hope you will oblige our request.

Thus, I await your reply and thank you for your understanding in this matter.

Cordialment/With kind regards,

Steven L. Hanft, M.A., President, CONUSBAT

Beispielstr. 1, D-55555 Beispiel, Germany

Tel.: +49 – Beispiel nr./Fax: +49. Beispiel nr.

Website: www.beispiel.com
E-mail: s.h@beispiel.com

Comparing (similarities vs. differences) all three e-mails, what did you observe?

1. Salutation – Signature (Closing)
- E-mail Nr. 1; notice the salutation was “Dear Ladies and Gentlemen.” Since the writer does not know anyone specifically at the HPLC manufacturing company, the writer's signature closes with, “Cordially,” yet “Sincerely” could also have been used.
- E-mails Nr. 2 and 3; the salutation was written to known people, and signature closed with writing “Kind regards.” Best regards or With kind regards could either be used.
2. E-mail Nr. 2 – Use of Bullets Thus, pls. find attached the following:
- XXXX invoice
- XXXX payment of invoice from bank account for XXXX
3. E-mail Nr. 2 – Use of Abbreviations(for further reminders about Abbreviations, refer to Section 5.1) These following abbreviations were used in this e-mail:
- pls. (please)
- wkend (weekend)
- asap (as soon as possible)
- dept. (department).
Some people disagree with the use of abbreviations in an E-mail. However, e-mails should be brief and if you know the client or colleague well enough, these commonly used business abbreviations can be used. However, the abbreviation, “wkend” may be difficult for some to comprehend and thus I suggest caution in use of abbreviations.
4. E-mail 2 (Portuguese/English) and E-mail 3 (French/English) – Using other languages for Salutations and Signature (closing), which meet cross-culture issuesNot all people like to do this, but some feel it is effective toward “connecting” or communicating with that person & their mother tongue. Thus, its a personal decision to do so.

5.5 Writing a ShortBio (Short Biography)

What is a ShortBio?

First of all, let's be VERY clear, a ShortBio is not a CV (Curriculum Vitae), but a tool, which points out one's professional background accomplishments, pertinent publications and membership to professional organizations or working groups. The ShortBio is used to introduce a person:

speaking at a scientific symposium, conference, trade show
presenting a seminar
providing a webinar
authoring a scientific publication

Basically, a ShortBio should be a maximum of 2–3 paragraphs and should chronologically list one's professional background, publications, and other accomplishments.

ShortBios Can be Posted Online!

Living and working in the online age can be challenging. Thus, for anyone providing a webinar, seminar, presentation or publishing an article, ShortBios are used to advertize what that person has been hired or asked to do. Thus, when the ShortBio is posted online, this means the entire world can read it.

Thus, you need to take special care in formulating this 2–3 paragraph summary of your current professional work experiences. As we all now live in the “online age,” ShortBios are meant to do the following:

Advise the reader who you currently work for, professional background, specific expertise, work responsibilities, and so on.
Impress the reader! …Highlight your personal accomplishments such as scientific publications, recent presentations at scientific symposiums, or if appropriate, include the title of your Ph.D thesis.
State memberships to pertinent (relevant) professional organizations or working groups.
Use words or expressions that your clearly understand.
Avoid abbreviations.
Before publishing the ShortBio, proof read it over.

Above all, KISS.

An Example of a Professionally written ShortBio

To protect the identity of the person's ShortBio, we've taken out the person's name, companies employed with, and so on. Publication names are fictitious (not real).

Dr. A. S. has focused on Regulatory Affairs since 1994 with her main concentration on the EU regulatory frameworks for Cosmetics (CPR) and for Chemicals (REACH). She has more than 30 years of professional experience in various functions and has held leading positions in the international fine chemicals industry. Her education includes a doctorate in biopolymer chemistry from the German Wool Institute (DWI) and an MS in chemistry from the RWTH-Aachen. Before joining Company XYZ in Germany, she worked for various global companies at international locations, including CCC, Netherlands) and ZZZ, USA. Since 2003, she is the Technical Director with Company XYZ, a provider of internationalization services. As a renowned author on EU chemical regulations, Dr. S's publications can be read in several top journals such as “Chemical Journal X” and “Cosmetic News Y”. Dr. S is a longstanding professional member of the CCS/USA, GKD/Austria and FIT/Switzerland.

What Conclusions have you Drawn from this ShortBio Example Above?

Other suggestions for your ShortBio:

Include a phrase that states pertinent information about your professional experience in industry.
List titles and dates of pertinent publications, seminars/webinars or presentations performed, and so on.
Name the most recent firms, agencies or institutions you've worked for.

Last, but not least, whatever you write in your “ShortBio,” KISS,… Üben, Üben, Üben!

Currency	Symbol
Yen/Yuan/Won
Pound
Peso/Dollar
Rupee
Krona	Kr k
Euro	€
Ruble

Company legal entities	Rechtsformen
Credit rating	Bonität
Incorporation (Inc.)	Gesellschaft, GmbH
Protection of personal assets	Schutz des persönlichen Vermögens
Publically owned corporation (corp.)	AG; Aktiengesellschaft
Retirement funds	Pensionskasse
Stock	Aktie
Sustainability	Nachhaltigkeit

Expressions	Ausdrücke
Idioms	Redewendungen
Loan word	Lehnwörter
Proverbs	Sprichwörter

Abbreviations	Abkürzungen
Attachments, enclosures	Anhänge
Brief	kurz
Comparisons	Vergleiche
Cordially, Sincerely, Sincerely yours,	Mit freundlichen Grüßen,
Dear Mr. Hanft,	Sehr geehrter Herr Hanft
Differences vs. similarities	Unterschiede gegen Ähnlichkeiten
Fondly,	liebevoll
Kind regards, Best regards	Viele Grüße, beste Grüße, herzliche Grüße
Mean, meanness	böse, bösartig
Mr./Ms. or Mrs./Miss	Herr/Frau/Fräulein
Persuasive (to be persuasive)	überzeugend
Polite, politeness^n.	Höflich, Höflichkeit
Proofread	Korrektur-/gründlich lesen
Reference, Ref.:	Betreff, Betr.:
Salutation	Anrede
Signature	Unterschrift
Succinctly	kurz und bündig

Accomplishments, abilities	Leistungen, Fähigkeiten
CV (Curriculum Vitae), resume	Lebenslauf
Pertinent (relevant)	relevant
Proof read	korrekturgelesen
Membership (as in membership to certain trade or professional organizations, working groups, etc.)	Mitgliedschaft
Trade show, exhibition	Messe