The world of business English is powered by words. Reports, meetings, and emails can sometimes seem like a puzzle to solve with all the complicated and specific business jargon that they use. So how can you improve your own business English vocabulary without memorizing the definitions of hundreds of words? Research into vocabulary development has changed how we approach word knowledge. These business English vocabulary tips can be easily adopted by any professional who wants to build their business English vocabulary.
Table of contents: Business English Vocabulary Tips
When it comes to studying vocabulary, it can be overwhelming to know where to start. You can even be discouraged by how many words you don’t know rather than figuring out how to build on what you do know. And with our hectic schedules, it’s hard to find the time to dedicate to developing our English language word skills.
This first business English vocabulary tip is to focus on what words you need to know i.e what words are important for your job. If you work in the IT department, you don’t need to spend hours memorising financial terminology if accounting is not a key part of your job. If you are a project manager, do you really need key phrases for sales presentations or customer service? Paying attention to your unique needs in your business English journey can give you a solid foundation for building your mental word library, as well as make sure what you are learning is useful to you in your current workplace and in the long term, in your career.
Some learners like to rely on long lists of words and phrases with definitions in their own language, or an explanation in English. If that works for you, great! But this takes the words out of their context – and this can often change the meaning of the word and how it is used. One of the difficult parts of studying English is that words often have multiple meanings and uses, which changes depending on its context.
Take the word “market”. In some contexts, it can mean a lovely local shop where you pick up your groceries for the week. But in the context of a sales meeting, “market” can take on the meaning of an area you wish to develop a presence in, such as “the European market” or “the Southeast Asian market.”
Context is also key for using idioms. Even if you grasp the meaning of these confusing terms, using them correctly and – most importantly, naturally – is where language learners often struggle. Looking at the context of an idiom’s use, as well as its meaning, makes it easier to incorporate these phrases like a native.
Keeping the vocabulary in context with example sentences along with the definition can help to raise awareness of the multiple meanings that English words can have and make sure you’re using the right words in the right context.
A language chunk is a phrase of two or more words that appear together and act as one unit. “Nevertheless” is one word, while “How do you do?” is one unit that can communicate meaning. Studies show it is much easier for foreign language learners to memorise and store chunks of language in their memory rather than individual words.
Looking again at our example of “market” – it can be used to make countless language chunks that are much easier to remember than the word on its own. Putting different words together to make chunks or phrases will not only widen your vocabulary, but also make your memory stronger when recalling the word.
This can be very helpful with the most common type of chunk; the dreaded phrasal verb. Memorizing the meaning of “bring up” may be simple, but “chunking” it with some related words, such as “bring up the issue with you” or “bring up the topic in the meeting” gives you more practice with the word as well as making it easier to produce it when needed.
Being able to recognize a word when you’re reading or listening -“receptive language”- is just one aspect of vocabulary knowledge. Actually using the vocabulary themselves, is what causes issues for many people- their “productive language”. So while it’s great to have a long word list for the pharmaceutical sales industry, how can you make sure you are able to produce those English words and phrases spontaneously when you need them?
The key is to increasing your productive language is to practice production of vocabulary yourself, both with writing and speaking. If you don’t have someone willing to sit down and speak with you, try recording yourself speaking on a unprepared but useful topic for a minute – then listen back and see how many of your target words you used. Your nerves may cause you to slip up and make mistakes, but these recordings are a space for you to do so, rather than in the office!
For writing, practice writing emails, reports, memos, whatever your job requires you to do, and use your new vocabulary within it. All that wonderful business vocabulary is just sitting in your brain. The key is to this business English vocabulary tip, as we say in English, is to “use it or lose it!”t!”
“Rinse and repeat” is an English idiom meaning, “Do it again. And again. And again.” The cold hard truth that many students can’t grasp about learning a language is that it doesn’t happen overnight. Learning vocabulary, like learning anything to a high standard, takes time and repetition in order to reach the level of business English that you need for professional success.
Whatever methods you take on to build your business English vocabulary, try to make a habit of them. Whether it’s reading an article in English related to your field, practicing vocabulary with flashcards, or even just pushing yourself to chat with your colleagues in English, establish a routine of whatever you find most helpful for developing your skills and knowledge.
Repetition not only has the benefit of helping you get better with your language skills, but can also help develop your confidence in your abilities. The more you speak with colleagues or clients in English, the more confident you will feel each time, and confidence is key in the business world.
These 5 tips will help you focus on the vocabulary relevant to you and your job. Building and retaining your business English vocabulary can also be done quickly and effectively in an intensive course. If you are starting a new job soon or have recently been promoted in your company, an intensive course is a great choice.
Author: “Business English Vocabulary,” Clare Kelleher, MA TESOL, October 2021
Updated by: Eva, Business English Trainer, November 2024
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Would you love to speak English fluently? Do you want to feel confident and relaxed when speaking? What about sounding as smart in English as you do in your own language? Do you want to communicate fluently at work and in social situations? Then this post is for you. Read the whole list and then find the tips that suit you best and begin your journey to English fluency. Let’s start with some definitions, just to be sure that we are all “on the same page.” (= thinking about the same thing.)
According to the Cambridge Dictionary, fluency is the ability to speak or write a language easily, well, and quickly. We could say that fluency means flow. However, in common usage (and the way we will think about it in this article) fluency means speaking at an advanced or near native level (C2 on the CEFR scale).
First, and most importantly – don’t worry about doing everything on this list. And don’t worry about being perfect. Even native speakers make mistakes! Just pick the English fluency tips that suit you best and get started. Stay relaxed, but disciplined. Let’s get fluent!
Table of contents: How to Speak English Fluently
English fluency begins with words and phrases. Vocabulary is the heart and soul of any language! Build vocabulary with more words, especially those that are useful to you. It’s no good just knowing words, being able to produce words is essential to speak English fluently.
To speak English fluently, you need to use idioms or expressions that native speakers do. Build your vocabulary with more idioms. Using these sayings can allow you to express yourself more accurately and concisely, as well as making your language more interesting.
Firstly, accept the fact that English spelling is very often disconnected from English pronunciation. To speak English fluently you can’t rely on how words are spelled to guide how they should be pronounced. With that in mind, it is important to fix your pronunciation errors that interfere with how understandable you are, especially sound substitutions. Starting with a good TH sound so you can properly say common words like think, thought and through is a great place to begin!
Learning and implementing intonation, the rise and fall of language, is essential as it carries meaning about attitude and emotion. If you can, start to use linking like omissions (e.g., pronouncing ‘you’re’ not ‘you are’) so you can produce English with flow. This also helps with ensuring that you stress the correct words in the sentence- often the content words like nouns and verbs that carry the most meaning.
Being polite and learning the “social graces” of English can help you to develop that native English speaker ‘sound’. Start by learning to use modal verbs (e.g., would, could and can) and other softening phrases so that you are clear but polite. Study techniques of how to persuade or ‘sell’ in English through diplomacy, like asking positive questions rather than disagreeing.
If you listen well you can respond well with accuracy and thought. Being a great listener and showing that you are listening with eye contact, facial expressions, appropriate body language, and accurate verbal response helps you to “win friends and influence people” (Dale Carnegie).
Read books, articles, blogs, magazines and newspapers aloud. This will help you to build your muscles and stamina helping you to reduce hesitations and filler words. Reading aloud is also a good opportunity to improve your pronunciation and even confidence.
• Learn by doing. You wouldn’t learn to dance by reading about it, would you? Language is no different.
• Build your muscles: Speak, speak, speak!
• Write in English: Write anything from a business report to a cooking recipe. Writing forces you to externalize and produce language and helps you see your errors.
• Be social but selfish: If possible, minimize contact with people who speak English badly. Maximize contact with native speakers and advanced ESL speakers.
Entertain yourself with movies, series and podcasts. If watching something, try both with and without English subtitles. Subtitles can help you to develop the vocabulary and idioms that are so necessary to speak English fluently. Equally watching without them is a great opportunity to improve your listening. With podcasts – and documentary films – you can learn about something that is important to you while improving your English. What could be better than that?
It is essential to accept and embrace the lifelong language journey. Language fashions change- the rules, styles and preferences you learned at school or uni may no longer be valid- so be ready to adapt. English is a rich and diverse language, even native speakers don’t know all the words so be prepared to keep learning!
Authors: Brenda de Jong Pauley, English Center Director and Kerry Finlayson, Business English trainer, January 2022
Updated: Eva, Business English trainer, November 2024
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It’s widely known that the Dutch are, in general, very direct – and proud of it! They are also skeptical – if not completely bewildered – by Anglo Saxon indirectness. This article is a guide for helping you increase your diplomatic English for business settings, especially when interacting with native-English speakers.
Have you ever been told you were too direct, not polite – or even rude? Then this post is for you.
Do you know the saying, “Treat others the way you want to be treated?” This simple but eternal wisdom is where diplomacy begins. Speaking diplomatically is not about formality or avoiding casual language. It is about good manners and polite, respectful, effective interactions. And, despite what you may have heard, real English diplomacy is neither fake nor weak.
But diplomacy has another driver, it gets things done. It “greases the wheels” of human interactions. So if just treating others kindly is not enough for you, that’s OK, because diplomacy is also self-serving. Have you ever heard the saying ‘kill them with kindness’? Approaching conversations with diplomacy and politeness can lead to a more positive interaction, ultimately helping you to get what you want. Offending people, in general, does not.
However, diplomacy is a code that is not easily understood. These 10 tips can help you better navigate this very important dimension of business communication.
Table of contents: Diplomatic English for Business – 10 tips
The examples below are diplomatic requests and suggestions that are understood as polite by native-English speakers. Comments like these “grease the wheels of communication” (facilitate communication). “Slijmerig!” say the Dutch. But what is too direct, or too fake and slimy (unctuous), is all “in the ear of the beholder” (A reference to the expression, “Beauty is in the eye of the beholder.”) You can say…
Minimizing adjectives are often used in diplomatic English for business. We use these words to make something less negative. Combining these kind of adjectives with modal verbs is an excellent way of sounding more polite. Use these with discretion, if something is delayed for three weeks this must be conveyed directly!
Examples might include:
For matters big and small, take responsibility for your part in things that have inconvenienced or hurt others. Saying “sorry” shows that you care if you have caused trouble, done damage or offended someone. “Sorry,” when used correctly, expresses empathy and connectedness. It says, “I care.” You can say…
When you signal that an opinion is yours, and therefore perhaps not universal, perhaps not a fact, listeners will feel permitted to disagree, and that can actually help them relax and listen. Keep your tone neutral (not bragging) and say…
Saying please, thank you and generally expressing appreciation “goes a long way” (=has a lot of value) in building good business relationships. You can say statements such as:
Talking is like driving. You need to signal so that people know when you are going to change directions, especially from a positive to a negative opinion. In diplomatic English for business we ease people into a negative comment by using words like: but, but still, and however to show that a contradictory statement is coming.
Go on, find something sincerely positive that you can say, even if you are about to disagree or say something negative. Use a compliment before your criticize. For example:
These phrases can be used to preface your statement, even if you plan to disagree. They show respect and signal that you heard what the other person was saying. You can say…
You can use signal phrases when you need to give bad news. This prepares the listener for a negative message. You can say…
Remember to change what phrases you use and thus your politeness in order to be suitable for your audience. If you are overly polite you can sound pompous, insincere and even old fashioned!
Notice the different modals (or lack of!) used on these requests:
Communicating diplomatically will get you the results you want when managing a team, updating a procedure, addressing a problem, or closing a sale. Take the time to browse our courses to help you communicate diplomatically in English to get the results you want!
Author: Brenda de Jong-Pauley, Director, The English Center of Amsterdam, September 2020
Updated by: Eva, Business English Trainer, 31 October 2024
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As a Business English teacher, I often tell clients that spoken fluency and confidence are more important than accuracy. Why? Because listeners prefer fluid, confident speakers over speakers who are accurate but anxious. It is the “Don Draper” effect. (Mad Men is an acclaimed AMC series).
Simply stated, we are attracted to confident people. Nervous people make us nervous, too. Or at least a bit uncomfortable. And whether we feel empathetic or critical, we all prefer to work with confident colleagues.
Consider Don Draper. And just in case you’ve never watched Mad Men, Don Draper (played by John Hamm) is the ridiculously handsome and consummately confident advertising executive who gets all the girls and closes every deal. Don exudes confidence. He (almost) never breaks a sweat. He always knows what to say, and he always looks cool saying it. His character is so confident that he has become a pop culture icon. While Don is, of course, speaking his native language, we can still learn something from him.
Table of contents: Speak Business English with confidence
In this blog, we cover 7 points for you to consider to help you speak Business English with colleagues and clients with more confidence.
Anxiety interferes with your brain’s access to words and structures. ESL (English as a Second Language) experts call this the affective filter. Ever feel like you’re stuck? Like you ‘can’t find the words’? That feeling isn’t overcome by focussing on errors, in fact it can actually increase it! Instead, having a motivating learning environment that is stimulated by real conversations and correct language modelling can help you to overcome the filter.
Speaking business English with confidence is not so much about what you say, it’s about how you say it.
Don is a “golden boy,” and he can teach us something about verbal communication. When you speak fluently, in a relaxed, confident manner, you are entering a confidence circle.
Learning a few key phrases, working out a clear structure to your story and explaining your point in a concise way means that even with a few grammar mistakes, most listeners will understand you.
Once they understand you, you have completed one feedback loop in the circle of fluent speech > success > confidence > more fluency > more success > even more confidence.
Why do we prefer a fluent speaker to a grammatically accurate speaker? Because we are social, empathetic creatures. When we listen to someone hesitate and look for words, and we see their discomfort, we feel uncomfortable, too.
The confident speaker can carry on, looking like their grammar mistakes are just no big deal. We like that person! Because they are relaxed, we are relaxed. We want to listen to them.
Learn to speak business English with confidence with lots of practice and the support of a coach/teacher who will build you up to become as fluent and confident in English as you are in your native language. Of course, errors can and should be corrected, but not at the expense of flow. A good teacher balances fluency and accuracy.
Be wary of spoken business English courses that emphasize grammar and accuracy. Improving grammar accuracy is good, but accuracy alone will not make your listeners happy.
Because our teachers train business people for real world encounters – NOT high school grammar tests – our primary goal is to give speakers good flow and thus the ability to speak business English with confidence. Of course, we correct errors, but providing learners with the structure and vocabulary to keep speaking – finishing spoken sentences and thoughts fluidly – is job number one!
Find out more about our group in company courses to get your team speaking Business English with confidence.
Author: Brenda de Jong-Pauley, Director, The English Center of Amsterdam, 19 January 2021
Updated by: Eva, Business English Trainer, 28 October 2024
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We all know you can’t speak a language without knowing the right words – words are literally the building blocks of language. That’s why learning and retaining new vocabulary is such a fundamental part of learning to speak fluently.
But retention is, for most people, the most difficult, time-consuming, and at times discouraging part of second language acquisition. There are just so many words to be learned and remembered. It can seem hopeless, like climbing a mountain that is so tall you know you will never reach the summit.
But the process starts easily. You read or hear a word, your practise saying it, maybe write it down, and recall it a few minutes later. That’s your short-term memory at work. But if you want these words to stick, you need to commit them to long-term memory.
And what’s the best way to do that? Well, let’s see what science – and teachers – have to say.
Section 1: About vocabulary acquisition and retention
Section 2: 9 tips for ESL vocabulary acquisition and retention
Watch the video: Memory with a brain expert
Not a reader? More of a video watcher? Then check out this TED Women video with ready-to-use, practical advice and insights about your memory from brain expert Wendy Suzuki. The video is entitled: The brain-changing benefits of exercise.
According to Scientific American, the process by which information in our short term memory converts to long-term memory happens through physical changes in our brain. When long term memories are formed, the hippocampus takes information from the working memory and changes the brain’s actual physical neural wiring. A long term memory means our brain now has brand new physical connections!
The good news is that these new connections between neurons and synapses stay as long as they remain in use. And that’s the bad news: they stay in place as long as they stay in use.
Yes, use it or lose it.
Language retention is not a passive sport. You have to receive (read or hear) and then produce (speak or write) the words to retain them. Ideally that means that you receive them, speak them and or write or type them, and then use them in spoken or written language in a context that will build memory structures. And then you repeat that after some time has passed (spaced repetition).
But let’s start with acquiring the vocabulary in the first place.
While it’s tempting to multi task, studying a sticky note on your mirror while brushing your teeth, science shows that new words will sink in far better if you can devote some undivided attention to your learning session. Create a dedicated space and time for vocab-learning, and stick to it.
The pen is mightier than the smartphone…?
A 2021 study involving Japanese university students shows that information is retained better when taking notes on paper than typing on a phone, tablet or computer. While digital devices are temptingly convenient, it may be worth slowing down and writing by hand.
Consider investing in a dedicated notebook for your vocabulary learning – it can be anything from a cheap, plain exercise book to a beautiful leather bound journal with lines – and you use it consistently.
Don’t own a pencil? OK, we get it. Spreadsheets are a smart, active place to keep your shiny new words.
Spreadsheets are a fantastic way to keep all of your vocabulary in one place, and make it easy to find specific words quickly. You can reorder your lists however you like, print them out, save them in notebooks, use colour, and play around with them in whatever way feels right. Over time, you may want to group words of similar themes together, according to context.
We suggest this easy to use pattern:
Column A: the word or words. For example: investigate, investigation, investigating, investigated
Column B: translation of the core word into your native language. You may choose to use a Google spreadsheet with a formula for auto translation.
Column C: short definition, synonyms, and sample sentences. Whatever will help YOU remember this word are the best things to put in this column.
A memory, to memorise, memorable, memorably
In order to advance your vocabulary use and sentence construction explore the word/lexical family of a new word you have learnt. For example, if you learn the verb ‘to memorise’ explore the related adjective and adverb ‘memorable’ and ‘memorably’. Learning and using the family of words means that you can construct different sentence structures which can help you to speak about similar topics in multiple, more interesting ways.
For example…
‘We need to make the campaign memorable.’ ‘The catchy tagline should help customers memorize the brand name effortlessly’.
Avoid getting stuck in the same simple sentence structures by relying on one word in the family. By doing this your language use becomes more interesting and you can sound smarter and even more persuasive!
The point of learning words is to use them, right? Consider what kind of vocabulary you are most likely to need in everyday social and professional situations and focus on that.
Or choose a book you love and dive into the author’s world.
Or choose a levelled ESL vocabulary book, such as Cambridge English Vocabulary in Use. For business English, we love MacMillan Business Vocabulary Builder.
Ask your language trainer to help you source well written articles. Because we work with lots of business English students, we love the Economist and Harvard Business Review. They are great sources for smart, challenging reading. Note all the words you don’t know and learn them while reading and rereading and watch your understanding explode!
Finally, keep your eyes open. The most relevant language is the kind you come across naturally. When you encounter a word or expression you want to know, make a note of it, look it up (or ask your teacher at the next lesson), and incorporate it into your learning – and then use it!
Keep in mind the organ responsible for all this memorisation – your big, beautiful brain. While remarkable in its abilities, it’s also just a squishy blob of flesh with needs like the rest of your body – needs like hydration, nutrition and sleep.
Memory relies heavily on your overall physical health. Do you feel forgetful and unable to focus when down with the flu? That should be a clue – memorising lists of information just isn’t a priority for the body when it’s fighting infection, hungry, stressed or exhausted. We know this, yet how often do we run ourselves ragged keeping up with everyday life or chasing our ambitions?
What’s more, studies show you can unleash your brain’s full memorising potential just by giving up alcohol! According to NIH (National Institute on Alcohol Abuse and Alcoholism), moderate to heavy drinking impairs long-term memory. So even if you don’t have a drinking ‘problem’ per se, try one month alcohol free and see how it affects not only your language learning, but your everyday brain function, too.
Finally, if you did not watch the Wendy Suzuki TED video yet, scroll back to the top of the page and check it out now.
This technique is well supported by research and works on the principle that we remember chunks of information best by allowing some time in-between study sessions, to allow it to ‘sink in’. Remember, memory relies on actual, physical changes happening in your brain, and this needs time to occur and reoccur.
Here’s a simple approach to spaced repetition:
• Phase 1 – Learn the new vocabulary (along with pronunciation and definition).
• Phase 2 – Try to recall all of the new vocabulary. Give extra attention to the ones you struggle with.
• Phase 3 – This is not the day after Day 2, but rather three days after. Yes, leave three whole days in-between! As with Day 2, see which words are easy to recall and which still need attention.
You can read lots more about spaced repetition online, but just try phase 1, 2 and 3, and see how it goes.
We tend to think of study and memorisation as a quiet activity, but it’s better to involve sound when you’re learning a language . After all, you’re learning these words to speak them, not just to know them when reading, eh? If you’re not sure how to pronounce a word, just type it in to hear a quick audio clip. Listen to the word and repeat it a few times until you get the hang of it, and say it whilst writing it out.
Our smartphones are also handy recording devices. When you learn a new word in an English lesson, don’t be shy! Whip out your phone and record either yourself or your teacher saying the word out loud, so you can remember it later.
Human brains love stories. That’s why our film and television industry is so enormous? Even if you don’t consume much fiction, I bet you still have an interest in history, true crime or biographies. We remember elements of a good story because they’re necessary elements of something that matters to us.
Take your vocabulary acquisition a step further and use your list of new vocabulary to create a whole story. Storytelling is something you can do on your own, or during a session with your English trainer, taking turns working the new words into an original story. Be creative and engage your imagination and sense of humor to make your story visual and memorable. Be sure to type, write or record the story as you go along, so you can remember and retain the vocabulary later.
In conclusion
There’s no substitute for a big beautiful vocabulary; expanding your vocabulary is one of the most rewarding, but challenging, aspects of learning a language. Fortunately, there are many ways you can make it easier. Why not try one of these 9 tips today? Or try a few, and see what works best. The results may surprise you!
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Authors: Alexandra (English Center Trainer) and Brenda de Jong-Pauley, Director of The English Center, 2023
Updated by: Eva (Business English Trainer), October 2024
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Commas clarify meaning by indicating pauses and separating elements within a sentence. The presence (or absence) of a comma can subtly or dramatically change the meaning of a sentence. Below, we have shared 13 simple English comma rules that will enhance your writing clarity.
Are you ready to improve your English writing skills? Join our English Writing Course for in-depth learning to get started on your journey! Looking for a deep-dive in Business English? Take a look at our Business English Writing Course.
PRO TIP > If after reading the rules below, you are still not sure about the placement of a particular comma, ask yourself: If I was reading this aloud, would I pause in this place in the text? If a pause feels right, and a period (full stop) is not called for, you probably need a comma.
Did you find the above English comma rules useful? Would you like to take a deeper dive into our Business English Writing Course? Join our courses for more comprehensive learning.
There’s so much to know about written English! Comma rules are just the beginning. Contact The English Center today and start mastering the art of English writing.
Comma Rules Made Simple was first published in 2018 and edited May 2024.
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In this business presentation skills article, you’ll take a deep dive into English business presentations, looking at the soft skills and smart habits that contribute to successful, engaging presentations that will leave you feeling proud – and leave your audience feeling impressed.
Do you have an important business presentation coming up? Gotta do it in English? :-/. Check out the following courses and get ready to shine.
This business presentation skills blog is packed full of great advice. Before you start this article, please be an assertive reader and find the items below that are useful for YOU. Some of these tips are probably already in your presentation toolbox, but others may be new. So scroll through, take what you need and leave the rest.
Before your next presentation, please take an honest inventory of your spoken English. How is your pronunciation, articulation, intonation, voice quality, rate of speech, pausing/phrasing? Are you easy to understand? Does your voice sound pleasing to your audience or is it staccato, harsh, too high-pitched, flat (lacking intonation) or halting (lacking fluency)?
Accents and pronunciation are a big topic, but the bottom line is that when your English contains too many sound errors, such as sound substitutions or missing sounds, your English can be tiring to follow and hard to understand. Accents can be fine and add charm to your English, but it is best to find out what errors you’re making and how significant they are. In other words – do they interfere with communication? If they do not, no worries. If they do, you need to fix those mistakes. It’s that simple.
Articulation is a critical business presentation skill and can mean being understood – or not – by your audience. Ask any actor. But like many things, balance is critical. While mumbling (under articulation) is always a no-no, over articulation can make you sound stiff and condescending. In native English, many sounds are omitted or linked. Achieving a connected, native sound is a good goal.
Language music? In a business presentation….? Yes!
Be sure that you are correctly using intonation (the ups and downs, fast and slow, stretches and contractions of English words and sentences) to carry meaning. Without proper intonation your English presentation will lack meaning. Let me repeat that. Your spoken English will lack meaning in the ear of the listener because English relies on language music (intonation) to carry meaning. Without the proper use of intonation, your English presentation can sound confusing, bored, lifeless or just plain lazy.
For example, raising your tone at the end of a sentence usually signals a question, while a falling tone suggests a statement. If you say “You’re going to write the report” with flat intonation (no rise at the end), it sounds like a command! English speakers expect these tone shifts to understand what you’re really trying to say. Without proper intonation, even a simple sentence can be unclear.
What is a good voice? What is good voice quality in a given language? That depends on the language. Be aware that the “normal” voice quality in your native language may be very different than that which the English ear finds pleasing. That does not make any other language-sound right or wrong, but it is a practical matter that you do not want to irritate, confuse or bore an English-speaking audience. Business is competitive, and your sound must capture your audience.
Looking for a relevant book from a top Ted.com speaker? Check out Julian Treasure’s, “How to be heard: Secrets for powerful speaking and listening.” Or maybe Chris Anderson’s “Ted Talks.” Both books are widely available.
The most popular English voice is a throat or chest voice with a relatively low pitch. It is sometimes called “the daddy voice,” regardless of gender. This voice signals seem to trigger confidence and will automatically put your audience at ease. If you already have a mid to low voice, you are in luck! If not, there are ways to try to lower your voice pitch. Read “How to make your voice deeper.”
If you think maybe you “speak through your nose,” try this little test. Say ah in your normal way. Then use your fingers to pinch your nostrils together so that no air can come out. Then repeat the ah sound. If the sound does not stop or change quality, you do not have a nasal voice. A nasal voice is not generally preferred in English, although American actress Fran Drescher made it her trademark in the popular TV show, “The Nanny.”
A nasal or unusual voice can be an asset for business presentations, voiceover work, etc. – if it makes you memorable, so if you have an unusual voice and you can’t or don’t want to change it, embrace it. Make it your trademark!
How fast should I speak when giving a business presentation? Pace, like pitch, tends to go up when we are under pressure. Control your pace in order to give your audience time to process what you are saying. Do not try to impress by speaking quickly. You will only leave your listeners behind; without enough time to derive meaning from your words. And do not go fast because you imagine that people will not notice your errors if you go fast enough. Or they will think you speak English well because you speak it fast. That doesn’t work.
The best presenters take a moderate pace and use phrasing (pauses) to delineate meaningful units of speech. Listen to Obama. He does a great job of phrasing: delivering bite size units of meaning that build on one another, leading the listener gently and confidently on precisely the path he has chosen. No listener is left behind with his expert phrasing!
See this collection of Obama speech snippets from NBC News.
Most experts say about 150 WPM is a good rate for a business presentation. Read your script with your timer on to calculate your pace and do your best not to speed up when you’re on stage.
Control your speed and you will not only give people enough time to process what you are saying; you will signal confidence. It’s like you’re letting the listeners know, “Hey, this is my time. I have something of value to say and I’m not going to rush through it.”
Your register is simply the level of formality you will use. Getting this right is important, but for those of you presenting to your own company, maybe even to your own team, this will be super easy. You know your company culture perfectly. But when you are out of the office or go abroad, keep it in mind. Company culture is trending hard toward less formal, but it can differ from business to business and certainly from country to country. Being too informal can be insulting and being too formal can make you appear pompous and socially distant / lacking empathy. As an extra note, when you do leave the country, please be sure that you are well versed on social norms so that you do not, as we say, “put your foot in your mouth.”
After you have prepared your instrument (your voice), you can proceed. Next…
Define the purpose of the presentation for yourself. Why are you giving this presentation? Identify the main goal of your presentation; know your motivation. This is internal information and may or may not be shared with the audience, but just like an actor has to know the motivation of the character, you have to know why you are going to take the stage and present! Whether it’s simply to deliver a standard weekly presentation for your team or it’s a C-suite, high stakes, make-or-break performance, know your “why.”
Ask yourself: What are the intended takeaways for this business presentation? Takeaways are the most important thoughts and facts that the audience will not forget. These are usually bitesize, memorable and repeatable soundbites. If the audience leaves your presentation with no repeatable takeaways, you did not succeed.
And please consider how your audience should feel when they leave? You might call this an emotional takeaway. Should they feel…?
Now begin gathering your information in your platform of choice. Collect the relevant data, facts, and supporting materials. Start building the business presentation in your presentation platform – whatever program you like. Of course your company probably already has a template in a particular platform.
Organize your presentation into a logical structure with a clear introduction, body, and conclusion. Each part should flow smoothly into the next. Be sure that the beginning and end are strong and clear.
Edit the outline for a narrative or story arc. If you can create some excitement, tension, or anticipation, that helps bring your business presentation to life. Add some surprise or humour if appropriate. See Nancy Duarte’s “The Secret Structure of Great Talks” for help with this.
A hook is a great way to capture your audiences attention at the beginning and get them really engaged. It can be something as simple as an interesting fact about your topic, a question about your topic that you will answer by the end of the presentation or a funny saying that relates to your topic. What is most important is that you don’t start with the same introduction as most other presenters…..”Hi, my name is Jane Smith and today I am going to talk about The History of Concrete Production in The Netherlands”. Zzzzzz…..
Source or design engaging visuals: Create simple, clear, engaging graphic slides that complement your message. Keep the screens clear and uncluttered. Obviously, use appropriate branding.
Resist the temptation to have lots of text on your screen because humans are really not good multitaskers (trust me on this), and they will stop listening and start reading when they are presented with loads of small print. The text in your presentation should only be points that you elaborate on during your talk…..NOT every word that you say. That’s why the program is called PowerPOINT.
If a line or two of text is so compelling that you must put it on the screen–then put it on the screen all by itself. Those big words will be quickly read and will signal that THESE. WORDS. ARE. IMPORTANT.
When the business presentation outline and slides are in good draft form, you are ready to…
Yes, write a script. Giving a good presentation is a bit of theatre, so just like a good actor, write and learn your script.
Practice, Practice, Practice.
Rehearse your business presentation script many times. Practice speaking confidently and at a comfortable pace. Familiarize yourself with your content and visual aids. The best ways to practice are standing, with a mirror, a friend/partner, with your phone’s native audio recorder or with your phone’s video function.
Listen to feedback and listen to your recordings / watch your videos. There’s always room for improvement. Keep rehearsing until you feel good about what you hear. It does not have to be perfect or to sound native, but it should be (given time restraints) your personal best. When you know your “lines,” add those lines to the note section of your screen (visible only to you) or go “old school” and use index cards with key words and phrases to keep you on track with your more-or-less memorized script.
Once you know the script rather well (perfection is not required) you can work on other aspects of your presentation stage craft, such as…
Body language is, according to some experts, more important than your words. Whether that is really true or not is unimportant, but please be assured that body language does matter a lot. Use these tips for better body language in presentations:
>> Pro Tip #1: More about body language and stage fright: Some research shows that “making yourself big” before going on stage or entering the conference room may help you feel more confident. Check out Amy Cuddy’s TED presentation, “Your Body Language May Shape Who You Are.” It’s been viewed 69,198,787 times!
>> Pro Tip #2: Use your phone’s video recorder to see you how you really look on stage and edit your body language accordingly.
>> Pro Tip #3: Watch this great video from American university’s Stanford Graduate School of Business, “Make Body Language your Superpower.”
A short list of hand gestures that help your audience “take onboard” what you are saying. Coming from your neutral, hands-at-your-sides position, use the:
Did you know that the maximum length for a Ted Talk is 18 minutes? Of course, your business presentation may be shorter, but be aware that a longer presentation means you have to work harder to keep the audience engaged.
When rehearsing, trim or extend your presentation to fit the allotted time or your content. And if there is no required length, plan to keep your presentation “short and sweet.” Keep it to the point. Be concise and yes, leave them “begging for more.” OK, enough idioms.
>> Pro Tip Time: Use your phone’s native timer to keep you on schedule. Plan for questions and discussions, if applicable. (More about handling questions later.)
Incorporate interactive elements, story/stories, show-stopping stats and can’t-look-away visuals to capture your audience’s attention. We live in a very visually and auditorily stimulating, TikTok kinda world, so do not deliver a lecture or simply instruct. Thou shall not bore thy audience. Use your content, voice, body language and slides to keep them focused on you and the info you are sharing.
In some cases, you will want to encourage questions and participation during the presentation. In other cases, you will ask the audience to hold questions till the end, but in any case, you must prepare for potential questions. Be ready for expected questions with well-researched answers. But what happens if you do not understand the question? This is a real and understandable fear for presenters.
First of all, always have a helper in the audience. This person (a strong English speaker) will help you handle difficult questions. Next, accept the fact that you will not understand every question and that this doesn’t always mean your English listening skills aren’t good enough. It may simply mean that the questioner has a strong accent or used confusing word order, bad grammar, etc. So don’t worry about it. Just politely ask them to repeat the question. When you think you understand, restate the question and then answer it. If you still do not understand the question, ask your helper to restate the question. Failing that, tell the questioner to chat with you after the presentation. You have to keep things moving.
In a bigger hall, you might have several helpers, working the crowd with a microphone and repeating questions in an easy-for-you-to-understand manner.
Also appropriate for a big crowd is to have the helpers collect the question and then speak them to you. In that scenario you do not get questions directly from the audience and only have to listen to one person (your helper), who’s accent and manner of speaking you know and easily understand.
Of course, you should also practice likely questions with best answers. Remember, the best answer is concise and to the point. Don’t go on and on. Most people have pretty short attention spans and you have to allow time for several questions. Do not get stuck.
Test all necessary equipment and technology (e.g., projector, microphone, laptop) well before your presentation. Have backup plans in case of technical issues. Tech issues are common and when “all eyes are on you” it’s not pleasant to have to solve those problems in real time. And definitely have a designated tech assistant who can assist as needed and certainly jump in if you have a technical glitch.
Finally, remember the famous quote, “It’s not what you say, it’s how you say it.” Confidence, enthusiasm, clear speech with good pacing/phrasing plus a pleasant voice will combine with a well-structured message for a successful presentation.
Business Presentation Skills: Author, Brenda de Jong-Pauley MA, Director, The English Center. This post was updated in 2024.
How to speak so that people want to listen (Julian Treasure)
TEDxEast – Nancy Duarte The Secret Structure of Great Talks
TED Studio – Chris Anderson TED’s secret to great public speaking
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As I write this post, Valentine’s Day is almost here, and in honour of this most romantic of all holidays, we want to share a story first published 428 years ago. You know the title of the story already – it’s Shakespeare’s The Most Excellent and Lamentable Tragedy of Romeo and Juliet.
What, you say? I don’t know that title. Well, that very wordy title is exactly what it was called when it was first penned, but some clever editor shortened it to simply “Romeo and Juliet,” a play that stands alone as the most iconic love story of all English language love stories. And despite its shortened title, all the joy and pain of true, young love is contained within this story, and no other poem or play is more associated with romantic love than is this tragic tale of two “star-crossed” lovers.
Vocabulary tip: The term “star-crossed” is used when a relationship appears doomed to fail. The meaning derives from astrology, whose adherents believe that the stars control human destiny.
Spoiler alert 🙁 the young lovers die in the end.
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“It’s in the prologue of Romeo and Juliet that Shakespeare introduces his new phrase “star-crossed lovers”—and the “stars” (fate, luck, destiny?) do seem to conspire against these tender young lovers.
Romeo is a Montague, and Juliet a Capulet. Their families are enmeshed in a feud, but the moment they meet—when Romeo and his friends attend a party at Juliet’s house in disguise—the two fall in love and quickly decide that they want to be married.
A friar secretly marries them, hoping to end the feud. Romeo and his companions almost immediately encounter Juliet’s cousin Tybalt, who challenges Romeo. When Romeo refuses to fight, Romeo’s friend Mercutio accepts the challenge and is killed. Romeo then kills Tybalt and is banished. He spends that night with Juliet and then leaves for Mantua.
Juliet’s father forces her into a marriage with Count Paris. To avoid this marriage, Juliet takes a potion, given to her by the friar, which makes her appear dead. The friar will send Romeo word to be at her family tomb when she awakes. The plan goes awry, and Romeo learns instead that she is dead. In the tomb, Romeo kills himself. Juliet wakes, sees his body, and commits suicide. Their deaths appear to finally to end the feud.”
Scroll down to see 3 Romeo and Juliet videos (if you can’t wait), but we recommend that you read the opening text:
“Two households, both alike in dignity
(In fair Verona, where we lay our scene),
From ancient grudge break to new mutiny,
Where civil blood makes civil hands unclean.
From forth the fatal loins of these two foes
A pair of star-crossed lovers take their life;
Whose misadventured piteous overthrows
Doth with their death bury their parents’ strife.
The fearful passage of their death-marked love
And the continuance of their parents’ rage,
Which, but their children’s end, naught could remove,
Is now the two hours’ traffic of our stage;
The which, if you with patient ears attend,
What here shall miss, our toil shall strive to mend...”
Free PDF from the respected “Folger’s Shakespeare Library”
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Brenda de Jong-Pauley, February, 2023, updated 2025
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Would you like more Shakespeare? Yes? Read our most popular post, “Shakespeare: Ten Favorite Quotes and a Beautiful Apology.”
Shakespeare’s Language of Love: 14 Romantic Quotes
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Trailer: Balcony scene
Video: Shakespeare’s Globe
Video: A quick, easy summary of Romeo and Juliet from SparkNotes
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The language of diplomacy is a cultural construct that tells us what to say and how to say it in social and professional situations. Diplomacy tells us how to be polite and show respect while still communicating in a clear manner. While most children learn diplomatic language from their parents, and later in school, ideas of what is and is not polite vary widely between languages and their associated cultures.
Does your team need to speak more diplomatically? Discover more about our customized In Company English training.
Because English has become the preferred language of international business, we find ourselves at a moment in history where international workers are using English without the attendant knowledge of good manners and diplomacy. And for those working in Hospitality/HORECA (hotel, restaurant and cafe) and other intensely customer facing businesses, diplomatic English is a necessity.
Knowing a set of diplomatic phrases is not enough, however. L2 speakers must understand the context and underlying intent, which is often to show empathy – and try to access these feelings within themselves. Without that grounding, diplomatic language can sound fake and forced, which is almost worse than no diplomacy at all.
Many cultures are much more direct than English-speaking cultures. Directness, for example, in Dutch culture is seen as a strength, a sign of openness and honesty. However, if you translate the phrase that you are likely to say in Dutch in a difficult situation word-for-word into English, it usually sounds blunt and rude, far too direct for most English-speaking cultures. When speaking in English, especially in customer service situations, respect is shown differently. While the need to be honest is still present, there must also be consideration taken towards cultural differences and the ways in which respect is given and received.
While diplomatic language begins with “please and thank you” plus the occasional apology, these words are just the beginning.
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From the time we first make requests, we receive lessons in diplomacy. Please and thank you are the first lessons most of us receive. But diplomacy at this level is just the bare minimum of human respect. By kindergarten age, most children have mastered these phrases.
And while we learn many important life skills in kindergarten, there are many more techniques, tools, and tips that you need to use when working in client-facing sectors, such as HORECA (hotels, restaurants, and cafes). In the tourism industry, dealing with complaints, making apologies, and delivering bad news are common communication skills necessary for success. After all, it’s not just when things run smoothly that you have to impress the client with your diplomacy. It’s when things go wrong that diplomacy is really a life saver.
That’s why The English Center has created a guide outlining diplomatic business English phrases that you can pull from for problem solving when things, in fact, do go wrong. For 10 difficult situations, we provide an omnibus of go-to sentence starters for you to put in your bag of customer service magic tricks to smooth over and calm even the most hard-to-please client.
In every category, we’ll provide example sets of too direct vs. diplomatic phrases in English.
Instructions: Read the phrases below and note the contrast. Let’s dive in!
Sometimes we don’t fully understand what a client is asking for, or we need more information in order to give them what they want. Let’s take a look at five “too direct” phrases for asking for clarification and replace those phrases with more diplomatic ones.
Direct: You did not give me enough information. Tell me more.
Diplomatic: Please provide me with more details so that I can resolve this issue.
Direct: You asked for a reservation for the first week of December, but now you are talking about different dates.
Diplomatic: There seems to be some conflicting information regarding your reservation dates. Please clarify your arrival and departure dates so that we can correctly complete your reservation. Thank you!
Direct: I can’t look up your information without your name. Give it to me.
Diplomatic: I’m happy to assist you today. In order to look up your account, may I please have your name?
Direct: If you want room service, you have to pay for it. Give me your credit card number.
Diplomatic: I’m happy to help you place your room service order. We just need to put a credit card on file for billing purposes. May I have your card number, please?
Direct: You can’t file a complaint against an employee without their name. Give me their name.
Diplomatic: I’m sorry you’ve had a poor experience with our staff, and I’m happy to help rectify the situation. Do you know the employee’s name, or can you remember what they look like?
Sometimes the client gives the information you need, but you aren’t sure you understand what they are saying because they spoke too fast or have a difficult-to-understand accent or gave you too much information at once. There are several ways to check for understanding to ensure you can solve their problem quickly and efficiently.
Direct: You’re speaking too fast. Slow down.
Diplomatic: I’m sorry, I didn’t quite catch that. Could you repeat that a bit more slowly?
Direct: Your accent is so thick, I can’t understand you. Did you say your room number is 121?
Diplomatic: I’m sorry, did you say Room 121, as in one-two-one?
Direct: We don’t have a Room 121. You’re confused.
Diplomatic: I’m sorry. I think I must have misunderstood. Perhaps I can check your room number with your name…?
Direct: Do you want your chicken fried or grilled?
Diplomatic: Would you prefer your chicken fried or grilled?
Direct: I don’t understand you. What do you mean, someone else has your room?
Diplomatic: I understand that you walked into your room and someone else was inside…? Oh my. We’ll get this cleared up right way. Please let me check the register.
Does your team need to speak more diplomatically? Read more about our customized In Company training.
Unfortunately, sometimes delivering bad news is inevitable. We can’t make available some service or product a client would like due to conditions that we personally have no control over. We may be able to pass a complaint up the chain of command and hope for a different result for the next customer, but it doesn’t change the fact that whatever your customer needs, you cannot provide. When it’s time to deliver bad news, do so with grace and diplomatic style, and even though you can’t fix everything, your empathy and kindness will go a long way to smoothing ruffled feathers.
Direct: No vacancies.
Diplomatic: Unfortunately, we don’t have any rooms this weekend due to the conference. We can however, recommend a great hotel just a few blocks from here. Shall I ring them for you?
Direct: We are out of lobster. You need to pick something else.
Diplomatic: I’m afraid that we’ve sold out of the lobster this evening. May I recommend the salmon?
Direct: We don’t have this item in stock.
Diplomatic: While we don’t have this item in stock right now, it will be back in stock next week. Would you like to preorder it now?
Direct: You can’t bring your pet in here! Get that dog outside!
Diplomatic: I’m so sorry, but unless your dog is a service animal, we don’t allow pets. We do, however, have a recommendation for an excellent doggy hotel half a kilometer away where he can stay. Would you like their number?
Sometimes things go wrong, and when they do, customers complain. While rarely does a client who has had a good experience leave a rave review online, you can be sure that when mistakes are made, customers will rant and rave a lot. Before it gets to that point, nip it in the bud with some carefully chosen diplomatic phrases for handling customer complaints.
Direct: I can’t do anything to fix this.
Diplomatic: I understand how frustrating this must be. I’m so sorry that I am unable to help you with this issue.
Direct: It’s going to take a lot of time.
Diplomatic: We will try to have this resolved as quickly as possible. However, I do want to let you know that this may take a week or more.
Direct: Did you leave the “do not disturb” sign on your door? Well, that’s why your room wasn’t cleaned. Next time, don’t do that.
Diplomatic: Our housekeeping staff noted that the “do not disturb” sign was hanging on the door, so they did not enter your room. Would you like me to see if someone is available to clean it now?
Direct: Your toilet is broken now too? Didn’t I just talk to you about your AC, and it turned out you just hadn’t turned it on? Do I need to show you how to use the toilet, too?
Diplomatic: Oh, that won’t do! I’ll send someone right up to take a look at the toilet.
Direct: The extra charges on your bill are from room service and all the liquor, wine and beer from the mini fridge.
Diplomatic: According to our records, the room service and mini fridge items total $500. This accounts for the extra charges on your bill. Would you like a detailed receipt?
We negotiate for many things in life, from deciding which movie we want to see with our friends, to buying a car or house, to hammering out a vendor contract, to asking for a raise. When we negotiate diplomatically, we are looking for win-win situations – ones where all parties benefit. Let’s discuss a few specific scenarios and how to handle them diplomatically.
Direct: You need to lower your prices.
Diplomatic: I understand that you need to make a profit, but I also need to stay within my budget. Can we meet in the middle?
Direct: I deserve a raise, so give me one!
Diplomatic: I believe that I bring a lot of value to the company. Based on that, I would like to talk to you about a salary increase. Can we set a time to do that?
Direct: I’m don’t want A. I only want B. Give me B.
Diplomatic: I really prefer Option B. Can you please confirm that I will get B?
Direct: You need to compromise. Don’t be so stubborn.
Diplomatic: Let’s look for a compromise and find a deal that we can both live with. What do you think about…?
Direct: You are totally inflexible about the payment options.
Diplomatic: Let’s talk about some flexibility with the payment options.
Whether we’re arranging a meeting or letting someone know we can’t make it, when we do so with diplomacy in mind, we’re more likely to get the result we want; a successful meeting or event.
Direct: Meet me tomorrow at 2 pm. We need to discuss something important.
Diplomatic: Could you please meet me tomorrow at 2 pm? We have something important to discuss.
Direct: I’m busy then. I will set another time.
Diplomatic: Unfortunately, 2 pm doesn’t work for me. Can we find another time?
Direct: Meet at 5 pm tomorrow. Don’t be late!
Diplomatic: Five works for me as well. I’ve added it to my calendar and sent you a confirmation.
Direct: I will not be there at 5.
Diplomatic: I’m afraid I’m running late due to traffic. Can we meet at 5:30?
Direct: I’m not waiting that long! Forget it!
Diplomatic: I’m afraid I can’t wait any longer. Let’s reschedule for another day. When are you free?
Sometimes people ask for our advice outright. Sometimes we take it upon ourselves to offer unsolicited advice. Whichever the situation, if we deliver that advice or suggestion in a positive, uplifting, and friendly way, whether it’s when dealing with a customer, a boss, a colleague, or a loved one, they’re more likely to follow it.
Direct: You need to quit your crappy job.
Diplomatic: Does this company have what you’re looking for? If not, maybe it’s time to consider a change.
Direct: Don’t stay on the third floor. There’s a bachelor party going on, and it’s super loud.
Diplomatic: Might I suggest the fifth floor? Our third floor is occupied with a pre-wedding celebration, and the fifth floor will offer you a quieter stay.
Direct: That hat looks ridiculous. Take it off.
Diplomatic: I love your suit, but I’m not sure it goes well with your hat. Maybe you should skip the hat…?
Direct: You need to learn to work with him, even if you don’t like him.
Diplomatic: It’s always frustrating to work with someone you would never choose to interact with outside of work. Can you put aside your differences and focus on the job? You both enjoy this work. Maybe you can find common ground on that.
Direct: You can’t just quit! You need to keep your commitments.
Diplomatic: I know things are very stressful for you right now, but can you maybe at least continue part time? How can we support you so that you want to stay?
Sometimes others need help. Sometimes we need help. When it’s time to ask or be asked, do you know what diplomatic phrases to use? Keep reading to find out!
Direct: You can’t carry all that! You’re going to drop something.
Diplomatic: Oh, wow, that looks heavy. Please, let me give you a hand.
Direct: It took you long enough! Why didn’t you offer to help sooner?
Diplomatic: Why, thank you for your help! I really appreciate it.
Direct: Help me with this door!
Diplomatic: Could you please help me with this door? Thanks.
Direct: I can help, if you’d just let me.
Diplomatic: May I help you? I’d be happy to give you a hand.
Direct: No one asked you to help, but thanks, I guess.
Diplomatic: Thank you for your help.
Sometimes we are asked to help someone and don’t want to or don’t have the time, resources, or energy to. Sometimes people offer to help us, and we don’t want or need it. We can learn to decline help and decline to help with some very simple diplomatic phrases.
Direct: Stop! I don’t need your help! I can do it myself.
Diplomatic: It’s very kind of you to help, but it’s not necessary. I’ve got it, thanks.
Direct: I don’t have time.
Diplomatic: I’d love to help, but unfortunately, I am swamped right now. Can you ask someone else?
Direct: I don’t want to.
Diplomatic: I’m afraid that this assignment just doesn’t sound like something I’m interested in.
Direct: I don’t want you on this project.
Diplomatic: Thank you for volunteering for this, but I really need your skills elsewhere.
Direct: That’s a stupid idea, and I’m not helping with stupid ideas.
Diplomatic: I appreciate your enthusiasm for this idea, but I don’t think it’s going to work for me.
Not everything involved with diplomacy is dealing with a downer situation. Sometimes you can use diplomacy to heighten the delivery of good news or celebrate a momentous occasion. Use the following phrases to add even more fun and flair to any positive situation.
Direct: We met our KPIs this week. Good job, team. Do even better next week.
Diplomatic: Wow, look at those numbers, people! You have earned a pat on the back this week. Let’s knock it out of the park again next week!
Direct: We have upgraded you to a luxury suite. You’re really lucky, you know?
Diplomatic: Good news! We were just able to upgrade you to a luxury suite. Please enjoy your stay.
Direct: You are finally getting married? Well, it’s about time!
Diplomatic: Congratulations on your upcoming wedding. I know you’ve been looking forward to this for a long time, and it’s worth the wait when you finally find the right person. I hope you two are very happy together.
Direct: You’ve just won a free spa day. Book your spa services bow.
Diplomatic: Wow, this is exciting. You’ve won a free day at the spa! Would you like to book online, or would you like me to assist you with this?
Direct: You just got a promotion? I want a promotion. That’s not fair!
Diplomatic: Congrats on the promotion! I know you’re going to do well in your new position. I’m going to talk with management about my chances for a promotion, too. Wish me luck!
Beyond diplomatic phrases – a few words about the 7-38-55 rule
While the words we say are important, just as important — if not more so — is our tone of voice and nonverbal communication – gestures, posture, facial expressions, etc. Some communication experts call this the 7-38-55 rule, meaning that only 7% of your communication is through words, while 38% is tone of voice, and 55% is completely nonverbal. While the data science behind this is not at all precise, the majority of experts agree that how you say something is as important as what you say. When you are delivering diplomatic dialogue, remember to control your tone and your nonverbal communication as well as you control your verbal communication.
Would you like to practice your business etiquette in an online or in-person business English intensive course? Contact us for a free appointment and to hear about all of our course offerings, or we can custom create your private one-on-one course today!
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Read more about diplomacy with The English Center’s article, “Diplomatic English for Business.”
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Author: Krys Copeland
Editor: Brenda de Jong-Pauley
9-2022
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Do you need to prepare for an English test? Do you need to take an IELTS, TOEFL, Cambridge, GMAT or other exam to enter university, graduate from high school, or immigrate to an English speaking country? Or do you want to display a Cambridge proficiency score on your CV? Whatever your reason for taking an English test, the tips below will help you succeed.
Of course, your success starts with good English fundamentals – reading, grammar, vocabulary, listening, writing and speaking – but that’s just the beginning. English test preparation is also about test taking strategies. The good news is that almost all ESL tests have a lot of things in common. So whether you’re taking an IELTS, TOEIC, TOEFL, CAE or the Lezen/Luisteren Engels toetsen (MAVO, HAVO or VWO), these tips will help you.
SECTION ONE: Prepare for your English test by knowing the 3 QUESTION TYPES
Your first task is to choose a preparation book or digital resource that contains practice tests. This book will help you learn everything you can about how the test is structured, especially the kinds of questions you will face. ESL tests commonly use 3 sorts of questions. We will look at each of these separately and provide universal testing tips to help you succeed.
Most exams that test language skills are (primarily) in a multiple-choice question format, aka (=also known as) MCQs. MCQs are the most common question type across all exams worldwide, and are also probably the question format you are most familiar with. However, just because the format is familiar doesn’t mean that it’s easy.
True/False and Yes/No questions also fall under the multiple choice umbrella – they’re exactly the same in format, just with fewer options. MCQs ask questions and offer several answers to choose from. There may be one or several correct answers, with the other choices being there only to confuse you and steer you off course. So how can you stay on the straight path to the correct answer?
The most important tip for answering these questions is to Read. The. Question. Sounds simple, right? All the information you need will be in the question and the text/listening provided. So make sure you focus on the question and the information it asks for. We recommend highlighting key words– these are typically words that have content, such as verbs, nouns, people, places, etc.
Start with the question, NOT the text. Read the question very carefully.
When you know the key information from the question, go to the text and search for the information to help answer the question. Don’t even look at the answer options yet – they are only going to slow you down and distract you.
Once you find the answer in the text, or hear it in the audio, only then should you go back to the answers and choose the one that best fits with the information you have already found.
This way, your attention is on the information you know with certainty from the text, rather than the possibilities that have been created to confuse you. Once you find an answer that fits with the information from the text, then you can choose your answer and move on. Focussing your attention on the information you have found will not only guide you to the correct answer, it will also save you valuable time – something that we could all use more of in any exam!
So your precise sequence for each question is–
A. The question: read it very carefully
B. The text: read it with focus, looking for the answer
C. The answers: now read the multiple choice answers provided under the question. Does one match the answer you found in the text?
D. Make the best choice / best match, remembering that paraphrasing and synonyms may be used
So far, so good, eh? Just match the information correctly and don’t get distracted by deliberately misleading answers. OK.
But the correct answer won’t always be a simple match-up of words between text and answer choice(s). In fact, choosing an answer just because you found the same words in the text is the easiest way to choose an incorrect answer – and test designers know this. The correct answer is often paraphrased based on the information in the text, meaning that synonyms and other phrases will be used to communicate the same meaning with different words. So once you have found your answer in the text, make sure you choose the option with the same meaning as the text – and not just the same words.
Do you need a test prep course? Would you like to discuss ESL test prep with a teacher? The English Center provides private test prep courses Live Online and in person in Amsterdam and Den Haag. Contact us about a free consultation and get customized training to help you succeed.
Words and their meaning are another common type of question for reading tests in particular. You may be asked to choose the correct synonym for a word or phrase from the text. This question is simply testing your vocabulary knowledge, and if the test asks about a word you just don’t know, you may feel hopeless, but don’t give up! There are some strategies you can apply for vocabulary question types.
Much like the MCQ question, it’s important to focus your attention on the text and the section where the key phrase is found. If you don’t understand the word or phrase on its own, look at the paragraph or sentence where you found it. Try and get a basic understanding of the context. Is it something positive or negative? Are we talking about a process or development? What ideas are being expressed, and how do they connect? Do they agree or contrast with each other? Try and think of your own synonym for the word. Then move to the options, and assess them based on what you think best matches the meaning of the word or phrase in the text.
If you are also stuck on the options, there are some things you can do to try and “whittle down” (=reduce or narrow) the choices for yourself, and they’re similar to those used in understanding the text.
Are the words positive or negative? Are they describing a process? Do they agree with, or contradict information in the text? Once you make your choice, substitute your choice with the word or phrase in the question. These question types show how important it is to have a wide vocabulary and be able to recognise a wide variety of languages.
Word knowledge is truly the “magic bullet” of second language success.
Vocabulary knowledge also comes into play with the third of our question types – fill the gap, which is also known as “cloze reading.” Rather than a word or phrase being provided in the text, you must select the correct option to fill in a gap in the text. This can be a real pain if you simply don’t recognise or understand the words given as answer choices.
The technique for this question is very similar to the vocabulary question. It is important to first pay close attention to the information before and after the gap. A common error made by test-takers is that they stop reading once they get to the gap. Don’t do that! This habit will cause you to miss crucial information and context needed to answer the question.
So carefully read the whole sentence where the gap is and try to think of what kind of word belongs in the gap. Adjective? Verb? Phrasal Verb? Also, think again about the overall meaning and context of the words around the gap. Are they positive, or negative? Does the sentence show a development of an idea or process? Do all parts of the sentence agree, or is there a contrast between different parts? Understanding this context of the gap will help you infer what kind of word belongs in the gap.
Then evaluate the options in the question the same way you did with the vocabulary options – based on the context. This gap-fill question also includes another important component to pay attention to – grammar. When you choose an option, make sure it fits grammatically with the sentence. Does the verb match with the subject? Are there any prepositions to pay attention to? Is it the correct word form (noun/verb/adjective/adverb)? Substituting your choice into the gap and then reading the full sentence will give you a good idea about whether it fits with both the grammatical and lexical needs of the sentence.
Extra Tip: Reading your answer aloud (you can whisper it to yourself) can help you “hear” if you have the right word form.
SECTION TWO: Prepare for your English test with these test success strategies
Choose a test prep book and use it. There are many good test prep books on the market – just find the one that suits you best and dive in. Or consult with your teacher and let her recommend a book.
Give yourself as much time as possible. This is not the kind of test that you can prepare for the night before you take it. Make test preparation part of your healthy lifestyle, like going to the sports club and eating healthy food.
So now you know what questions to expect and how to best answer them, but in general, how do you best prepare for your exam? Well, naturally, the first tip is to practice, practice, practice! Many tests offer a practice test version. Invest in your success by getting these tests and using them. Doing as many of these practice test questions will help you feel familiar with the format of the test, as well as honing the strategy that is most likely to lead you to success.
Would you like to discuss ESL test prep with a teacher? The English Center offers private test prep courses Live Online and in person in Amsterdam and Den Haag. Contact us about a free consultation and get customized training to help you succeed.
By timing yourself on practice tests, you will learn if you are going too slow, but also if you are going too fast. Some test takers are so worried about completing the test that they finish early and waste valuable time that could have gone to better reading, processing, review and editing.
Other test takers take so long on tough questions that they do not finish ALL the questions. And as we said earlier, MCQs should never be left blank. If you guess, you may get it right! So whoever are you, the tortoise or the hare, be sure to use your time wisely.
To help with reading fluency and comprehension, try timing yourself as you read an exam text, and then summarize the key information in 1 or 2 sentences. This “global comprehension” of a text is often the most difficult part of reading in a second language, and can easily “slip you up” (=cause errors) when the pressure is on.
Adding timing to your test prep also allows you to practice the reading skill known as skimming, where you read a text quickly to get an overall understanding of the information without focussing too much on smaller details. Time is of the essence in an exam, so only allow yourself to do intensive and detailed reading of a passage when it’s required to answer a certain question. Skimming the text also allows you to get an idea of where information is found in the text, so when you have to go look for a smaller detail, you’ll have a better idea of which section or paragraph you should go back to, once again saving precious time.
Prepare for your English test by strengthening your word retention through word USE, also called productive speech. As they say, “Use it or lose it.”
Outside of exam practice, vocabulary building is the most valuable preparation for ESL exam success. But “learning” vocabulary is not enough – recycling that vocabulary over and again is essential to be able to commit the vocabulary to long-term memory. This is why memorizing long lists of vocabulary isn’t that effective – with memorization, you’re rote learning not committing the information to your long-term memory.
So when you learn new words – use them! Either in individual activities, or in communicating with people you know. Accessing and producing that vocabulary over and over again will ground it in your memory, ready for use when you need it in an exam. And of course, one of the best ways to improve your reading in a second language is to read!
Reading non-exam texts will help develop all the previous skills we talked about – vocabulary, fluency, and comprehension. But don’t panic and think you need to tackle the works of Shakespeare, or struggle through James Joyce’s Ulysses! When you read, keep it to things you enjoy and find interesting. If you’re interested in tech, read about the latest announcements from Apple’s press conference. If you’re fascinated by economics, check out some articles from international publications like The Economist or The Wall Street Journal.
Tip! Pay special attention to linking words and phrases. There will be loads of them in any book your read, and they are absolutely necessary for accurate comprehension of written content.
If you are not a big reader, do not despair. While reading remains the top recommendation for vocabulary building, watching “runs a close second.” (= is almost as good). Are celebrity gossip and reality TV shows your cup of tea? Follow some scandalous stories online, on TV or at Netflix. Just choose entertainment with an authentic text (that means not created specifically for second language learners), and engage with it properly.
Choose English Subtitles so that you can not only hear but also see the words. Keep a diary or spreadsheet of words you don’t know and look them up later. Or, even better, use the pause function to find them right when you need them. Your smartphone is a great dictionary. Use an app or just type in the word in your browser and you will get the meaning and often the pronunciation, too!
Finally, you can go full karaoke with our video app. This app lets you WATCH LEARN and SPEAK thousands of videos at all levels and in all content areas. This app is a top recommendation for building vocabulary. Read about the video app now.
Remember this the next exam you’re taking a test – the text will always contain everything you need to answer the questions. But if you really have no idea about the answer, particularly in a multiple choice test, the best strategy is just to guess! Almost none of the internationally recognized English exams work on negative marking, so even if you get it wrong, you won’t lose any points. With a typical 4-answer question, guessing gives you a 25% chance of getting it right, compared to 0% if you leave the gap empty. So when all else fails, take a chance!
Passing your English test should never be a gamble, however. So be sure you do not “go it alone.” Get some smart help!
We help clients prepare with personalized test preparation courses built around the learner – your goals, English level, learning style and schedule. Contact The English Center today to schedule a free intake appointment.
July 2022
Clare Kelleher
Brenda de Jong-Pauley
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