Summary of Basic Professional English Communication

Basic Professional English Communication: A Student Guide

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Introduction

Good workplace communication keeps operations safe, efficient, and professional. This guide focuses on everyday spoken and signed messages, short instructions, social formulas, and how to make informal language appropriate for the workplace. It breaks complex ideas into clear parts and gives practical examples you can use right away.

Definition: Workplace communication includes signs, short instructions, polite expressions, and simple descriptions used every day at work.

1. Functional Messages and Signs

Workplaces use short, clear messages and signs to show rules, warnings, and directions. These are usually visible, direct, and easy to follow.

Common Workplace Signs

Sign	Meaning	Example use
EXIT	Emergency or regular exit	"Fire exit – keep clear"
AUTHORIZED PERSONNEL ONLY	Restricted access	"Only staff can enter the lab"
NO SMOKING	Smoking is not allowed	"No smoking near chemicals"
PUSH / PULL	Door direction	"Push to open the door"
CAUTION – WET FLOOR	Safety warning	"Be careful, the floor is slippery"

💡 Did you know?Did you know that color codes help people react fast: red = prohibition, yellow = warning, green = safe condition, blue = mandatory action?

Definition: A workplace sign is a short written or visual message meant to guide behaviour or ensure safety.

Standard Short Messages

"Please sign here." — for document handling
"Handle with care." — on fragile packages
"Out of order." — machine not working
"Keep this area clean." — hygiene and order
"Staff only." — restrict access

Practical tip: Read signs at entry points and near equipment; they often prevent accidents.

2. Short Spoken and Written Instructions

Use the imperative (base verb) to give direct instructions. Add "please" to be polite.

Definition: An imperative is a verb form used to tell someone to do something, for example "Close the door.".

Imperatives: structure and examples

Structure: base verb (no subject) — e.g., "Open the window."
Polite forms: "Please check the invoice." / "Kindly close the door."

Examples in context:

Safety: "Wear safety gloves."
Maintenance: "Check the inventory list."
Caution: "Don’t touch the switch."

Prepositions of Place (where things are)

Preposition	Example
on	"The report is on the desk."
under	"The folder is under the printer."
next to	"The first-aid kit is next to the sink."
behind	"The switch is behind the door."
in	"The documents are in the drawer."

Prepositions of Time (when things happen)

Preposition	Example
at	"The meeting is at 3 p.m."
on	"She works on Mondays."
in	"We will finish in two hours."
before	"Complete the task before 5 p.m."
after	"Send the report after the break."

💡 Did you know?Did you know that using the correct preposition of place avoids confusion about where equipment or safety items are kept?

3. Describing Availability: There is / There are (present) and There was / There were (past)

These expressions describe what exists now or existed before.

Use	Structure	Example
Present singular	There is + singular noun	"There is a new printer in the office."
Present plural	There are + plural noun	"There are three chairs in the meeting room."
Past singular	There was + singular noun	"There was a delay in the shipment."
Past plural	There were + plural noun	"There were many documents missing."

Practice examples to write:

You arrive at the storage room and see 10 boxes. → "There are 10 boxes in the storage room."
Yesterday, only 2 people were at the meeting. → "There were only 2 people at the meeting yesterday."
Now, a technician is in the hallway. → "There is a technician in the hallway now."
Last week, no coffee in the kitchen. → "There was no coffee in the kitchen last week."

Definition: "There is/are" and "There was/were" are used to sta

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Workplace English: Communication & Usage

Klíčová slova: Workplace English: Grammar & Structure, Workplace English: Communication & Usage, Workplace Written Communication, Speaking Assessment, English Grammar

Klíčové pojmy: Recognise and follow common workplace signs, Use imperatives (base verb) for clear instructions, Add "please" to make imperatives polite, Use correct prepositions of place and time, Use "There is/are" for present existence and "There was/were" for past, Start formal notes with a polite greeting and end with a respectful closing, Avoid text abbreviations in professional messages, Use courtesy phrases: Could you please…, Thank you, I’m sorry, Introduce people with titles in formal contexts, Read signs and messages to prevent accidents and misunderstandings

## Introduction Good workplace communication keeps operations safe, efficient, and professional. This guide focuses on everyday spoken and signed messages, short instructions, social formulas, and how to make informal language appropriate for the workplace. It breaks complex ideas into clear parts and gives practical examples you can use right away. > Definition: Workplace communication includes signs, short instructions, polite expressions, and simple descriptions used every day at work. ## 1. Functional Messages and Signs Workplaces use short, clear messages and signs to show rules, warnings, and directions. These are usually visible, direct, and easy to follow. ### Common Workplace Signs | Sign | Meaning | Example use | |---|---:|---| | EXIT | Emergency or regular exit | "Fire exit – keep clear" | | AUTHORIZED PERSONNEL ONLY | Restricted access | "Only staff can enter the lab" | | NO SMOKING | Smoking is not allowed | "No smoking near chemicals" | | PUSH / PULL | Door direction | "Push to open the door" | | CAUTION – WET FLOOR | Safety warning | "Be careful, the floor is slippery" | Did you know that color codes help people react fast: red = prohibition, yellow = warning, green = safe condition, blue = mandatory action? > Definition: A workplace sign is a short written or visual message meant to guide behaviour or ensure safety. ### Standard Short Messages - "Please sign here." — for document handling - "Handle with care." — on fragile packages - "Out of order." — machine not working - "Keep this area clean." — hygiene and order - "Staff only." — restrict access Practical tip: Read signs at entry points and near equipment; they often prevent accidents. ## 2. Short Spoken and Written Instructions Use the imperative (base verb) to give direct instructions. Add "please" to be polite. > Definition: An imperative is a verb form used to tell someone to do something, for example "Close the door.". ### Imperatives: structure and examples - Structure: base verb (no subject) — e.g., "Open the window." - Polite forms: "Please check the invoice." / "Kindly close the door." Examples in context: - Safety: "Wear safety gloves." - Maintenance: "Check the inventory list." - Caution: "Don’t touch the switch." ### Prepositions of Place (where things are) | Preposition | Example | |---|---| | on | "The report is on the desk." | | under | "The folder is under the printer." | | next to | "The first-aid kit is next to the sink." | | behind | "The switch is behind the door." | | in | "The documents are in the drawer." | ### Prepositions of Time (when things happen) | Preposition | Example | |---|---| | at | "The meeting is at 3 p.m." | | on | "She works on Mondays." | | in | "We will finish in two hours." | | before | "Complete the task before 5 p.m." | | after | "Send the report after the break." | Did you know that using the correct preposition of place avoids confusion about where equipment or safety items are kept? ## 3. Describing Availability: There is / There are (present) and There was / There were (past) These expressions describe what exists now or existed before. | Use | Structure | Example | |---|---|---| | Present singular | There is + singular noun | "There is a new printer in the office." | | Present plural | There are + plural noun | "There are three chairs in the meeting room." | | Past singular | There was + singular noun | "There was a delay in the shipment." | | Past plural | There were + plural noun | "There were many documents missing." | Practice examples to write: 1. You arrive at the storage room and see 10 boxes. → "There are 10 boxes in the storage room." 2. Yesterday, only 2 people were at the meeting. → "There were only 2 people at the meeting yesterday." 3. Now, a technician is in the hallway. → "There is a technician in the hallway now." 4. Last week, no coffee in the kitchen. → "There was no coffee in the kitchen last week." > Definition: "There is/are" and "There was/were" are used to sta