Emails explaining procedures to academic staff
Explain the procedure for doing any of the things on the next page below which you know how to do. Your partner will listen and ask for more details, add more details, explain alternatives, etc. Then take turns doing the same with different topics there.
| Useful phrases for describing procedures (NOT means not suitable) First of all/ First/ Firstly/ To start with/ The first stage is… (NOT At first X) Second/ Secondly/ The second step is… Third/ Thirdly(NOT Fourthly/ Fifthly/ ..ly) Then/ Next/ After that/ The next step is…/ The next stage is… Finally/ Last of all (NOT At last/ NOT In the end) |
When your teacher stops you, ask about any language above or procedures below you aren’t sure about, working together to put the language and procedures together each time.
What are the differences in meaning between these expressions? Why are only some suitable for this lesson?
Firstly – At first
Lastly – At last – In the end
Discussion
Which of the procedures below are relevant to you?
What other procedures might you be asked about?
What would you responses be if you were asked about a procedure that you couldn’t explain?
Procedures to explain
- Accessing the university computer system for the first time
- Annual review/ Job performance review
- Applying for a sabbatical
- Applying for an academic job as a foreigner
- Applying for funds (e.g. research funds or funds for a conference)
- Applying for tenure
- Arranging a make-up lesson
- Booking equipment
- Booking time off (e.g. holidays, paternity leave, or compassionate leave)
- Cancelling a class
- Changing your contact details
- Claiming expenses (e.g. accommodation expenses or travel expenses)
- Contacting a student
- Disciplinary proceedings
- Doing the necessary paperwork after accepting a job
- Finding accommodation
- Getting a reference
- Getting equipment fixed
- Getting or extending visas
- Getting or extending visas for family members
- Getting proof of annual salary
- Grading students
- Including something in the university’s newsletter
- Joining the pension scheme
- Putting something on the university’s website
- Reclaiming tax
- Renewing a fixed-term contract
- Reporting discrimination (e.g. sexism or racism)
- Reporting harassment (e.g. bullying or sexual harassment)
- Reporting student absences
- Reporting students misbehaviour (e.g. cheating)
- Resigning (= Quitting = Leaving your job)
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PDF for easy saving and printing:
Related pages
Academic emails main page (with a link to the more general emailing page)
Teaching Emailing: Interactive Classroom Activities
IELTS process tasks page (for other language to explain procedures)
