Misused Terminology at the European Institutions

Here you can have access to the document comprising misused terminology at the European Institutions.

Position of adverbs

Here are the main rules and exceptions on the position of adverbs in sentences:

First rule: if there is only one verb in the sentence, the adverb comes before the verb as in the following example: He usually comes to work on time.
Exception to the first rule: if the only verb in the sentence is 'to be', the adverb comes after the verb as in the following example:  He is usually on time.

Second rule: If there is more than one verb in the sentence, the adverb comes after the first verb as in the following example: He has already arrived at work.
First exception to the second rule: if the first verb in the sentence is an auxiliary verb with 'to', i.e., have to, need to, ought to and used to, the adverb comes before the first verb as in the following example: He usually has to start working by 9:30 AM.
Second exception to the second rule: if the first verb in the sentence is a contracted negation, the adverbs 'probably', 'possibly' and 'certainly' come before the first verb as in the following example: He probably won't come to work on time.

These being the main rules and exceptions, there is more to this topic.  You can find more information on this webpage, which also provides you with some exercises.
Here is another document with exercises on the same topic.  You can find the key for the exercises here.

Sample business letter

Miles Davis

Rue du Bebop 12

1000 Brussels

Tel: 02 217 7855

Email: davis@email.com

Brussels, 17^th of January 2013

Ms Jennifer Smith

Director of Human Resources

Joint Research Centre

Rue Guimard 10

1049 Brussels

RE: The project manager vacancy (reference no. 123)

Dear Ms Smith,

Having seen the project manager vacancy posted on your HR website, I would like to hereby apply for the position.

Currently, I work as a project manager assistant in DG Research and Innovation at the European Commission. During my three years here, I have had the opportunity to acquire extensive experience not only as a team leader but also as the Acting Project Manager working on nuclear fusion research support. In addition, I specialised in nuclear fusion as a biophysicist during my PhD studies, with a Dissertation on transgenetic mutations. Due to my deep fascination with the intricacies of this matter, I have always been keen on pursuing my professional endeavours within the same field. Moreover, I cherish working in a multicultural environment, since I see diversity of perspectives as an invaluable asset in approaching a given issue.

Even though working in DG Research has been a very rewarding experience concerning my professional and personal development, I am now ready for new challenges. Therefore, I am very enthusiastic about the prospect of joining your team, since you have an excellent track record in supporting nuclear fusion research. On a more personal note, I also share your views on making nuclear technology environmentally sustainable. Thus I am confident that my profile is a perfect match for the position, especially given the fact that you specialise in eliminating radiation exposure in France, where I did part of my research as a PhD candidate.

Should you want to meet me in person to discuss the details of my CV,  I would be happy to come in for an interview at a time suitable for you.

Thank you in advance for your consideration.

Looking forward to hearing from you at your soonest convenience,

Sincerely yours,

SIGNATURE

Miles Davis

Enc: CV

Sample email

Dear Ms Smith,
 
Knowing that your entry into service at the Council is approaching, I would like to hereby extend you a warm welcome to our Unit, and provide you with some practical information.
 
As agreed during your job interview, you will be in charge of the follow-up of inter-service consultations. This position involves regular interaction and coordination with the other services of our DG as well as with other DGs. You will be working closely with Ms Black in our Unit, as inter-service consultation follow-up is a shared responsibility. Under my supervision, Ms Black will be explaining to you the various procedures, so that you can become acquainted with our working methods as soon as possible. As an attachment, I am resending your job description, in case you need it for a quick reference.
 
You should have been already informed that you will be attending a two-day training course organised by DG HR, i.e., the Directorate-General for Human Resources and Security, before taking up your duties in our Unit. This very useful course should provide you with additional information regarding the functioning of the Council, its working environment, and the rights and duties of its employees. During the course, you will have the opportunity to get your badge ready; all the relevant information will be provided by the trainers.
 
As a newcomer in Brussels, you might also be interested in receiving information on matters such as accommodation and public transport. Please note that the orientation leaders in DG HR will be handing out an information package during the training course, and that a legal advisor will be at your disposal to check the leases you might be considering before you sign a contract. If you need to search for an apartment, the best place to start is the immoweb website (http://www.immoweb.be/). There is also plenty of short-term accommodation available in Brussels, especially in the Schuman area close to the European Institutions. You can find all the necessary information about public transport in Brussels at http://www.stib.be/.
 
I would also like to hereby invite you to take up your duties in our Unit on Wednesday, 16th of March, i.e., after the completion of the training course mentioned above.  I propose starting the day with a meeting in my office at 9.30 am.  Afterwards, I will be introducing you to the members of the team you will be working in. Moreover, you will need to make an appointment to see Mr Miller (tel: +32(0)2/291 7811) in the afternoon of the same day.  I suggest making the appointment at least three days in advance, since he is usually very busy.  He is the HR focal point in our DG, and thus he will be your interlocutor for all contract related issues .
 
As you probably remember from your interview, our office is located at rue de la Science, 15, close to rue Belliard. With your badge, you can come up directly to our Unit, which is located on the 7th floor; I am in office 123.
 
Looking forward to meeting you in person,
 
With kind regards,

 Iris Wellington

Greetings and closers

Here is a list of greetings you can use in your formal emails depending on the recipient:

• Anonymous singular:

1. Dear Sir/Madam
2. Dear Madam/Sir
3. Dear Sir or Madam
4. Dear Madam or Sir

• Anonymous plural:

1. Dear Sirs/Ladies
2. Dear Ladies/Sirs
3. Dear Sirs and/or Ladies
4. Dear Ladies and/or Sirs

• With a given male name: Dear Mr Smith

• With a given female name:

1.  Dear Ms Smith (civil status irrelevant or unknown)
2.  Dear Mrs Smith (married)
3.  Dear Miss Smith (single and younger than fifty)

• With given names to a group of less than three people (male):  Dear Messrs Smith and Jones

• With given names to a group of less than three people (female):

1. Dear Mses Smith and Jones (civil statuses unknown, irrelevant or different)
2. Dear Mesdames Smith and Jones (both of them married)
3. Dear Misses Smith and Jones (both of them single and younger than fifty)

• With given names to a group of less than three people (mixed gender and not related to each other by marriage or blood): 

1. Dear Messrs Smith and Jones, and Ms Presley 
2. Dear Ms Presley, and Messrs Smith and Jones

• With a given name to a couple who use the same last name:

1. Dear Mr and Mrs Smith 
2. Dear Mrs and Mr Smith 

• With given names to a group of more than three people (mixed gender):

1. Dear Sirs/Ladies
2. Dear Ladies/Sirs
3. Dear Sirs and Ladies
4. Dear Ladies and Sirs

• With given names to a group of more than three people (all male): Dear Sirs

• With given names to a group of more than three people (all female): Dear Ladies 

• With a given first and last name and the gender is not clear:  Dear Alex Smith

Here is a list of closers which apply to all formal emails regardless of their content:

• With kind regards
• Kind regards
• Regards

You can hereby find a document on how to address various VIPs in different contexts.

Style guides

Here you can find the Interinstitutional style guide. 

"English Style Guide" released by the Commission can be accessed  here.

How to Write Clearly

Here you can find the Commission guide entitled "How to Write Clearly".