Completing Business Texts

Introduction

Part 6 is the second item type of Section II: Reading. It contains 16 questions, about 8 % of the 200 questions on the test. The questions are grouped into four short texts, each with four blanks. The texts are the kind of writing found in a workplace: an email, a memo, a notice, an advertisement, an article, an instruction sheet or a letter. For each blank you choose the best of four options, (A) to (D).

Part 6 looks like Part 5 stretched over a paragraph, and that is partly true: some blanks test the same grammar and vocabulary as Part 5. But Part 6 adds two things that Part 5 does not test:

• Connectors across sentences. You must choose a linking word or phrase (however, therefore, in addition, meanwhile) that fits the logic between two sentences, which you can only judge by reading both.
• Sentence insertion. In each text, one blank asks you to choose a whole sentence that fits. The four options are four complete sentences, and only one fits the meaning, the grammar and the flow of the paragraph.

The Reading section lasts 75 minutes for Parts 5, 6 and 7 together, and you may move between parts freely. A realistic budget for Part 6 is 8 to 10 minutes: about two minutes per text.

After this lesson you will be able to:

• recognise the four kinds of blank in Part 6 and handle each with the right method;
• use context beyond the sentence to choose verb tenses, pronouns and articles;
• select a connector by identifying the logical relationship between two ideas;
• choose the correct sentence for an insertion blank by checking topic, reference words and order;
• manage your time so that Part 7 keeps its share of the 75 minutes.

Learning objectives

1. Describe the format and timing of Part 6.
2. Classify each blank as grammar-in-context, vocabulary, connector or sentence insertion.
3. Use the surrounding sentences to decide tense, number and reference.
4. Identify the relationship (addition, contrast, cause, result, sequence, example) that a connector must express.
5. Evaluate candidate sentences for insertion with a four-step check.
6. Apply a consistent reading routine that takes about two minutes per text.

1. How a Part 6 text is built

Every text follows a short business logic: who writes to whom, why, what happens next. Typical situations:

Knowing the situation in advance helps you predict the content of blanks. For example, in a memo about a new policy, expect a sentence that gives the reason, one that gives the date, and one that tells staff what to do.

Exam tip. Read the first sentence and the last sentence of the text before you look at any option. They tell you the purpose and the outcome, and most blanks are easier once you know both.

2. The four kinds of blank

A Part 6 text normally contains a mix of the following. Look at the options first to classify the blank, exactly as you do in Part 5.

2.1 Grammar in context

In Part 5 you can often decide a form from the sentence alone. In Part 6 the same kind of blank sometimes cannot be decided without the other sentences. The most common cases:

Verb tense. The tense depends on the time frame of the text, not only of the sentence.

Last month, Harbor Foods ------- a new distribution centre in Dayton. The facility ------- operating at full capacity by March.

The first blank refers to a finished action with a past time marker (last month): opened. The second blank sits in a sentence with a future time reference (by March), and the facility has not started operating at full capacity yet: will be. A sentence-only reading of the second blank would leave several tenses possible; the date makes the answer clear.

Singular or plural reference. Pronouns (it, they, this, these) must match what they refer to in an earlier sentence. If the previous sentence introduced "two new training programs", the next sentence uses they, not it.

Articles and determiners. The first mention of something uses a/an; a later mention of the same thing uses the. This is a quiet but reliable clue: if a sentence mentions "a survey" and the next sentence refers to it again, the blank takes the.

Passive or active. Business texts use the passive for announcements (Your order has been shipped, The office will be closed). If the doer is unknown or unimportant, choose the passive.

2.2 Vocabulary in the paragraph

Vocabulary blanks in Part 6 are often easier than in Part 5 because the paragraph gives more context. Ask: what is the paragraph about, and which word keeps that idea consistent?

Starting next week, all employees must ------- their security badges at the entrance. Badges that are not scanned will not open the doors after 8 P.M.

Options: display, replace, borrow, design. The next sentence talks about scanning badges, which tells you what the employees do with them at the entrance: display (show). Replace would mean swap for new ones, borrow has no logic here and design is irrelevant.

Worked example 1: grammar and vocabulary in one short text

Statement. Choose the best word for each blank.

To: All Staff From: Facilities Department Subject: Parking changes

Beginning on Monday, the east parking lot ------- (1) for repairs. Employees ------- (2) the lot should use the visitor parking area behind the main building. We ------- (3) your patience while the work is completed. The lot is expected to reopen ------- (4) the end of the month.

Options:

1. (A) closes (B) is closing (C) closed (D) has closed
2. (A) who usually park (B) to usually park (C) usually parking (D) parked usually
3. (A) appreciate (B) apply (C) argue (D) approach
4. (A) at (B) by (C) since (D) during

Step-by-step reasoning.

1. Beginning on Monday is a future marker and the notice announces a planned closure. (B) is closing is the present progressive used for a fixed arrangement, and it fits the announcement. (A) closes would describe a habit or timetable, (C) closed and (D) has closed are past forms that contradict Beginning on Monday.
2. The sentence already has its main verb should use, so the blank must modify "Employees". A relative clause does this: who usually park (A). (B) to usually park does not link grammatically to the subject, (C) usually parking lacks who are, and (D) parked usually has the adverb in an impossible position.
3. A polite closing sentence in a notice asking for patience: appreciate (A). Apply does not take "patience" as a natural object here, argue and approach do not fit the meaning.
4. "Reopen ------- the end of the month": a deadline, meaning not later than that time, is expressed by by (B). At the end would need at the end of the month with a different meaning (exactly at that point), since needs a past starting point, and during needs a period.

Why the other choices are weaker. In blank 1 the past forms contradict "Beginning on Monday"; in blank 3 the other verbs do not match the object "patience"; in blank 4 the other prepositions do not express a deadline.

3. Connectors: the logic between sentences

A connector blank is a vocabulary blank in disguise, but the answer is a logical relationship. First decide the relationship, then pick the word that expresses it.

Method for connectors

1. Read the sentence before the blank.
2. Read the sentence after the blank.
3. Name the relationship in your head: more of the same, opposite, because, so, example, next, or else.
4. Pick the option that matches; eliminate the others by naming their relationship.

Frequent confusions

Notice that although and despite behave as in Part 5: a connector that starts a clause needs a subject and a verb afterwards; a preposition needs a noun or gerund.

Worked example 2: choosing a connector

Statement.

Our new mobile app lets customers track deliveries in real time. ------- , customer-service calls have dropped by almost a third since the launch.

Options: (A) In contrast (B) As a result (C) For example (D) Otherwise

Step-by-step reasoning. The first sentence describes a feature. The second describes an outcome: fewer calls. The relationship is result, and the connector for result is As a result (B).

Why the others are wrong. (A) In contrast signals an opposite idea, but there is no opposite here. (C) For example would need the second sentence to be one instance of the first, but "calls dropped" is a consequence, not an instance of tracking. (D) Otherwise means "if not" and would need a warning about a condition.

4. Sentence insertion

In each Part 6 text, one question asks you to choose the sentence that best fills a position. The four options are complete sentences. They can be grammatically perfect and still wrong, because they do not fit the content or the connection at that position.

The four-step check

1. Topic. Does the sentence talk about the same subject as the paragraph? A sentence about shipping costs does not belong in a paragraph about a staff party.
2. Reference. Does it refer back correctly? Pronouns and phrases like this change, these items, the same day need something earlier to point to. Likewise, a sentence that introduces a new thing (a new form) must be followed by a sentence that develops it.
3. Order and time. Does it fit the sequence (before/after, step 1/step 2)? If the following sentence begins Then... or After that..., the missing sentence must describe a previous step.
4. Purpose and tone. Does it do what that position of the text needs: introduce, give a reason, give an instruction, close politely? A closing position needs a closing sentence (thanks, invitation to contact, next step), not new complex information.

Clue words to hunt for

Worked example 3: sentence insertion

Statement.

Dear Mr. Alvarez,

Thank you for contacting Brightline Furniture about your damaged table. ------- . A replacement will be delivered to your address within five business days at no cost to you. Please keep the original table until our driver arrives so that he can collect it.

Options: (A) We have many styles of tables in our new catalogue. (B) We are sorry that the item arrived in poor condition. (C) The warehouse is located near the airport. (D) Our office is closed on public holidays.

Step-by-step reasoning.

1. Topic: the paragraph is about a damaged table and its replacement.
2. Reference: the following sentence says "A replacement will be delivered", which is a response to a problem. The missing sentence should acknowledge the problem.
3. Order: thank, acknowledge, solve, instruct. Position two is the acknowledgement.
4. Tone: a customer-service letter apologises before it solves.

The answer is (B).

Why the others are wrong. (A) changes the topic to sales. (C) and (D) are true facts for a company letter but irrelevant to the damaged table and do not connect with the replacement offer.

Worked example 4: sentence insertion with a reference clue

Statement.

Starting in June, staff will clock in using the new mobile app instead of the paper time sheets. ------- . All employees will receive an email with download instructions by May 20.

Options: (A) The change is intended to speed up payroll processing. (B) Paper is made from natural materials. (C) Time sheets must be submitted in black ink. (D) Please arrive at work by 9 A.M.

Reasoning. The first sentence announces a change. The best follow-up gives the reason for the change or its effect: (A), whose phrase the change refers back to the new app. (B) is general and irrelevant. (C) contradicts the announcement (paper time sheets are being replaced). (D) gives an unrelated rule.

5. Reading routine and timing for a text

A routine that works for most candidates, about two minutes per text:

1. Skim (10 seconds). Read the heading, the first sentence and the last sentence. Identify the type of text and the purpose.
2. Read to the first blank (10 seconds). Look at the options and classify the blank.
3. Decide. If grammar or vocabulary, use the surrounding sentence; if a connector, decide the relationship; if an insertion, do the four-step check.
4. Continue to the next blank. Do not re-read the entire text each time; read only the sentence before and after.
5. Check (10 seconds). Read the finished text in your head. If a sentence sounds odd, review that blank.

Spend more time on the sentence-insertion blank (about 40 to 50 seconds) than on a simple grammar blank (about 10 seconds).

6. Common traps

Pitfalls and exam tips

• Look at all four options first. Same root: grammar. Different meanings: vocabulary. Short linking words: connector. Full sentences: insertion.
• Read at least one sentence before and one after every blank.
• Check whether the text is written in the past, present or future, and choose the tense consistent with the whole text.
• For connectors, label the relationship before reading the options. This stops attractive but wrong options from steering you.
• For insertion sentences, a pronoun in an option without a clear antecedent is a warning sign. Conversely, a sentence that opens with This should follow something it can refer to.
• Do not leave blanks empty. There is no penalty for a wrong answer, so always mark one.
• Do not overthink. If two options remain, choose the one that makes the text most natural and move on.

Mini case study with solution

Situation. You are working through one Part 6 text with four blanks. You have already spent 90 seconds on it.

Notice to Residents of Cedar Court

The management office would like to inform residents that the elevators will be inspected on Thursday, June 12. During the inspection, they ------- (1) out of service from 9 A.M. to 3 P.M. ------- (2) , residents who need assistance carrying heavy items should contact the front desk in advance. ------- (3) . We apologise for any ------- (4) this may cause.

Options:

1. (A) are (B) will be (C) were (D) have been
2. (A) Instead (B) For example (C) Therefore (D) However
3. (A) Staff will be happy to arrange a time that suits you. (B) The building was constructed in 1998. (C) Rents will increase next month. (D) Parking is available on level two.
4. (A) inconvenient (B) inconveniently (C) inconvenience (D) inconvenienced

Suggested solution.

• Blank 1: the inspection is on a future date, so the elevators will be out of service: (B).
• Blank 2: the first part announces a problem (elevators out of service). The next sentence gives advice because of the problem: a result relationship, so Therefore (C). Instead needs a replaced option, For example needs a general statement, and However needs a contrast.
• Blank 3: it follows the instruction to contact the front desk; the best continuation says what staff will do: (A). The other sentences are about construction year, rents and parking, none connected to assistance.
• Blank 4: after "any" a noun is required: inconvenience (C). Inconvenient is an adjective, inconveniently an adverb and inconvenienced a participle.

Commentary. The time was well spent on blanks 2 and 3, which need the context of neighbouring sentences. Blanks 1 and 4 can be decided in seconds. A candidate who spends 90 seconds on the first blank has misallocated the time: the fast blanks should take the fast route.

Key terms

• Blank: a gap in a text that you must fill by selecting an option.
• Connector: a word or phrase that links two ideas (however, therefore, in addition).
• Sentence insertion: a Part 6 question where all four options are complete sentences.
• Reference word: a word such as this, they, it that points back to something earlier.
• Collocation: a pair or group of words that naturally go together (submit a report).
• Tense consistency: using verb tenses that match the time frame of the text.
• Antecedent: the noun or idea a pronoun refers to.
• Register: the level of formality appropriate to the text (a customer letter is formal).
• Cohesion: the way sentences connect through pronouns, connectors and repeated key words.
• Distractor: a wrong option that looks plausible.

Summary checklist

• I know Part 6 has 16 questions in four texts of four blanks each.
• I read the first and last sentence of each text before answering.
• I classify each blank (grammar, vocabulary, connector, insertion) by looking at the options.
• I read at least one sentence before and after every blank.
• I name the logical relationship before choosing a connector.
• I apply the four-step check (topic, reference, order, tone) to insertion sentences.
• I keep tense and pronoun reference consistent with the whole text.
• I spend about two minutes per text and answer every blank.

Official sources

• ETS, TOEIC Listening and Reading test overview: https://www.ets.org/toeic/test-takers/listening-reading/about.html (opens in a new tab)
• ETS, TOEIC Listening and Reading about page: https://www.ets.org/toeic/about/listening-reading.html (opens in a new tab)
• ETS, TOEIC Listening and Reading Examinee Handbook: https://www.ets.org/pdfs/toeic/toeic-listening-reading-test-examinee-handbook.pdf (opens in a new tab)
• IIBC, TOEIC Listening & Reading test format: https://www.iibc-global.org/english/toeic/test/lr/about/format.html (opens in a new tab)