BUSINESS WRITING
BUSINESS ANALYSIS SKILLS & TOOLS
TRAINING
BUSINESS
WRITING
22 August
2014
BUSINESS WRITING
Business Communication
22/8/2014
Know why you are writing
Understand your readers
Be clear
Dont waste words
Never use business-speak
Revise and edit
Find the right tone
BUSINESS WRITING
Writing E-mails - DOs & DONTs
DO
- write an informative subject line
- put the key point of your message up front
- be brief
- make it easy for the reader to reply yes or no or give a short answer
- make it easy to read, combine Upper & lowercase, use white space and
legible font
- personalize by using conversational tone(contractions, pronouns)
-- end well with an appropriate next step
- proofread
- wait a moment before pressing 'send
- make yourself look good online because your email can be forwarded to
anyone or
22/8/2014
everyone else in the company or anywhere
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BUSINESS WRITING
Writing E-mails - DOs & DONTs
DONT
-
don't use email if the message needs to be private or secure
((maybe the company has a policy on this))
don't send an email you wouldn't want anyone else to read, it's too
easy to forward
-
don't leave subject line blank
don't use all capital letters
don't forward a message without a brief comment why you're
forwarding it
-
don't overrun emails with smiley faces or other emoticons.
don't let emotions or offensive language detract from your message
don't send without checking for mistakes
22/8/2014
BUSINESS WRITING
TYPES OF CORRESPONDENCE
Very Informal - the two people know each other very well
Informal
Neutral
Formal
Very formal
22/8/2014
- it is written as though the writer knows who they are writing to
- the two people are work colleagues
- it is written to an individual the writer knows, but not very well
- it is written to an individual the writer does not know
BUSINESS WRITING
TYPES OF CORRESPONDENCE
FORMAL LETTERS
Can be written to friends , work colleagues you know well
Use standard business expressions
Can be written to your boss, work colleagues, external client
Have a personal tone
NEUTRAL LETTERS
Are written to people the writer does not know
Are written in a conversational style
Do not have a personal tone
INFORMAL LETTERS
Are written to people the writer knows a little
Do not always have complete sentences
Can have a personal tone
22/8/2014
BUSINESS WRITING
STYLE OF WRITING (Formal Version)
Dear Mr. Harrison
It was a great pleasure to meet you last week during the conference, and I
trust that
you have recovered fully from the cold you had. I enjoyed both the
conference and the
introduction to Liverpools sights.
I am writing to thank you for the suggestions you made for my
presentation, and for providing me with the publicity material. These will
be very useful indeed and I am
sure the sale of the new encyclopedias will increase as a result.
If you are ever in Kuala Lumpur please do not hesitate to contact me. It is
a great city too, and I would like to have the opportunity of being your
What are her 2 reasons for writing?
guide, as you were mine in Liverpool.
Yours sincerely,
Mary Fernandez
Sales Department
22/8/2014
Comments: Too formal
Her boss, has helped her, showed her around Liverpool,
Should use more neutral tone, more friendly
BUSINESS WRITING
STYLE OF WRITING (Neutral Version)
Dear Paul
It was very nice meeting you last week during the conference I hope youre
feeling better! I enjoyed both the conference and Liverpools sights.
Many thanks also for the suggestions you made for my presentation, and for
the publicity material. These will be really useful, and Im sure the sale of the
new encyclopedias will increase.
If you come to Kuala Lumpur please let me know. Its a great city too, and Id love
to have the chance of being your guide, as you were mine in Liverpool.
Best wishes
Mary
Sales Department
FORMAL
NEUTRAL
Dear Mr. Harrison
Dear Paul
It was a great pleasure
I trust you have fully recovered
I am writing to thank you
It was very nice
I hope you are feeling
better
Many thanks
These will be really useful
These will be very useful indeed
22/8/2014
Please do not hesitate to contact
me
Yours sincerely
Please let me know
Best wishes
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BUSINESS WRITING
Change the tone from formal to neutral
Dear Ms. Chan
I am writing with reference to your e-mail dated 15 August
concerning the photocopier purchased last month. As
requested, I have informed all colleagues that for the
purpose of being more economical, where possible, we are
encouraged to use recycled paper.
I would appreciate if you could confirm that we have a
spare toner cartridge available.
Yours sincerely
Soraya binti Husain
The above e-mail is to your boss. As you have worked with your boss for many years,
it is far too formal. Re-write the same e-mail, but use a more neutral tone. Decide
which information can be omitted. Your boss is called Josephine Chan.
22/8/2014
BUSINESS WRITING
Change the tone from formal to neutral
Dear Josephine
This is to let you know that Ive told the staff that we should use
recycled paper in the new photocopier machine to save money.
Can you confirm that we have a spare toner cartridge available?
Many thanks
Soraya
22/8/2014
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BUSINESS WRITING
Writing e-mails
To be continued.
Writing e-mails
Writing e-mails
enquiry
Writing e-mails
Writing e-mails
22/8/2014
to enquire
in answer to
to complain
to apologise
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