Professional Documents
Culture Documents
For
Business English
Business Correspondence
Communication
Oral Writing
The written media you should use: letter, Fax, memo, or e-mail
-Preview your main idea so that readers will know what to expect.
-Even when delivering bad news, it is best to state the main point
early in the document.
Here is an example of a hidden main point in requesting employment
verification.
Dear Personnel Director:
On March 27, I received a Phone call from Mrs. Karen from New York, who
Was once a data entry clerk in your Ohio office. She was under the direct
supervision Of.....
Here is the same example rewritten so that the main point is clear.
Organization
- The first step to organizing is to group like information together.
- Next, consider the reaction you are likely to get from your reader.
Effective Business writing
1st = Introduction
Keep the following in mind when you write and revise your
business correspondence
1-State the purpose: from the first sentence the reader must know
the purpose.
4-Divide your letter: dont deal with two segment of discussion at the
same time.
10-End your letter with a request for action: make it clear for the
reader what do u want him to do ( dont use as soon as possible for
dates)
Letter layout
Subject line: the subject line announces the topic of the letter and
can replace the salutation (usually bolded or underlined)
Salutation: use the persons name (Dear Mr. Ahmed / Mr. Ahmed)
Special Situation
Dear C. ------
Traditional Style:
The date, close, and signature are tabbed to the right
Each paragraph is indented five spaces
Punctuation can be closed (included in the address, date, salutation and
closing)
Block Style:
Every line begins at the margin, including the date, closing and signature
Punctuation is open (no punctuation except in the body of the letter)
Letter of request
Use direct approach.
Letter of Complaint
1st paragraph: Requested compensation. Do not
discuss the problem details.
Letter of Refusal
Use indirect approach.
E-mails
4- Avoid angry reaction: never write an E-mail when you are angry
Elements of email etiquette
1) General Format
2) Tone
- Write in a positive tone
When you complete the report. instead of If you complete the report.
- Avoid negative words that begin with un, non, ex or that end with
less (useless, non-existent, ex-employee, undecided).
3) Attachments
When you are sending an attachment tell your respondent what the name
of the file is what program it is saved in, and the version of the program.
This file is in MSWord 2000 under the name Lab File.
Elements of email etiquette
Writing a complaint
- You should briefly state the history of the problem to provide context for
your reader.
- Explain the attempts you made previously to resolve the problem.
- Show why it is critical for the problem to be resolved by your reader.
- Offer suggestions on ways you think it can be resolved or how you are
willing to help in the matter.
E-mail Shorthand
- Make recommendations.
4-Organized.
5-Head lines.
6-Complete information.
Report structure
Direct: starts with the conclusion then support with the data.
Indirect: start with facts and analysis then lead up with the conclusion.