business writing

Business Writing

Causes of Misunderstanding

A) VocabularyExamples:

• I’m sorry to destroy your plans. • We shall enlarge our opening times.

1) Inappropriate Choice of Words (collocation)

A) Vocabulary

Examples:• They have to take care of the instructions.• I’m writing on behalf of your letter.• The currant chairman is in the office. • She overlooked the document.

2) Wrong Word

Examples:• The room is crowed.• There is a possibity that the new product will

be launched in December.

3) Misspelling

A) Vocabulary

B) Awkward Structure

• Due to the fact that there are only three staff members present and also because we have made an agreement on a minimum number of attendees we are obliged to call off this meeting and make arrangements for a new meeting next week.

1) Lengthy Sentence

B) Awkward Structure

Examples:• There will be an exhibition of the work of

members in other towns. • Instructions for Visiting Parties. • If he want to reserve a place, he can do it in

our car park.

2) Ambiguity

B) Awkward Structure

Examples: • We can provide you with the information

please send us a request via email. • The goods are dispatched this morning, we

will call you as soon as we have any updates. • We would like to know what mode of payment

you prefer?3) Errors of Punctuation

B) Awkward Structure

4) Errors of Grammar• Use of tenses• Capitalization• Use of Articles• Parts of Speech• Use of Modal Verbs• Passive and Active Voice

Causes of Misunderstanding

Vocabulary

• Inappropriate Choice of Words (collocation)• Wrong Word• Too Specialized • Spelling

Causes of Misunderstanding

Awkward Structure

• Lengthy Sentence• Ambiguity• Pompous Language• Errors of Punctuation• Errors of Grammar

Exercise1. Most of our costumers are expatriates. 2. I’d like to pay your attention to….3. Thank you for your corporation.4. Most of the interrogated people were sent to

the main hall.5. I recommend buying a shop in berlin it will

prove a good sight.6. The guests had arrived yesterday.7. After a carefully examination…

Business Writing

• Precise• Accurate• Clear• Concise• Polite• Easy• Direct

Exercise

Write an email to your supervisor and make a request for a one-week leave.

• Give at least two reasons for your request.

Emails

• Layout–Subject–Greeting, body, closing–White space–Short paragraphs–Bullet points or numbers

Structure of the mail

• a) Opening greetingEg: Dear XYZ

• b) Connecting with readerEg: I got your mail ID from …..

• c) Purpose of writing the mailEg: I would like to esquire about….

• d) Giving Good news/bad news; requests; agreeing to requests

Eg: Could you help me in….

• e) Taking actionEg: I would check on the point you have brought out.

• f) ConcludingEg: We look forward to your support.

• g). Closing greetingEg: Yours sincerely

Most popular sign-offs:

Best, Yours, Cordially,

Regards, Best regards, Best wishes,

Sincerely, Kindest regards, Warmest regards,

I remain yours truly,

Warmly, Thanks again,

My sincere thanks for your time and consideration,

Take care, Continued success,

Your sign-off isn’t exclusively the words above your name separated by a comma.

Good Job! Keep up the good work!

Happy Holidays!

All the best of success!

Thank you! Enjoy your weekend!

Have a great day!

Thank you for your quick response.

Hope This Helps!

Key Expressions: Casual Formal

Please get in touch. Please feel free to contact me.I’m not happy. I find it most unsatisfactory [that] + [what you don’t like]

e.g. I find it most unsatisfactory that the cable you sent are of poor quality.

Thanks for your email about…

Thank you for your email regarding...[what you are thankful for]

e.g. Thank you for your email regarding the latest updates to our software.

Please…+ [request] I would be grateful + if you could + [request]

E.g. I would be grateful if you could send me the latest technical manuals.

I’m sorry for any problems [that I may have caused you]

I would like to apologize for any inconvenience [I may have caused you.]

Casual FormalWe sent your order…+ [when?] + [by whom?]

Your order was dispatched + [when?] + [by whom?]e.g. Your order was dispatched on Friday by our administrative staff.

I’m sorry to tell you… I regret to inform you that… [bad news]E.g. I regret to inform you that our company will be switching to a new supplier.

I’m writing to let you know…

I am writing to draw your attention to…[what you need their attention about]

E.g. I am writing to draw your attention to the technical problems we have been experiencing with your software.

Goodbyes:· Cheerful greetings to all· Hugs· Kind thoughts· Take care· Wishing you the best· Write soon· Your friend· Yours in friendship

Closings:· Best regards/wishes· Confidently yours· Kind regards/wishes· Many thanks· Respectfully yours· Warm regards· With anticipation· Yours respectfully/sincerely/truly

• In case of requests it is better to start with Could or Would rather than please.

Eg: Could you send me the document by 5 PM today?

• It is better to mention the time frame by which you need something.

Eg: Could you send me the document by 5 PM today?

• ASAP and EOD are vague terms which have different conclusions for different people.

• Write in a positive tone. – When I complete the assignment versus If I complete the

assignment

• Avoid using negative words.– Words that begin with “un, non, or ex” or end with

“less”• Use smiles :) , winks ;-) and other graphical

symbols ONLY when appropriate.• Use contractions to add a friendly tone.

• When you are sending attachments, include in the email the filename, what format it is in, and the version of the program

– Attached: “Project3Proposal.doc” This file is in Microsoft Word 2007.

Before hitting “Send”

• Check for spelling or Grammar errors (Grammarly).

• Double check the attachments.

Sources

• Payton, C., 1999. How to Pass English for Business Level 2, LCCI International Examinations Board Guides, London: The book Factory

• Purdue OWL Online Writing Lab, from http://owl.english.purdue.edu/owl/resource/694/1/

• Tips to write Formal Emails, from http://www.getsetgrow.org/2009/06/tips-to-write-formal-emails/

• Email Sign-off considerations, from http://www.netmanners.com/673/email-sign-off-considerations/