Introduction and Overview

The Words of Business English

ImportanceWords are the tools with which we build our thoughts. They are instruments by means of which we can comprehend the thoughts of others. They are regarded as the best way of communicating to others.

Sources of Words in BusinessCommercial or mercantile wordsThese are words that are used to name business transactions primarily, like account, balance, capital, cash, finance, interest, lease, etc. These words are not all limited to business transactions. Every business word can be extended to the social or literary way.

Scientific and technical wordsThese are words drawn from science and technology which have brought tremendous development hand in hand with industry and business. Examples of these are include manufacture, mechanism, process, electronics, computer, etc.

Literary or common wordsBusiness letters chiefly contain common terms, not strictly commercial, scientific or technical terms. The technical buying and selling words are present, but they are in the minority. One cannot write a sentence by using mercantile or technical words alone. These words are found intermittently with common words. At the bottom of any training in business correspondence, a mastery of common English words is a fundamental necessity. Common words are the humanists; they are the words used daily at home, on the streets, in the field or in the shops.

Distinctions between Literary and Business EnglishCONTENTBusiness English contains something about buying and selling: products, prices, services, discounts, terms, claims, adjustments and the like. The content of literary English is life itself the hopes, fears, joys, sorrows, love and dreams of human beings.

PURPOSE OR AIMThe purpose of business English is to have something done right away: to evoke some materials and immediate response or action from the readers. The literary English is much more likely to aim at instruction, information, entertainment or emotional satisfaction than at a tangible reaction of response from the reader.

STYLEThe style of business English is simple, direct, personal and individual; that of literary English, very elaborate. The value of literary English lies in the finesse of expression; that of business English, in the depth of expression.

What is Business Correspondence?It is a private written communication used to transact business which cannot be conveniently done orally. It has no literal pretensions but aims to elicit immediate response from the readers.

FACTS:Business correspondence is an indispensable tool in transacting business.A great deal of business is transacted in writing so that every employee finds it necessary to learn how to write effective business letters.In this technologically advanced world, there is no sophisticated device to do the thinking and writing for you.An effective business writer can increase the companys sales and profits. Proficiency in writing therefore is a necessary quality for a successful business career.

Functions of Business CorrespondenceGeneral Functions

1. To influence2. To collaborate3. To inform

Specific Functions

1. Internal2. External

Internal Functions:To inform management about operations to enable the business to continue successfullyTo inform workers of job requirementsTo improve morale by keeping employees informed of overall business operations and personal mattersTo serve as part of companys permanent recordTo make necessary reports to owners/stockholders

External Functions

To sell products and servicesTo receive goods and servicesTo request materials or informationTo answer inquiries from customersTo serve as written contractTo serve as formal or informal public relations material (creates and maintains goodwill for the business)To make necessary reports to the governments

Characteristics of Successful Business Correspondent1. They have richness of specific terms.2. They are men of the world.a. They understand human nature.b. They are tolerant.c. They dont prejudice.3. They are enthusiastic.4. They are personal and individual.

Business VocabularyBusiness vocabulary is more than simply knowing some of the special terms used in various professions and industries. It is understanding the difference between everyday language we adopt for more formal communication. Our casual conversational style is generally too vague and imprecise for most business writing.

Avoid the use of slang in your writing. It does not only weaken your message, but often leaves the reader wondering what you meant.

AVOID: The Purchasing Department considered the price from Lux Marketing a rip-off.BETTER: The Purchasing Department considered the price from Lux Marketing much too high.

AVOID: I think Clydes analysis is a little far out in this case.BETTER: I think Clydes analysis doesnt take into consideration the long-term impact of the problem.

2. Avoid using overly technical terms, unfamiliar abbreviations or terms that relate to a particular profession or specialty when you are writing to someone who may not be familiar with such terms. Jargons, like slang can confuse and obscure the message.

AVOID: The computer is still sending a lot of glitches.BETTER: The computer is still sending a lot of errors.

3. Avoid using clichs (trite, stereotyped, wornout, affected pretentious and artificial phrase).

AVOID: Steve has heard from only one of two clients and is waiting for the other shoe to drop.BETTER: Steve has heard from only one of two clients but is expecting a reply shortly from the second.

NOTE: Clichs include the hackneyed expressions like: As per, according to, attached hereto, the undersigned, etc.

4. Be careful of the use of words frequently confused.Ex. Accept exceptadvice - adviseAffect effectcapital - capitolAssent ascentsite sight cite

5. Avoid using sexist language.

Sexism means using words that arbitrarily assign roles or characteristics to people on the basis of sex. Originally used to refer to practices that discriminate women, the term now includes any usage unfairly delimits the aspirations or attitudes of either sex.In todays business world, you will find both men and women in all types of occupation and at all levels in an organization. As a result, it is important not to assume that your readers are all males or females. Increasingly, business firms are phasing out the use of he, his, man, mankind and other exclusive masculine terms to refer to both sexes. The modern business writer uses language and references that are gender exclusive, that is, not biased toward either sex but include both.

Revising: Nonsexist or Generic terms

Titles, names of positions or occupations and common references can also be made gender-inclusive.

AVOIDREVISEDSalesman, salesladySalesperson, sales staff, sales associateChairmanChair, chairpersonCraftsmanDrafterSexist language favors one sex at the expense of the other.

The English language tends to emphasize the role and importance of men over women.

Another way to correct sexist language is to change the singular subject and the pronoun reference to plural forms.Ex.SEXIST: A president sets his own agenda.REVISED: Presidents set their own agenda.

One more way to correct sexist terms is to avoid the use of pronoun reference. Ex. SEXIST: Our course is designed to help your assistant secretary reach her potential.NONSEXIST: Our course is designed to develop the full potential of your secretary.

The Language of the LetterThe language of the letter indicates the character of the firm or the writer. The backwardness, conservativeness or progressiveness of the firm are determined by the kinds of words, phrases or sentences used and the manner in which they are used.

1. The language must be progressive.A. It does not use hackneyed or wornout expressions. (as previously indicated)

Ex. 1. The cost of the cloth is fifty pesos per yard. The cost of the cloth is fifty a yard.*

2. Attached hereto you will find a check for P20,000. Attached is a check for P20,000.*

B. It does not use objectionable construction. Omission of the subject or part of the predicate of a sentence.Ex. Have yours on the 18th of October. We have received your letter on the 18th of October.

It does not use participial construction.(usually in the opening and closing of the letter)

Ex. Regarding the Better: With regard to the Referring to Better: With reference to Hoping for Better: We hope

It does not use passive construction.

Passive construction robs the letter of personal touch and character. The passive construction is weak because it evades responsibility, it is less efficient and it is less natural.

Ex. Your taxes have been raised. (Who raised the taxes?)

NOTE: The passive construction is appropriate when:

a. The object is more important than the subject.Ex. The U.S. Trade Representative will be met by our marketing group.

b. You do not know the subject.Ex. Proper attention has not been paid to safety consideration.

c. You do not need to mention the subject for security reasons.Ex. Accusation was made against the official for plunder.

d. You are rejecting a message or you want to be more polite and diplomatic in a sensitive situation, or want to soften a statement for a bad news.

ACTIVE: We have received your application and find that we cannot extend credit to your account at this time.PASSIVE: Your credit application has been received carefully. Unfortunately, it did not meet the criteria established by your company for first-time credit accounts. For this reason, a charge account cannot be opened for you at this time.

2. The language must be suggestive.Suggestive language leaves the reader to act in accordance with his own freewill, that is, the intention to solicit is implied.Ex. (a suggestive statement)Anyone who has attended the SEA-BMB Marketing Seminar Workshop will agree that a P2, 000 fee is worth the price.

3. The language must be positive.Positive statements are more powerful than negative ones.Ex.NEGATIVE: If we do not purchase a new copier now, we will be losing a lot of company money for maintenance and repair.

POSITIVE: If we purchase a new copier now, we will be saving a lot of company money.

SOURCEShttp://www.suite101.com/content/business-communication-skills-a158048http://faculty.winthrop.edu/montgomerym/handout_1.htmhttp://www.savvy-business-correspondence.com/TypesBusinessCorrespondence.htmlhttp://www.buzzle.com/articles/written-communication-in-the-workplace.htmlFarol, E. (1987). Business correspondence.

Write two examples for each of the two specific functions of business communication. Base your examples on real situations. Examples must be stated in complete sentences. Your output will be evaluated based on the following:Content / Substance and RelevanceGrammarOriginality

Evaluation (Seatwork No.2)