BUSINESS WRITING 1

Use appropriate language in business writing

Use appropriate format of business letters

Choose the right words

The Language Of Business Writing

Expressing yourself effectively is important in business writing:

use direct writing and reader-friendly style select words that sound courteous and clear sentences should be of appropriate length and there is proper paragraphing

Choice of Words

use familiar words be concise and precise, and get to the point quickly do not use clichs
Time will tell, fit as a fiddle, opposites attract, all fair in love and war

use non-sexist language

Practice: a number of different the majority of wise words of wisdom completely eliminate your good self at this point in time reside

optimum terminate
beg to acknowledge receipt of

Answers: a number of different the majority of wise words of wisdom completely eliminate your good self at this point in time reside several most of advice leave out you now stay/live

optimum terminate
beg to acknowledge receipt of

best cancel
want to know

Sentence Structure

Readibility
Use short and long sentences to improve flow of ideas

punctuation
Use of appropriate punctuations (full-stop, comma, colon, semi-colon, question marks) helps the reader to pause where necessary, adds clarity to the message

Paragraph Structure

use cohesives devices to make your paragraph smooth flowing, clear and organised (firstly, next, in addition) order of information is also important in paragraphing functions of business letters:
to inform to instruct to persuade

Tone

The right choice of words and order of information in paragraphs help to convey the right tone be courteous and try to maintain goodwill. sentences in each paragraph must have a logical development by using connectors such as however, while, therefore and as.

Word Order every sentence should be complete; it must contain a subject (S) and a verb (V) or a subject (S), a verb (V) and an object (o) 1. The cat meows (S) (V) 2. The dog chases the cat. (S) (V) (O)

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Seven Cs of effective written communication

concrete complete clear courteous correct considerate concise

Practice:
Readable, coherent and unambiguous.

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Contains all necessary details.

Has relevant details only. Aware of the receiver.

Tactful and sensitive.

Not vague or abstract. Specific details, grammar, punctuation and spelling.

Answers:
clear Readable, coherent and unambiguous.

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complete
concise onsiderate

Contains all necessary details.

Has relevant details only. Aware of the receiver.

courteous
concrete correct

Tactful and sensitive.

Not vague or abstract. Specific details, grammar, punctuation and spelling.

The Format Of Business Letters

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more formal but adjustable depending on familiarity with recipient use of proper letter layout:
letterhead date inside address attention line greeting subject line body complimentary close Signature block

GRAMMAR: SINGULAR AND PLURAL FORMS

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Countable nouns
describe things, people and places are used with a/an can be used in the plural forms used with phrases such many, these, several, few, a number of

Uncountable nouns
describe substance, abstract ideas and verbal nouns take the singular form of the verb are placed after words like much, a little and a great deal of.

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Plural Nouns
add s to form the plural of most nouns (letters, minutes) Replace final consonant y of a noun with ies (industries) nouns which only occur in the plural. (headquarters, goods, thanks) Singular nouns ending in s (news, politics, economics) Groups and organisations (bank or committee) Irregular plurals

Irregulars Plurals Singular aircraft Plural aircraft

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criterion
foot formula matrix person

criteria
feet formulae/formulas matrices people

phenomenon

phenomena

Layout

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There are three main types of layout :

Full block layout Modified block layout; Modified block layout with indented paragraphs.

Full Block Layout

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all the parts of the letter aligned against the left-hand margin

Modified Block Layout

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centres the sender s address or aligns it with the right-hand margin The date is placed straight underneath and in line with the senders address. The inside address (recipient s name and address) and the greeting are placed against the left-hand margin, and so are the paragraphs. The complimentary close and signature block are centred in line with the writers address and the date

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Modified Block Layout With Indented Paragraphs

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Punctuation styles

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wo styles of punctuating a business letter:

Open style
does not use punctuation except in the body of the letter

Mixed style.
places a comma after the greeting and after the complimentary close