TOPIC 5:

BUSINESS
WRITING 1
 LEARNING OUTCOMES

Describe the different parts of a formal

letter and their respective functions.
Write various types of business letters
with the right format and layout.
Use correct punctuation and appropriate
language to effectively convey the
message in business writing.
 THE LANGUAGE OF BUSINESS
WRITING
Language is the communication tool to enable
you to give form and shape to ideas, feelings
and events.
Message is communicated effectively without
misinterpretation in business writing.
Choose a reader-friendly style to get message
across.
Selecting right words contributes to courteous
tone and offer greater clarity.
AVOIDING MISINTERPRETATION AND IMRPOVE
EFFECTIVENESS OF BUSINESS COMMUNICATION
Choice of words use familiar words to get to the
points quickly.
Sentence structure short sentences easier to read
and convey message clearly.
Paragraph structure order of information is
important in paragraphing to inform, to instruct and to
persuade.
Tone important to be courteous all times regardless
of nature and purpose of communication.
Word order use complete sentences.
 THE FORMAT OF BUSINESS
LETTERS
Letterhead
Date
Inside address
Attention line
Greeting
Subject line
Body
Complimentary close
Signature
 GRAMMAR
Singular and plural forms:
Countable nouns
Uncountable nouns
Plural nouns
Layout:
Full block layout
Modified block layout
Modified block layout with indented paragraphs
Punctuation styles:
Open style no punctuations used except in body paragraphs.
Mixed style places a comma after greeting and
complimentary close.
TOPIC 6: BUSINESS
WRITING 2
 LEARNING OUTCOMES
List the steps involved in writing good business letters.
Differentiate between good news, neutral and bad news letters.
Explain the differing types of information in different kinds of
business letters.
Practise subject-verb agreement in sentence construction.
Write different types of business letters effectively.
 INTRODUCTION
There are various types of letters
used in business correspondence.
Examples: application, complaint,
enquiry letters etc.
 WRITING BUSINESS LETTERS
Needs careful planning and not written in a haste.
Writer should try to impress reader on his/her professional image and
emphasise importance of communication.
This is done to avoid misunderstanding and put company finances and
reputation on stake.
Effective business letter is written with certain objectives in mind.
Information is usually well organised and writer tries to meet the needs of
the recipient.
 7 STEPS FOR WRITING GOOD BUSINESS LETTER
Decide on purpose of letter
Decide what you want to say
Note down all ideas in point form
Order all the ideas in point form
Write the first draft using plain English
Read the letter to ensure that you will achieve your purpose
Rewrite if necessary
 TYPES OF BUSINESS LETTERS
Good news and neutral letters- written to give or ask for information :
Make an inquiry.
Forward a request,.
Reply to an inquiry/request.
Acknowledge receipt of letter.
Introduce self and organisation.
Inform about the services and the activities done by the organisation.
Grant a loan or extend credit.
Confirm success at an interview.
Make a special offer for valued customers.
 GOOD NEWS AND NEUTRAL BUSINESS LETTERS
In business letters, ordering (arrangement of ideas and
paragraphs) of the information is important.
It is important because it affects readers flow of thoughts and
how he/she would react to the letter.
In most cases, direct manner is used but details may differ
according to the purpose of the letter.
Content of good news letter:
Identify purpose of letter in subject line.
Place good news in opening paragraph.
State details supporting good news in middle paragraphs.
Close with goodwill statement.
GOOD NEWS AND NEUTRAL LETTERS
Letters categorised as good news or neutral
include the following:
Letter of inquiry-written to ask more information.
Letter of placing orders-written when you are certain
about items or service you require.
Letter of reply to an enquiry-written to reply to an
enquiry and the choice of opening and closing lines
depend on the purpose of enquiry.
Letter promoting new product/special offers-written to
influence reader.
Letter of application for job-to convince reader to give
you the job.
 BAD NEWS LETTER
Communicate unwelcome news to reader.
Difficult to write as it conveys bad news to reader
though the intention to retain goodwill is displayed.
Written for various reasons:
Refuse credit
Refuse request
Decline an invitation to speak at a function
Notify an unsuccessful job application
Explain inability to fulfil an order
However, recipient should be gently guided to finish
reading the letter to make him/her understand the
explanation of bad news.
 WRITING RESUMES
When applying for job, employer wants to know your
qualification and work experience.
Some companies give out forms to be filled in.
Some companies may require you to submit resume.
Resume is a summary of qualification and experience which
includes education, training and skills, experience and
achievements.
Resumes help employers:
become familiar with potential employees work experience and
education before interview.
by serving as reminder of the employees assets, after
interview.
screen out unqualified applicants in highly competitive market.
 TOPIC 7: TABLES,
CHARTS AND GRAPHS
 LEARNING OUTCOMES
Describe the various graphic aids (tables, bar charts, line
graphs, pie charts and pictographs) often used in business
communication.
Identify the type of data best suited to be represented by the
respective graphic aids.
Interpret data presented by these graphic aids.
Use words and expressions which describe changes or
movements depicted by these aids.
 TYPES OF GRAPHIC
AIDS
TABLES
BAR GRAPHS
PICTOGRAPHS
LINE GRAPHS
PIE CHARTS
 INTERPRETING AND
DESCRIBING DATA
Looking at the graphs and
understanding the data are very
important in data interpretation.
Using appropriate words or
vocabulary to describe the data is also
equally important.
 LINE GRAPHS AND GANTT CHARTS
Line graphs usually plot changes in quantity or in position
and useful in highlighting movement or trends.
When interpreting line graphs, it is helpful to use linking
words to show cause and effect.
Gantt charts are used for scheduling and tracking key events
that are necessary to complete a project.
Shows the steps involved in a project and their relationship
over time.
 TOPIC 8:
MEMOS, E-
MAILS AND
FAXES
 LEARNING OUTCOMES

Name the different types and parts of a

memo.
Use appropriate language in e-mail.
Describe the format, style and layout in
faxes.
Write good memos, e-mails and faxes.
Practise rules of subject-verb agreement.
 MEMORANDUM

A form of written business communication.

Circulated within a company.
Some government departments share memos
with other government departments.
It is less formal than letter.
Communicates information, explain new
procedures, announce changes, make requests,
confirm results or offer advice.
Format, style and organisation vary.
 ADVANTAGES OF MEMO
The same message is communicated accurately to
many people at same time.
Takes little time to construct because it is informal yet
provides written record for filing and reference.
Allows writer to convey detailed or difficult information
logically.
Indicates , by the companys letterhead, that it is an
internal piece of communication and part of
companys procedure.
 TYPES OF MEMO
Directive memo
Response memo
Trip report memo
Field report memo
Transmittal memo
Announcement memo
Instruction memo
Authorisation memo
 E-MAILS
Fastest growing electronic communication.
Netiquette refers to etiquette on the Net.
It maintains and promotes goodwill between writer
and recipient.
Professional e-mail must be courteous and confident.
Some dos in netiquette:
Be polite and civil
Keep e-mail short and brief
Respect privacy
Stay on topic
Reply promptly
 FAXES
Well-established means of
communication in modern business.
Widely used because of the speed,
convenience and flexibility.
Fast and also cheap.
Companies with no internet
connection can use fax freely.
THE END