Business Writing

By:
Kinza Shoukat
Formal Writing Style

Complex
Longer sentences are likely to be
more prevalent in formal writing.

You need to be as thorough as

possible with your approach to
each topic when you are using a
formal style.
 Each main point needs to be
introduced, elaborated and concluded.
Objective :
 State main points confidently and offer full
support arguments.

 A formal writing style shows a limited

range of emotions and avoids emotive
punctuation such as exclamation points.
Full Words:
 No contractions should be used to
simplify words (in other words use "It is"
rather than "It's").
 Abbreviations must be spelt out in full
when first used, the only exceptions being
when the acronym is better known than
the full name (BBC, ITV or NATO for
example).
Third Person:
 Formal writing is not a personal writing
style.

 The formal writer is disconnected from

the topic and does not use the first person
point of view (I or we) or second person
(you).
Informal Writing Style
Colloquial:
 Informal writing is similar to a spoken
conversation. Informal writing may
include slang, figures of speech, broken
syntax, asides and so on.

 Informal writing takes a personal tone as
if you were speaking directly to your
audience (the reader).
 You can use the first or third person point of
view (I and we), and you are likely to address
the reader using second person (you and your).
Simple:
 Short sentences are acceptable and
sometimes essential to making a point in
informal writing.

 There may be incomplete sentences or

ellipsis (…) to make points.
Contractions and Abbreviations:

 Words are likely to be simplified using

contractions (for example, I’m, doesn’t,
couldn’t, it’s) and abbreviations (e.g. TV,
photos) whenever possible.
Empathy and Emotion:

The author can show empathy towards the

reader regarding the complexity of a thought
and help them through that complexity.
When to Use Formal and Informal
Writing

 Writing for professional purposes is likely

to require the formal style, although
individual communications can use the
informal style once you are familiar with
the recipient.
Examples:
Example 1:

 This is to inform you that your book has

been rejected by our publishing company
as it was not up to the required standard.
In case you would like us to reconsider it,
we would suggest that you go over it and
make some necessary changes.
Example 2:

 You know that book I wrote? Well, the

publishing company rejected it. They thought
it was awful. But hey, I did the best I could,
and I think it was great. I’m not gonna redo it
the way they said I should.
Difference:
 It is the style of writing, or the way we use
words to say what we want to say.

 Different situations call for different ways

of putting words together.

 The way we write in academic and

scientific settings differs greatly from the
way we write to a friend or close one.
The tone, vocabulary, and syntax, all change as the
occasion changes.

This difference in the styles of writing is the

difference between formality and informality, or the
difference between formal and informal writing.
Informal:
May use colloquial words/expressions
(kids, guy, awesome, a lot, etc.).

Formal:
Avoid using colloquial words/expressions
(substitute
with children, man/boy, wonderful, many,
etc.)
Informal:
May use contractions (can’t, won’t, shouldn’t, etc.).

Formal:
Avoid contractions (write out full words –
cannot, will not, should not, etc.).
Informal:
May use first, second, or third person.

Formal:
Write in third person (except in business letters where first
person may be used).

Informal:
May use clichés (loads of, conspicuous by absence,
etc.)
Formal:
Avoid clichés (use many, was absent, etc.)
Informal:
May use short and simple sentences.

Formal:
Longer and more complex sentences are
preferred (short simple sentences reflects
poorly on the writer)
 These are just some of the differences
between formal and informal writing.

 The main thing to remember is that both

are correct, it is just a matter of tone and
setting.
 Formal English is used mainly in academic
writing and business communications,
whereas Informal English is casual and is
appropriate when communicating with
friends and other close ones.
 Informal Formal

Greetings Dear first-name, ... Dear Mr surname, ...

... Best Wishes / Love / Yours ... Yours sincerely
Dear Sir or Madam ...
... Yours faithfully

Sentences short longer

Style Anglo-Saxon Latin origin

get, because, get obtain, due to, receive
 Choose the style of writing keeping in mind what
you are writing and to whom. But whichever style
you write in – formal or informal – be sure to
keep it consistent, do not mix the two.
 Words and Phrases for formal
Letters
Informal Formal

lots of/ a lot of much, many

large quantities of, a

tons of, heaps of
number of

totally completely, strongly

really, very definitely

For slang words:
Informal Formal
kids children
bad negative
good positive
really big considerable
right correct
wrong incorrect
smart intelligent
cheap inexpensive
loaded rich
Informal Formal

ASAP as soon as possible

T.V. television

photo photograph

cell cell phone

net Internet