TopIc 5

BUSINESS WRITING 1

LEARNING OUTCOMES
By the end of this topic, you should be able to: 1. Describe the different parts of a formal letter and their respective functions; 2. Write various types of business letters with the right format and layout; and 3. Use correct punctuation and appropriate language to effectively convey the message in business writing.

INTRODUCTION
Language is the communication tool that enables you to give form and shape to ideas, feelings and events. In business writing, it is important that you express yourself effectively so that your message is communicated to the receiver without any misinterpretation.

5.1 THE LANGUAGE OF BUSINESS WRITING

A direct writing style is encouraged. Choose a style that is reader-friendly that get the message across easily and quickly. Work with words, sentences, paragraphs and the layout of the document. Selecting the right words will contribute to a courteous tone and offer greater clarity. Sentences are of the appropriate length and have proper paragraphing.

5.1.1Choice of words
In business writing, use words that are familiar to your reader. Be concise and precise, and get to the point quickly. Avoid using long, unwieldy sentences and unnecessary words - get in the way of the message and result in ambiguity. Do not use clichs. Try to use non-sexist language to protect you from accusations of gender bias. e.g.staff or workforce instead of manpower.

ACTIVITY 5.1
The phrases below contain unnecessary words. Find a suitable word or expression to replace these unnecessary words and write your answers in the space provided on the right. The first one has been done for you.

5.1.2 sentence structure

1. Readability Short sentences are easier to read and convey the message more clearly. Long sentences cause confusion and important points being lost to the reader. Too many short sentences lumped together- sounding jerky and monotonous. It is better to use sentences of various lengths to improve the flow of ideas. The general rule in business correspondence is to keep sentences within a length of between 15 and 20 words. Readers may not be able to understand long, complex sentences structures. 2. Punctuation The use of proper punctuation helps the reader to pause where necessary - adds clarity to the message.

Activity 5.2
Rewrite the following long sentence into a paragraph of shorter sentences. Use appropriate punctuation to add clarity to the message. You may change some of the words or use any of the following phrases:
Like many other types of . Some of these are to Two general strategies Of course

5.1.3 Paragraph structure

Basically, business writing has three functions, namely: To inform; To instruct; and To persuade. To do this effectively, it is important to organise your ideas to suit the purpose of your communication.

Activity 5.3
The following paragraph is choppy and disconnected when read. Rewrite the paragraph. You may combine short sentences or change the expressions used. You may also use connectors such as because, as and while to link your sentences together. Begin with ... Different seating arrangements

5.1.4 tone
In business communication, the choice of words and order of information in paragraphs often help to convey the right tone. It is important to be courteous at all times, regardless of the nature and purpose of your communication must retain your customers goodwill. In a written document, words are a permanent record which cannot be deleted once they have reached the customer. An aggressive and patronising tone as in How could you have allowed a stop payment cheque? is threatening and belittling. We note that a stop payment cheque has been allowed conveys the same idea in a non-threatening manner. Avoid using imperatives e.g., Send your payment as soon as possible.Add please to sound more polite so that a statement still fulfils the function of requesting an action. Finally, sentences in each paragraph must have a logical development and the use of connectors such as however, while, therefore and as will help to make a text more

Activity 5.4
Read the following letter and describe its tone. If you are the recipient of this letter, how would you feel? Now, rewrite the letter to give it a more appropriate tone. Remember, this exercise focuses on the tone and not the content of the letter.

5.1.5 Word order

Every sentence should be complete. Most sentences in the English language contain a subject (S) and a verb (V). The verb may or may not be followed by an object (O). A simple sentence has one clause. The complement tells you more about the subject. Read the examples in Figure 5.2 (page 81)

Activity 5.5
Why is it important to have grammatically correct sentences in business writing?

Activity 5.6
The following are the Seven Cs of effective written communication. Write the correct term next to its description.

5.2 THE FORMAT OF BUSINESS LETTERS

The style of writing in business letters can be varied to reduce formality, depending on the degree of familiarity with the recipient. Purpose of the different parts of a letter. (a) Letterhead The letterhead gives information about the writer, the organisation he/ she represents, the address and the telephone number.

5.2 THE FORMAT OF BUSINESS LETTERS

(c) Inside address The inside address is placed after the date and before the greeting or salutation. (d) Attention line In business correspondence, letters are usually addressed to the management but if you know the specific section or person who is responsible for responding, then an attention line would hasten the process. (e) Greeting Sometimes referred to as the salutation, the greeting is placed two lines below the inside address or the attention line as the case may be. Dear Madam and Dear Sir would mean you do not know the recipients name and add to the formality. You may use the first name of the

5.2 THE FORMAT OF BUSINESS LETTERS

(f) Subject line Defines the letters subject or purpose. It should be no more than 10 words and placed after the greeting. (g) Body There are three parts to the body : - The opening paragraph catches readers attention, explains the situation and states the intention. - The middle section-bodyof the lettercontains details about the purpose of the communication and should prompt the reader to take the desired action.

5.2 THE FORMAT OF BUSINESS LETTERS

(h) Complimentary close The complimentary close should match the form of address used in the greeting. A formal greeting e.g. Dear Sir/Madam should close with Yours faithfully. This is followed by the senders signature, name and/ or title or designation. If the recipients name is used in the greeting, then close with Yours sincerely. (i) Signature block The signature block refers to the writers

Activity 5.7
The following are the different parts of a business letter. Tick (/) to indicate whether each part is essential or optional.

Activity 5.8
Label the different parts of the letter. Write the names of the parts in the boxes provided.

 5.3.1 Countable Nouns Are individual things, people and places: a diary, a memo, a letter, a photograph, a receptionist, a factory; Are units of measurement such as a metre, a mile, a kilo, a pound, a litre, a gallon; Are used with a/an; Can be used in the plural (diaries, memos); and

5.3 GRAMMAR: SINGULAR AND PLURAL FORMS

5.3 GRAMMAR: SINGULAR AND PLURAL FORMS

5.3.2 Uncountable Nouns Substances: Gas, glass, gold, iron, oil, plastic, water; Abstract ideas: Health, humour, profitability, progress, relevance, safety; and Verbal nouns: Brainstorming, job-sharing, restructuring, shopping, timing. Do not take the when used in the general sense (e.g. Travel broadens the mind, not the travel broadens the mind);

Activity 5.9
1. (a) Identify all the countable nouns in the letter (Activity 5.8), e.g. brochure, products. (b) Make a note of whether the nouns you identified are singular or plural. If the noun identified is singular, write down its plural form, and vice versa.

5.3.3 Plural Nouns

Some rules on how to change a noun to the plural form. (a) We add -s to form the plural of most nouns. Example: letters, minutes. If the noun ends in -s, -x, or -ch or -sh, we add -es. Examples: classes, boxes, bunches, crashes. (b) If the final consonant of a noun is followed by y the y is replaced with ies.

5.3.3 Plural Nouns

(d) Singular nouns ending in s Some nouns end in s but are not plural: The news was good. (e) Groups and organisations Singular nouns such as bank or committee can be seen either as a number of people (plural) or as a collective unit (singular). (f) Irregular plurals Some words do not take an s but have other forms, other endings or stay the same.

Activity 5.10
The following sentences contain common mistakes related to nouns. Correct the mistakes in the words underlined.

Activity 5.4 layout

The parts of a business letter can be arranged in different ways. There are three main types of layout: (a) Full block layout; (b) Modified block layout; and (c) Modified block layout with indented paragraphs. (Refer to page 92-95) Do the activities 5.11 & 5.12

Activity 5.5 punctuation

There are two styles of punctuating a business letter, namely: (a) Open style; and (b) Mixed style.

THANK YOU