Transcript Introduction to Business Writing

Introduction to
Business Writing
by Carolina Lazaneo
What aspects should we
consider before writing a letter?
Before writing, consider:
 Who we are writing to
 Relationship between sender and receiver
 Purpose of communication
 The objectives
 Be precise and concise
 Understand and have relevant information
 The situation
 The kind of letter to be written: enquiry, cover,
complaint…
 Letter style and language consistency
 layout / format
 American vs British
How many different types of written
communication have we got?
Types of communication
notes
reports
minutes of a
meeting
e-mails
EXTERNAL
INTERNAL
notices
faxes
correspondence
reports
memoranda
Internal communication
main characteristics
MEMORANDA
Format:
NOTES
Format:
NOTICES
Format:
MEMORANDUM
To:
From:
Date:
Subject:
Name,
(message)
TITLE
(body – set out in clear paragraphs)
Name
(body – set out in clear paragraphs)
- No salutation nor signature Addressed to groups or individuals
Addressed to an individual
Not addressed to anyone in particular
Neutral tone
Informal tone
Neutral tone
Formal style: no omission of words, no
abbreviations, no contractions
Informal style: omission of words, use of
abbreviations and contractions
Formal style: no omission of words, no
abbreviations, no contractions
There may or may not be common
knowledge on the matter
There is usually common knowledge on the
matter
There may or may not be common
knowledge on the matter
Printed and filed
Hand written (post-it) and thrown away
Printed and placed on a bulletin board
Is there any particular format to
follow? Which one(s)?
Letter formats / styles
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Simplified letter
Block letter
Modified block letter
Modified semi-block letter
Executive letter
The hanging-indented letter
Half-sheet
Letter-headed paper
Address of your company
Personal / Confidential line
Date (American)
INSIDE ADDRESS:
Full name
Job title
Name of company
Complete address
Date (British)
Attention line
Salutation
Subject or Reference line
Letter format
Make reference to previous communication or to how you learned about the
company.
Give the reason(s) for writing
Details: set out in clear paragraphs
Signal the end of the letter.
Make future contact.
Complimentary Close
Signature Block:
Signature
Type your name and job title.
Stenographic reference line
Enclosure line
Complimentary copy line
Degree of formality and
consistency
(British and American Styles)
Date
day month, year
10(th) May, 2006
day/month/year
10/05/06
month day, year
May 10(th), 2006
month/day/year
05/10/06
British Style:
American Style:
Opening and closing
BRITISH STYLE
Salutation
Complimentary Close
AMERICAN STYLE
Salutation
Complimentary Close
Gentlemen:
Dear Sir / Madam:
Yours faithfully,
Faithfully yours,
Dear Mr. Smith(,)
Yours sincerely(,)
Sincerely yours(,)
Dear Mr. Smith:
Yours sincerely,
Sincerely yours,
Cordially (yours),
Dear John(,)
(Kind / Best) regards(,)
/ wishes(,)
Dear John:
(Kind / Best) regards,
/ wishes,
Dear Sir / Madam(,)
Yours faithfully(,)
Faithfully yours(,)