Effective Business Writing - CCA Reviewer PDF

Effective Business Writing Business Correspondence Business Correspondence Business Correspondence means the exchange of information in a written format or the process of business activities. Business correspondence can take place between organizations, within organizatio...

Effective Business Writing Business Correspondence Business Correspondence Business Correspondence means the exchange of information in a written format or the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization. The correspondence refers to the written communication between persons.  Types of Business Correspondence 1. Internal correspondence This refers to written communication between departments, employees, units, and branches of one company. It’s common for internal correspondence to be formal or informal. For the most part, regular internal correspondence is normally less formal, like the supervisor issuing some instructions to the staff. Email is usually used when sending internal correspondence.  Types of Business Correspondence Other internal correspondence types include a memorandum, promotion letter, letter of dismissal, letter of approval, written reprimand, formal requests, and notice to explain. Typically, such communication is usually printed on the paper, which the sender signs and the recipients receive physically.  Types of Business Correspondence 2. External correspondence This type of correspondence occurs between two organizations or between one organization and its customers. It is written communication that the company makes to parties that don’t belong to it.  Types of Business Correspondence External correspondence is mainly made to creditors, prospective clients, suppliers, vendors, financial institutions, accounting and law firms, creditors, donors, sponsors, government offices, business affiliates and other offices that do business with the company directly or indirectly.  Types of Business Correspondence 3. Sales correspondence This refers to sales-oriented communication. It includes discussion related to the sale of a service or product as well as other sales-related activities. Sales correspondence may consist of discount letters, marketing letters, invoices, sales reports, sales proposals, order confirmation, letters of authorization, statement of accounts, collection letters, purchase orders and more.  Types of Business Correspondence To communicate effectively and probably generate sales, it’s imperative to know how quality sales letters are drafted. Marketing and offer letters need to be truthful and devoid of any misleading information. Communicating well is important so as to prevent the chances of financial troubles, missed payments and debts. Additionally, other forms of sales letters such as purchase orders, invoices and collection letters should contain accurate information.  Types of Business Correspondence 4. Personalized correspondence This type of correspondence is personalized, and it involves emotional and personal factors. While it’s labeled as personalized, the correspondence may be used for business purposes as well. Suitable examples include appreciation notes, letters of gratitude, recommendation letters, letters of favors, request letters and the likes.  Types of Business Correspondence Personal correspondence may not have a strictly formal tone. Although it can be sent through email, a physically written letter is highly recommended because it has that personal touch. You may write the letter on a regular office paper or note pads. You could also use a greeting card.  Types of Business Correspondence 5. Circulars Circulars refer to notices send to a huge number of persons in a company. They are also known as announcements or office instructions. Usually, general announcements such as meeting details with shareholders, new contact information, instructions about protocols and more, are communicated through circulars.  Types of Business Correspondence Given that circulars are aimed at reaching many readers, you should write them for a member of your target audience. In other words, keep them generic, so they appeal to any person that receives them.  Types of Business Correspondence 6. Routine correspondence It’s a correspondence related to routine manners. Examples of routine correspondence include orders, invitation, replies, inquiries, acknowledgments, and appointment letters.  Criteria for Business Writing  Types of Business Communication Flows Courtesy Conciseness Clarity Accuracy 04 03 02 01  1. Accuracy Precision: Use precise and specific language to convey your message accurately. Avoid vague or ambiguous terms that may lead to misunderstandings. Factual Information: Ensure that all information presented is accurate and up-to-date. Double-check data, statistics, and other details before including them in your communication. Factual Information: Precision: Use precise and Ensure that all information specific language to convey presented is accurate and your message accurately. up-to-date. Double-check Avoid vague or ambiguous data, statistics, and other terms that may lead to details before including misunderstandings. them in your communication.  2. Clarity Clear Language: Use clear and straightforward language. Avoid jargon, technical terms, or complex sentences that may confuse the reader. Organization: Organize your content logically, with a clear introduction, body, and conclusion. Use headings and subheadings to make the text more scannable and easy to follow. Organization: Organize Clear Language: Use your content logically, with a clear and straightforward clear introduction, body, and language. Avoid jargon, conclusion. Use headings technical terms, or and subheadings to make complex sentences that the text more scannable and may confuse the reader. easy to follow.  3. Conciseness Brevity: Be concise and to the point. Avoid unnecessary words and filler phrases that may dilute the message. Focused Content: Stick to the main points and eliminate any information that does not contribute to the central message. Readers often appreciate messages that are clear and don't waste their time. Focused Content: Stick to the main points and Brevity: Be concise and eliminate any information to the point. Avoid that does not contribute to unnecessary words and the central message. filler phrases that may Readers often appreciate dilute the message. messages that are clear and don't waste their time.  4. Courtesy Politeness: Maintain a professional and polite tone in your writing. Choose words that are respectful and considerate. Positive Language: Frame your message in a positive light, even when addressing issues or challenges. Use "I" and "we" statements to take responsibility and avoid blaming language. Positive Language: Frame Politeness: Maintain a your message in a positive professional and polite light, even when addressing tone in your writing. issues or challenges. Use "I" Choose words that are and "we" statements to take respectful and responsibility and avoid considerate. blaming language.  Applying these criteria helps ensure that your business writing is not only effective in conveying information but also contributes to positive and professional relationships. Whether you are writing emails, reports, memos, or other business documents, keeping these principles in mind will enhance the overall quality of your communication. Tips for Business Writing  Levels of Formality Levels of Formality In business writing, the level of formality can vary based on the audience, purpose, and context of the communication. Different levels of formality are suitable for different situations.  Levels of Formality Levels of Formality 1. Formal: Audience: Typically used for external communication with clients, customers, stakeholders, or individuals in higher positions. Tone: Respectful, professional, and polished. Use complete sentences, avoid contractions, and maintain a more traditional and serious tone. Examples: Business letters, formal reports, proposals, contracts, and communication with individuals you don't know personally.  Levels of Formality Levels of Formality 2. Semi-Formal: Audience: Often used for communication within the organization or with external contacts with whom you have a more familiar or ongoing relationship. Tone: Professional but slightly less formal than in formal writing. May include some friendly or approachable language while still maintaining professionalism. Examples: Emails to colleagues, internal memos, and certain types of reports or updates.  Levels of Formality Levels of Formality 3. Informal: Audience: Used for communication within the organization among colleagues or with individuals with whom you have a close and informal relationship. Tone: Casual, friendly, and relaxed. May include conversational language, contractions, and a more personal tone. Examples: Team messages, casual emails, internal announcements, and communication with close colleagues.  Read the following scenarios and determine the appropriate level of formality for each situation. Choose from the formal, semi-formal, or informal of business writing. Scenario 1: Writing an Email to the CEO You need to send an email to the Chief Executive Officer of your company regarding a critical project update. Level of formality: ____________  Read the following scenarios and determine the appropriate level of formality for each situation. Choose from the formal, semi-formal, or informal of business writing. Scenario 1: Writing an Email to the CEO You need to send an email to the Chief Executive Officer of your company regarding a critical project update. Level of formality: formal  Read the following scenarios and determine the appropriate level of formality for each situation. Choose from the formal, semi-formal, or informal of business writing. Scenario 2: Team Collaboration You're writing a memo to your project team members regarding a change in the project timeline. Level of formality: ____________  Read the following scenarios and determine the appropriate level of formality for each situation. Choose from the formal, semi-formal, or informal of business writing. Scenario 2: Team Collaboration You're writing a memo to your project team members regarding a change in the project timeline. Level of formality: semi-formal EUPHEMISMS euphemism EUPHEMISM According to Cambridge dictionary, it is a word or phrase used to avoid saying an unpleasant or offensive word Ex. "Senior citizen" is a euphemism for "old person.“ Using euphemisms in business writing is a strategic choice to maintain a positive and professional image, manage perceptions, and navigate potentially delicate situations with stakeholders. However, it's essential to strike a balance and ensure that the message remains clear and transparent despite the use of softer language. Make the sentences less direct by replacing the words in red text with a euphemism John quit. His last day was Tuesday. Make the sentences less direct by replacing the words in bold with a euphemism John quit resigned. His last day was Tuesday. Make the sentences less direct by replacing the words in red text with a euphemism We’re worried that it might be an expensive solution. Make the sentences less direct by replacing the words in bold with a euphemism We’re worried concerned that it might be an expensive solution. Business Letter Business Letter A business letter is a letter from one company to another, as such organizations and their customers, clients, or other external parties. The overall style of letter depends on the relationship between the partys concerned Tips for writing better business letter: 1. Limit them to one page 2. Be reader-friendly 3. Keep the tone formal and factual 4. Carefully plan your letter 5. Make it clear, concise, and logical Tips for writing better business letter: 6. Accuracy and timeliness are key 7. Relegate technical details to attachments 8. Use non-discriminatory language 9. Eliminate redundant words and phrases  Rules/Criteria for writing a business letter 1. Use 2. 3. 4. Decide Write the appropriate awhat short right type layout outline vocabulary ofand letter salutation you forneed the type to write of letter you are writing 5. Format 6. 7. 8. Check your yourpunctuation spelling grammar letter 1. Decide what type of letter you need to write 5. Check your spelling 2. Write a short outline 6. Check your grammar 3. Use the right layout and 7. Check your salutation 4. Use appropriate punctuation vocabulary for the type of 8. Format your letter letter you are writing