Business Writing Principles PDF

Main Topic 2: Business Writing Principles Objectives: 1. Discuss the different guides in writing the different types of business message 2. Write different types of business letter. 3.Identify and use differen...

Main Topic 2: Business Writing Principles Objectives: 1. Discuss the different guides in writing the different types of business message 2. Write different types of business letter. 3.Identify and use different models in writing correct business communication. Subtopics:  Business writing principles and elements  Different types of business letters Written Communication -any type of message that makes use of the written word. This is the most important and the most effective of any mode of business communication. This should be carefully worded and constructed to convey the exact meaning to its readers. It should also be free from grammatical errors. Business Writing Business Letter Writing Business is also judged by its ability to communicate. The ways in which businesses express themselves say a lot. This must be in formal tone; the writer should pay special attention to how he formats the letter.  Business writing is a purposeful piece of writing that conveys relevant information to the reader in a clear, concise, and effective manner.  It can be categorized into four types: instructional, informational, persuasive, and transactional.  Clarity of thought, conciseness, correct grammar and sentence structure, and simple language characterize effective business writing. Business Letter Elements 1.Address of the sender (letterhead)- the sender writes his address in the letterhead. This section should only include the physical mailing address without any other contact. 2.Date of Writing- the date is usually written just below the sender’s address. The date is placed at the left or center. 3.Recipient's Address (inside address)- it follows under the date on the left side of the page.. Precede it with the name and title of the recipient. 4. Greeting – the salutation at the beginning of the letter may vary depending on how well the sender knows the recipient. In extremely cases, it is acceptable to simply list the recipient’s title and surname. 5. Body of the letter- the first paragraph should be clearly written and concise. It is customary to include a brief amiable sentence, followed by the reason behind the letter. The following paragraphs should be used to elaborate on this reason. Page 1 of 10 6. The closing – after the concluding paragraph, leave a blank line, and then add a closing word such as “sincerely,” “Cordially,” “Cordially Yours,’. This should always be followed by a comma and sender’s signature below it. 7. Enclosed Documents- If any supporting documents have been attached, list them at the bottom of the letter. 8. Typist’s Identification- if somebody else has typed the letter, include is or her initials at the very bottom of the age. 9. Copy notation- this is needed if others are being sent a copy of the letter. Page 2 of 10 Page 3 of 10 What is Business Letter? A business letter uses a formal language. The style of the letter depends on the relationship between the parties concerned. A business letter is written for many reasons. It is used to..  request direct information or action from another party  order supplies from a supplier  identify a mistake that was committed  reply directly to a request Page 4 of 10  apologize for a wrong or simply to convey goodwill. A business letter is also very useful because it...  produces a permanent record  is confidential and formal  delivers persuasive and well-considered messages In writing a business letter, the most important element that you need is to ensure its accuracy. You should know the type of business letter you are writing to be able to determine the accuracy of its details. Different Types of Business Letter 1. Letter of Inquiry This letter asks someone for specific information or details. Matters of inquiry may be about a product, a promotional material, office process, or anything about business, office, or institution. Consider the following in writing inquiry letter: 1.Make the letter interesting to solicit response. 2.Give it a good friendly to for quick response. 3.If the receiver does not know the sender, self-identification of the sender is appropriate with his position and the institution he is connected. 4.An explanation why the information is requested is necessary. If needed, offer confidentiality of information needed. 5.If there is an incentive for responding, write it. The letter may contain the following: 1.First paragraph shall contain writer’s self-identification. If applicable, add writer’s position and your company. 2.The second paragraph, may briefly explain the reason for writing. The writer may add how the information asked will be used. 3.A list of specific information needed may be appropriate. The writer can also d it in a form of question when less information is needed. 4.Make good ending for the reader respond. 2. Sales letter This letter is written o persuade its receivers to try service, participate in an activity, support a cause, and buy a product. This is also written to introduce a product, person, company, or services to consumers. It is worth remembering AIPA of the letter: Attention; Interest; Product application; Action. Page 5 of 10 3. Transmittal Letter In sending a number of documents, the sender should have a cover letter for them or a transmittal letter. This letter provides the receiver specific information on documents and also gives the sender a tangible record of the document sent. This letter is usually short in content. The first paragraph commonly describes what are being sent and the purpose of sending them. Sometimes it includes a list of documents attached. This letter is usually ended by a short paragraph that establishes goodwill by thanking or complementing the receiver. Page 6 of 10 4. Memorandum/Memoranda It is a great way to communicate big decisions or policy changes to employees or colleagues. The best way to write a memo is to start with a paragraph introduction which explains what is going on or what the sender wants people to do and why. When writing business memo make sure to clearly mark for whom the memo is intended, the reason for writing the memo and who is writing the memo. Memos often provide instructions using the imperative voice. How to write a memo: 1.Write “Memorandum” at the right top of the page 2.Properly address the recipient 3.Add other recipients in the cc line when necessary. 4.Write the sender’s name in the “from” line. 5.Include the date. 6.Have a specific phrase for the subject line. Communicating Electronically Electronic Mail Communication Email, instant messaging, Web communications and voice and wireless technologies are important goals for accomplishing company goals. A 2007 study indicated that email has over taken the telephone in terms of Page 7 of 10 the most common workplace communication tool. The ability to use email communications effectively is essential to success in virtually every career. Advantages of Email 1. It facilitates the fast, convenient flow of information among users at various locations and time zone- Mail service are often too slow for communicating timely information, and the telephone system is inconvenient and costly in communicating with people located in several locations and time zones. For these reasons, email is especially effective in sending a single message to several recipients and when needing to communicate 24 hours a day, 365 days a year. 2. It increases efficiency- it reduces “telephone tag” and unnecessary telephone interruptions caused when delivering messages that are unlikely to require a verbal response. 3. It reduces costs- sending email messages represents a substantial savings to companies in long-distance telephone costs and postal mail-outs. 4. It reduces paper wastes- often an electronic messages can be read and immediately discarded without the need for a printed copy. Guidelines for preparing Email Messages 1.Send to single or multiple addressees 2.Provide a useful subject line 3.Restate the subject in the body of the message 4.Focus on single topic directed toward the receiver’s needs 5.Sequence your ideas based on anticipated reader reaction 6.Make careful use of jargon, technical words and shorted terms 7. Use graphic highlighting to add emphasis 8. Revise your email before sending Effective use of Email Learning fundamental netiquette, the buzz word to proper behaviour on Internet, will assure your online success. The following guidelines will assist you in using email effectively: 1. Check mail promptly- generally, a response to email is expected within 24 hours. Ignoring messages from coworkers can erode efforts to create a open, honest, and cooperative work environment. 2. Do not contribute to email overload- to avoid clogging the system with unnecessary messages, follow these simple guidelines:  Be certain individuals need the copy of the email and forward an email from another person only with the original writer’s permission.  Never address an email requesting general action to more than one person if you want to receive an individual response.  Avoid sending formatted documents  Edit the original message when you reply to email if the entire body of the original message is not needed for context. Instead, you can cut and paste pertinent sections within a reply that you believe a recipient understand your reply.  Follow company policy for personal use of email 3. Use email selectively- send short, direct messages for routine matters that need not be handled immediately (scheduling meetings, giving your boss quick updates, or addressing uncomplicated issues) Page 8 of 10 4. Do not send messages when you are angry- email containing sensitive, highly emotional messages could be easily misinterpreted because of the absence of facial expressions. 5.Exercise caution against email viruses and hoaxes- social networking sites such as facebook and MySpace are also common sources of viruses and spyware. Additionally, be wary to computer hoaxes- email messages that incite panic, typically related to risks of computer viruses or deadly threats and urge you to forward them to as many people as possible. 6. Develop an effective system for handling an email-Some simple organization will allow you to make better use of your email capability:  Set up separate accounts for receiving messages that require your direct attention  Keep your email inbox clean by reading email and taking action immediately.  Move saved messages into a limited number of email folders for quick retrieval. Text Messaging- messages that can be sent from one cell phone to another, a cell phone to a computer, or computer to computer. Texting is a variable alternative to phone calls for those with hearing impairments. Economic and cultural factors have also driven the advancement of text messaging in some parts of the world when voice conversations are more expensive than texting. Voice and Wireless Communication Not so long ago, voice communication referred strictly to communication over phone lines, and using the telephone effectively is still an important skill in any profession. Although the traditional telephone still plays an important role in business activity, voice communication extends to voice mail systems and ell phone usage. Both voice and data can be transmitted now using wireless communication systems. Voice Mail Communication- it allows flexibility in staying in touch without the aid of a computer. Voice mail communication can be more effective by following recommended guidelines:  Update your greeting often reflect your schedule and leave special announcements.  Leave your email address, fax numbers, or mailing address on your greeting.  Encourage callers to leave detailed messages.  Check your voice mail regularly, and return all voice messages within 24 hours. When leaving a message, you can improve your communication by following these tips:  Speak slowly  Spell your name for the recipient, who might need the correct spelling.  Leave a detailed message  Keep your message brief, typically 60 seconds or less  Ensure that your message will be understandable. Page 9 of 10  REFERENCES Hasni binti Hashim & Norsyila binti Rashid (2022). Introduction to Business Communication First Edition Dr. Seema Zagade, Dr. Gauri Dhingra, R. Gomathy, Dr. S. Saravanan, & Dr. M. Abirami (2022). Business Communication First Edition Emile Woolf International Bracknell Enterprise & Innovation Hub Ocean House. (2015). Business Communication ICAP Second Edition Barbara Shwom & Lisa Gueldenzoph Snyder (2016). Business Communication: Polishing Your Professional Presence Third Edition Crafford, L. (2020). The 7 Rules of Virtual Meeting Etiquette Every Professional Should Know. Available at https://blog.gotomeeting.com/7-rules-virtual-meeting-etiquette every-professional-know/ How to Write an Endorsement Letter. Retrieved on August 1, 2020 from https://www.writeexpress.com/How- to-write-an-endorsement-letter.html#request endorsement Last, S. (2019). Correspondence: Text Messages, Emails, Memos, and Letters Netiquette. Available at https://pressbooks.bccampus.ca/technicalwriting/ chapter/correspondence/ Last, S. (2019). Correspondence: Text Messages, Emails, Memos, and Letters Netiquette. Available at https://pressbooks.bccampus.ca/technicalwriting/ chapter/correspondence/ Gamble, T.K., & Gamble, M. (2019). The communication playbook. Thousand Oaks, CA: Sage Publications. Mastering Soft Skills for Workplace Success. Available at https://www.dol.gov/odep/topics/youth/softskills/softskills.pdf https://dcomm.org/wp-content/uploads/2019/05/Business-Communication-PDFDrive.com-.pdf Effective Communication Skills. Available at http://promeng.eu/downloads/training materials/ebooks/soft- skills/effective-communication-skills.pdf https://kpu.pressbooks.pub/businesswriting/chapter/delivering-good-or-neutral-news/ Page 10 of 10