Business Writing

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 Chapter Contents
The Seven Components of Writing
- Language
- Sentence Structure
- Paragraph Structure
- Rhythm
- Tone
- Order of Information
Editing According to Principle of Plain English
The Advantages of Writing in Plain English
• Efficiency
• Equity
• Effectiveness

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 The Seven Components of
Writing
Ten Secrets for everyday writing success
1) Preparation
2) Always use a sample ( a similar piece of writing)
3) Shorter is always is better
4) Use concise and appropriate language
5) Visualize your audience and write to meet their needs
6) Do the outline first even if its one page letter
7) Write and then rewrite
8) Format is important
9) Read it load at the final stage writing
10) Check spelling and grammar

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 The Seven Components of
Writing
A plain English writing style-that is, a reader-friendly writing
style-is good clear writing that considers the reader’s
needs and gets the message across easily and quickly.

It reduces the chances of misunderstanding and ambiguity.

Good writing results from thoughtful planning.
1) Planning stage: In planning stage take your time to
identify your purpose, receiver, what you want to say and
put this in logical sequence.
2) Editing stage: check your work regarding (accuracy,
completeness
3) Writing stage: make sure your tools are words, sentences,
paragraphs, and layout work for you.
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 The Seven Components of
Writing
Language: is the communication tool that expresses meaning and
gives a form to ideas, feelings and events as you transmit to
others.
-use simple language
-Remove unnecessary words
-Avoid Clichés (overused words and phrases that have lost meaning and impact).
-Use specific language (old vehicle).
-Use technical terms carefully (motherboard, port, pixel)
-Use the active voice
-Choose non-discriminatory, Inclusive language (Male-dominated
terms)
-Use parallel language (Man and woman compared to a the man
and the
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 Unnecessary Words
Poor or incorrect use Better use
Precedes before Goes before or precedes
Reverse backward Reverse
Possible benefit Benefit
Repeat again Repeat
Actual fact Fact
The majority of Most
Progress forward Progress
On the occasion of When
A number of different Various
I personally I
Wise words of wisdom Wise words
Completely eliminate Eliminate
End results results 6
 Clichés
Poor use Better use
Reside Live
Terminate End
Utilization of Use
Optimum Best
Finalize Finish
At this point in time Now

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 The Seven Components of
Writing
Sentence:
A simple sentence: one clause + verb + subject
James carried the baby.
Compound sentence:
James carried the baby and Mary pushed the stoller.
Complex sentence:
James carried the baby who was carrying.

A sentence fragment does not make complete sense on it is

own.
“Writing to the clients”
“Writing to the clients was an important task for the manager”
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 The Seven Components of
Writing
Sentence:
Short sentence is better than long.
Use the following to join two sentences:
Or and but so because unless although otherwise

Sentence Readability
Number of words Readability
8 or less Very easy
11 Easy
14 Fairly easy
17 Standard
21 Fairly difficult
25 Difficult
29 or more Very difficult 9
 The Seven Components of
Writing
Paragraph Structure: is a cluster of sentences built around one
idea or point.

Paragraph
Opening paragraph Closing paragraph
A statement of the subject Very easy
A statement of the intention of the piece Easy
writing
14 Fairly easy
17 Standard
21 Fairly difficult
25 Difficult
29 or more Very difficult
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2. Structure, layout and style: general business writing

Contact info: Yours followed by the receiver’s

Salutations

• Dear Sir or Madam

• Attention: Mr. Simon

Opening: State the purpose

• As you requested,
• Per your request,
• I am writing about…

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2. Structure, layout and style: business e-mail

Subject: Use a meaningful key word

Salutations

• Dear Sir or Madam

• Dear John

Opening: State the purpose

• I am writing to ask about

• I am interested in learning more about
• I am afraid we have a small problem.

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2. Structure, layout and style: all business writing

Body : Give details

• With reference to your phone call this morning

• Use short paragraphs

– Long paragraphs are not going to be read.
• Use blank lines between each paragraph
• When making points, number them or mark each point
as separate

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2. Structure, layout and style: all business writing

Body : Give details

• With reference to your phone call this morning

• Use short paragraphs

– Long paragraphs are not going to be read.
• Use blank lines between each paragraph
• When making points, number them or mark each point
as separate

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2. Structure, layout and style: general business writing

Closing: Talk about future actions

• I look forward to hearing from you soon.

• I look forward to discussing these issues further.

Signature

• Yours faithfully,
• Sincerely yours,

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2. Structure, layout and style: business e-mail

Closing: Talk about future actions

• Please contact me again if I can be of any assistance.

• I look forward to hearing from you soon.

Attachment

• Please find attached the report you requested.

• Sorry, I forgot to attach the file(on my previous e-mail).

Signature

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3. Sample e-mails: Saying no politely (1)

Subject: Hi

To Hank,

What’s up? The weather is so nice. I hope your

business will prosper.

You said I should work on a new project. I can’t do

that. I have too much work to do.

Anyway, how is your wife doing?

Reply to me soon – Byong Min

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3. Sample e-mails: Saying no politely (2)

Subject: New project

Dear Simon,

Thank you for considering me for the new project.

Unfortunately, my current workload is too high for me to
start another project.

Again, thank you for your consideration and I hope I will

be able to work with you on another occasion.

Best regards,
Omer Ali

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 3. Sample e-mails: Meeting notice (1)

Everyone!

You remember next week’s meeting. Everyone must

be at the meeting. If you cannot go, let me know.

It will be on Monday, November 16th. Time is 1. Place is

the conference room.

You have to come!

Simon

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3. Sample e-mails: Meeting notice (2)

Deal all,

The next PR Meeting will be held in the Conference Room at 1300

hours on Monday, 16 November.

Follow-up items from our last meeting are:

- New Brochure
- Annual Dinner with Customers (Sunset)

If you wish to add any further items to the agenda, please let me
know before 8 November.

Yours sincerely,
George

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3. Sample e-mails: Our of the office notice (1)

Subject: Vacation

Hi,

I am going on a vacation. But you can still contact

Young Hee Kim.

If you want, you can send me e-mails. I will check them

when I get back.

Cheers,
Henry

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3. Sample e-mails: Our of the office notice (2)

Subject: Out of the office: July 6 - 12

Hi Sam,

I hope everything is well with you. I’m writing to let

you know that I’ll be out of town on a vacation from
July 6 thru 12.

Young Hee Kim will sit in for me while I’m away. You
can find her e-mail address on the CC line.

If you need to contact me directly, please call me on my

cell at (000) XXX – XXXX.
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3. Sample e-mails: Congratulations (1)

Subject: Congratulation

Dear Mohammed,

Congratulations on the promotion. Good job!

Treat me to lunch sometime!

Sincerely,
AA

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3. Sample e-mails: Congratulations (2)

Subject: Congratulations

Dear Omer,

Congratulations on your promotion! It is a great

accomplishment and I’m sure your team will totally
benefit from your expertise.

Congratulations again and let me treat you to lunch or

dinner sometime!

Take care,
A
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3. Sample e-mails: Setting up a meeting (1)

Subject: Meeting

Harry,

I heard you wanted to have a meeting. Let’s make a

schedule this Thursday.

Time is up to you but I prefer morning time.

Thank you.
Simon

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3. Sample e-mails: Setting up a meeting (2)

Subject: Meeting

Jane,

Omer told me that you wanted to set up a 1 hour

meeting with me. Would this Thursday (26th) work for
you?

If so, please let me know what time would be convenient

for you. I would personally prefer to have the meeting in
the morning, but my schedule is quite flexible in the
afternoon on that day, too.

Hope to hear from you soon,

George 26
4. Sample business letters: Inquiry

Dear _______,

I am writing to inquire about your office furniture line.

 
We are expanding our office in Seoul and we will need
extra desks, chairs and filing cabinets. Could you please
send me your catalog with prices, sizes and colors for
those items?
 
Yours faithfully,
Simon

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4. Sample business letters: Reply to the inquiry

Dear _______,

Thank you for your inquiry. I am sending a catalog to you today

which shows details of office supplies we offer.
 
You can also see our entire products on our website at
www.furnitureline.com. We offer a 5% discount for orders made
through our website.
 
Please contact me if you have any questions.
 
Yours sincerely,
John Smith
Sales Executive

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4. Sample business letters: Apology

Dear _______,

I am writing in regards to your order for office furniture.

 
I regret to inform you that we are unable to deliver the desks on
time. This is as a result of problems at our supplier’s factory. We
have the desks on pages 37 and 38 of our catalog in stock, however,
in three different colors (brown, black, and white).
 
With regard to the chairs and filing cabinets, we will deliver the
goods before 13 November, as agreed.
 
With apologies, 
Yours sincerely,
John
Sales Executive
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5. Other business letters: Accepting an invitation

Dear _______,

Thank you for your invitation for the forthcoming event.

The theme is certainly innovative and groundbreaking,
and it would be an honor to be a part of this exciting
event.

Please find my acceptance note enclosed. If any other

information is required, do not hesitate to reach me at
my office.

Thank you again for the invitation.

Sincerely,

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5. Other business letters: Thank you

Dear _______,

Thank you for all the assistance you have provided me

during our recent project.

I appreciate the information and advice you have given,

as well as the knowledge you have shared with me. Your
expertise and help have been invaluable during this
process.

Again, thank you so much. I sincerely appreciate your

generosity.

Best Regards,
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6. Proofreading

Format

• Times New Roman, 12 point or Arial, 11 point

• Double space between paragraphs (press Enter twice)
• No indentation necessary

Content

• Subject: Is it brief and informational?

• Tone: formal / informal
• Salutation: Is it appropriate?
• Purpose / details / future actions
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6. Proofreading

Accuracy

• Capitalization
mr George’s visit  Mr. George’s visit

• Punctuation
Before going to the airport I will stop by the office.
Before going to the airport, I will stop by the office.

• Spelling: Spell names correctly!

• Articles: the, a/an

I will have contract ready by the next week.
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