effective business writing [part1)
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Effective Business Writing
Part 1
Prepared by :
Ahmed Elsayed Eltally
BULATS Certificate - University of Cambridge ESOL
a.eltally@gmail.com
Effective Business Writing
Ahmed Elsayed Eltally
Action Charter
Why are you here?
What are your expectations?
Effective Business Writing
Ahmed Elsayed Eltally
Business
Writing
Letter
Proposal
Insurance policy
Brochure
ContractReminder
Fax
C.V
Effective Business Writing
Ahmed Elsayed Eltally
Part 1
Report
Letter
Effective Business Writing
Ahmed Elsayed Eltally
Successful writing
Effective Business Writing
Ahmed Elsayed Eltally
To improve your writing :
*Plan before you write.
*know your reader.
*structure the information clearly.
*select the write language.
*Finally …evaluate, amend and send.
Effective Business Writing
Ahmed Elsayed Eltally
KISS
Effective Business Writing
Ahmed Elsayed Eltally
Organizing information
How to plan :
1-write down your objective.
2-brainstorm possible content.
3-prioritize and select information.
4-prepare an outline with main points.
5-fill in the details and start writing.
Effective Business Writing
Ahmed Elsayed Eltally
Methods of organizing:
1/the pyramids.
2/chronology.
3/moving from problem to solution.
4/process sequence.
5/story .
Effective Business Writing
Ahmed Elsayed Eltally
letterEffective Business Writing
Ahmed Elsayed Eltally
The business letter-layout
•Printed letterhead.
•Reference.
•Date.
•Name and address of addressee.
•Salutation.
Effective Business Writing
Ahmed Elsayed Eltally
•Optional heading.
•Main body of letter.
•Positive and polite close.
•Closure.
•Signature.
•Encs.
•cc.
Effective Business Writing
Ahmed Elsayed Eltally
closuresalutationcontext
Yours faithfully(UK)
sincerely yours /truly/
Dear sir
Dear Madam
Dear sir/Madam
Dear sirs
Gentlemen (US)
You don’t know the name
Yours sincerelyname( +Dear (Mr. /Mrs./Ms. /Miss. You know the name
Best
regards/regards/best
wishes
Dear + nameYou know someone quite well
Effective Business Writing
Ahmed Elsayed Eltally
Correspondence phrases
Starting:
Further to our meeting last week
thank you for your letter of + date..
with reference to your letter dated +Date…
Effective Business Writing
Ahmed Elsayed Eltally
Reason for writing
I am just writing to( request/confirm/ask/check/inform….)
Effective Business Writing
Ahmed Elsayed Eltally
We are delighted to inform you that
You will be pleased to hear that
Giving good news
We regret to inform you that
I am afraid that
I am sorry but
Giving bad news
I would appreciate if you could
I would be grateful if you could
Making a request
Do you want me to…….?
Shall I…….?
Offering help
I must apologize for…..
We deeply regret
Apologizing
Effective Business Writing
Ahmed Elsayed Eltally
Enclosing documents
I have enclosed..
Please find enclosed……
Effective Business Writing
Ahmed Elsayed Eltally
Closing
If you have any further questions , please contact me.
Do not hesitate to contact me.
Effective Business Writing
Ahmed Elsayed Eltally
Positive future reference
I am looking forward to meeting you.
I am looking forward to hearing from you.
Effective Business Writing
Ahmed Elsayed Eltally
Language:
Keep sentences short and focused
Use plain and simple vocabulary
Avoid jargon , abbreviations
Vary the beginnings of sentences.
Away from Buzzwords and clichés.
Effective Business Writing
Ahmed Elsayed Eltally
formatting
Margin.
Avoid ling paragraphs. use headers and sub headers.
Keep graphics close to relevant part of the text
Clear consistent numbering system.
Effective Business Writing
Ahmed Elsayed Eltally
Note:
Style :
formal
Standard
informal
Effective Business Writing
Ahmed Elsayed Eltally
Checklist :
Clear object.
Good organization.
Professional layout.
clear, concise language.
Right style.
All questions are answered.
Positive ending.
Grammar , spelling and punctuation.
Effective Business Writing
Ahmed Elsayed Eltally
Now …….
Effective Business Writing
Ahmed Elsayed Eltally
Report
Effective Business Writing
Ahmed Elsayed Eltally
Business report-TYPES
1/Debriefing reports : (conference/meeting/visit)
Use the following headers When/ where+ why+ who+ what
2/information report: update people
There is no fixed formed. Present information clearly and logically
3/research report: Present findings of research /investigation
Effective Business Writing
Ahmed Elsayed Eltally
Business report-LAYOUT Title page ( title/name of writer/data/reference ).
Contest list (heading/subheading with page numbers.
Executive/summary (review key words./ People decide if they should read it).
Introduction (objective/scope ).
The body .
Appendices .
References.
Index (key words with page number of use).
Effective Business Writing
Ahmed Elsayed Eltally
Effective Business Writing
Ahmed Elsayed Eltally
Use a neutral e-mail address.
Enter a precise subject in the subject box.
Use a proper salutation.
Introduce your self first(optional).
Present information clearly with bullet points.
Keep messages short.
Be sure to avoid informal writing.
Don not over use the reply function.
Think twice about attaching very large files.
Ending , Add key information in the signature.
Do not forward mails without thinking.
Effective Business Writing
Ahmed Elsayed Eltally
Big brother/sister is watching you.
Effective Business Writing
Ahmed Elsayed Eltally
Remember:
Good planning , organization, language , and
formatting will produce effective business writing.
Getting feedback is essential to improve your
writing.
Read and note down useful expressions.
Effective Business Writing
Ahmed Elsayed Eltally
https://www.facebook.com/WantAdviceWorld/p
hotos/a.649668601713615.1073741828.64870
4488476693/787233991290408/?type=1
Effective Business Writing
Ahmed Elsayed Eltally
Thank You
Effective Business Writing
Ahmed Elsayed Eltally
For more Information:
a.eltally@gmail.com
Ahmed Elsayed Eltally
/ahmedeltally
@ahmedeltally
Effective Business Writing
Ahmed Elsayed Eltally
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