effective business writing [part1)

Effective Business Writing

Part 1

Prepared by :

Ahmed Elsayed Eltally

BULATS Certificate - University of Cambridge ESOL

[email protected]



Action Charter

Why are you here?

What are your expectations?



Business

Writing

Letter

Proposal

Insurance policy

Brochure

ContractReminder

Fax

E-mail

C.V



Part 1

Report

Letter

E-mail



Successful writing



To improve your writing :

*Plan before you write.

*know your reader.

*structure the information clearly.

*select the write language.

*Finally …evaluate, amend and send.



KISS



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.



Methods of organizing:

1/the pyramids.

2/chronology.

3/moving from problem to solution.

4/process sequence.

5/story .



letterEffective Business Writing


The business letter-layout

•Printed letterhead.

•Reference.

•Date.

•Name and address of addressee.

•Salutation.



•Optional heading.

•Main body of letter.

•Positive and polite close.

•Closure.

•Signature.

•Encs.

•cc.



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



Correspondence phrases

Starting:

Further to our meeting last week

thank you for your letter of + date..

with reference to your letter dated +Date…



Reason for writing

I am just writing to( request/confirm/ask/check/inform….)



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



Enclosing documents

I have enclosed..

Please find enclosed……



Closing

If you have any further questions , please contact me.

Do not hesitate to contact me.



Positive future reference

I am looking forward to meeting you.

I am looking forward to hearing from you.



Language:

Keep sentences short and focused

Use plain and simple vocabulary

Avoid jargon , abbreviations

Vary the beginnings of sentences.

Away from Buzzwords and clichés.



formatting

Margin.

Avoid ling paragraphs. use headers and sub headers.

Keep graphics close to relevant part of the text

Clear consistent numbering system.



Note:

Style :

formal

Standard

informal



Checklist :

Clear object.

Good organization.

Professional layout.

clear, concise language.

Right style.

All questions are answered.

Positive ending.

Grammar , spelling and punctuation.



Now …….



Report



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



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).



E-mail



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.



Big brother/sister is watching you.



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.



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Thank You



For more Information:

[email protected]


/ahmedeltally

@ahmedeltally



mailto:[email protected]

effective business writing [part1)

Small Business & Entrepreneurship

letter of date

main body of letter

afraid thati

sentences short

beginnings of sentences

main points

simple vocabularyavoid

sorry butgiving bad