Scribd
Upload
128 views11 pages

Business Writing - Emails

This document provides guidance on business writing skills. It discusses the importance of knowing the purpose and audience when writing, being clear and concise, avoiding unnecessary business jargon, and revising work. Tips are provided for writing effective emails, including using informative subjects, getting to the point quickly, and proofreading. Formality guidelines are outlined for different types of business correspondence based on the relationship between the writer and recipient. Sample letters demonstrate adjusting tone from formal to neutral when communicating with someone known to the writer like a boss. The document concludes by noting additional topics on writing emails will be covered.

Uploaded by

Nur Safiyah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
128 views11 pages

Business Writing - Emails

This document provides guidance on business writing skills. It discusses the importance of knowing the purpose and audience when writing, being clear and concise, avoiding unnecessary business jargon, and revising work. Tips are provided for writing effective emails, including using informative subjects, getting to the point quickly, and proofreading. Formality guidelines are outlined for different types of business correspondence based on the relationship between the writer and recipient. Sample letters demonstrate adjusting tone from formal to neutral when communicating with someone known to the writer like a boss. The document concludes by noting additional topics on writing emails will be covered.

Uploaded by

Nur Safiyah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 11

BUSINESS WRITING

BUSINESS ANALYSIS SKILLS & TOOLS


TRAINING
BUSINESS
WRITING
22 August
2014

BUSINESS WRITING

Business Communication

22/8/2014

Know why you are writing

Understand your readers

Be clear

Dont waste words

Never use business-speak

Revise and edit

Find the right tone

BUSINESS WRITING

Writing E-mails - DOs & DONTs


DO
- write an informative subject line
- put the key point of your message up front
- be brief
- make it easy for the reader to reply yes or no or give a short answer
- make it easy to read, combine Upper & lowercase, use white space and
legible font
- personalize by using conversational tone(contractions, pronouns)
-- end well with an appropriate next step
- proofread
- wait a moment before pressing 'send
- make yourself look good online because your email can be forwarded to
anyone or
22/8/2014

everyone else in the company or anywhere


3

BUSINESS WRITING

Writing E-mails - DOs & DONTs


DONT
-

don't use email if the message needs to be private or secure


((maybe the company has a policy on this))

don't send an email you wouldn't want anyone else to read, it's too

easy to forward
-

don't leave subject line blank

don't use all capital letters

don't forward a message without a brief comment why you're

forwarding it
-

don't overrun emails with smiley faces or other emoticons.

don't let emotions or offensive language detract from your message

don't send without checking for mistakes

22/8/2014

BUSINESS WRITING

TYPES OF CORRESPONDENCE
Very Informal - the two people know each other very well
Informal
Neutral
Formal
Very formal

22/8/2014

- it is written as though the writer knows who they are writing to


- the two people are work colleagues
- it is written to an individual the writer knows, but not very well
- it is written to an individual the writer does not know

BUSINESS WRITING
TYPES OF CORRESPONDENCE
FORMAL LETTERS

Can be written to friends , work colleagues you know well


Use standard business expressions

Can be written to your boss, work colleagues, external client


Have a personal tone

NEUTRAL LETTERS

Are written to people the writer does not know


Are written in a conversational style
Do not have a personal tone

INFORMAL LETTERS

Are written to people the writer knows a little


Do not always have complete sentences
Can have a personal tone

22/8/2014

BUSINESS WRITING
STYLE OF WRITING (Formal Version)
Dear Mr. Harrison
It was a great pleasure to meet you last week during the conference, and I
trust that
you have recovered fully from the cold you had. I enjoyed both the
conference and the
introduction to Liverpools sights.
I am writing to thank you for the suggestions you made for my
presentation, and for providing me with the publicity material. These will
be very useful indeed and I am
sure the sale of the new encyclopedias will increase as a result.
If you are ever in Kuala Lumpur please do not hesitate to contact me. It is
a great city too, and I would like to have the opportunity of being your
What are her 2 reasons for writing?
guide, as you were mine in Liverpool.
Yours sincerely,
Mary Fernandez
Sales Department

22/8/2014

Comments: Too formal


Her boss, has helped her, showed her around Liverpool,
Should use more neutral tone, more friendly

BUSINESS WRITING
STYLE OF WRITING (Neutral Version)
Dear Paul
It was very nice meeting you last week during the conference I hope youre
feeling better! I enjoyed both the conference and Liverpools sights.
Many thanks also for the suggestions you made for my presentation, and for
the publicity material. These will be really useful, and Im sure the sale of the
new encyclopedias will increase.
If you come to Kuala Lumpur please let me know. Its a great city too, and Id love
to have the chance of being your guide, as you were mine in Liverpool.
Best wishes
Mary
Sales Department

FORMAL

NEUTRAL

Dear Mr. Harrison

Dear Paul

It was a great pleasure


I trust you have fully recovered
I am writing to thank you

It was very nice


I hope you are feeling
better
Many thanks
These will be really useful

These will be very useful indeed

22/8/2014

Please do not hesitate to contact


me
Yours sincerely

Please let me know


Best wishes
8

BUSINESS WRITING

Change the tone from formal to neutral


Dear Ms. Chan
I am writing with reference to your e-mail dated 15 August
concerning the photocopier purchased last month. As
requested, I have informed all colleagues that for the
purpose of being more economical, where possible, we are
encouraged to use recycled paper.
I would appreciate if you could confirm that we have a
spare toner cartridge available.
Yours sincerely
Soraya binti Husain
The above e-mail is to your boss. As you have worked with your boss for many years,
it is far too formal. Re-write the same e-mail, but use a more neutral tone. Decide
which information can be omitted. Your boss is called Josephine Chan.
22/8/2014

BUSINESS WRITING

Change the tone from formal to neutral


Dear Josephine
This is to let you know that Ive told the staff that we should use
recycled paper in the new photocopier machine to save money.
Can you confirm that we have a spare toner cartridge available?
Many thanks
Soraya

22/8/2014

10

BUSINESS WRITING

Writing e-mails

To be continued.
Writing e-mails
Writing e-mails
enquiry
Writing e-mails
Writing e-mails

22/8/2014

to enquire
in answer to
to complain
to apologise

11

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy