1. Business English Lesson 5

2. SYNOPSIS 1. Business Communication (BC) What defines BC Purpose of BC
Importance of BC
2. Technical Documents in Business
Types of Documents
3. Business Letters (BL)
Nature
Purpose
Parts
Style and Punctuation
Format
Business Language
Listening Exercise

3. SYNOPSIS 4. Application of 7 C’s
5. Check list: Short, Simple, Strong, Sincere
6. Do’s and Don’ts: Style and Tone
7. Persuasive Letters: AIDA
8. Proofread
9. Who’s and Why’s
10. Business Letter Vocabulary
11. Types of BL
Direct vs. Indirect/ Good news vs. Bad news Letters (BNL)
12. Bad News Letters: Four-part Pattern
13. Example
14. Writing BNL
Objectives, Approach,
15. Letters: Inquiry, Request, Sales, Customer Relation, Claim, Adjustment,
Yes and NO Adjustments,

4. What defines Business communication?
Business communication can be written, oral, or visual
Business writing is composed in and for the workplace
Business writing is a significant factor in work experience for a variety of reasons

5. The purposes of Business writing
Business writing serves valuable purposes in the workplace
Business writing is intended to communicate to a specific audience, for a specific purpose

6. The importance of Business writing:
Is important to success in business
Lets you conduct business
Takes time
Costs the company
Reflects your interpersonal communication skills
Often involves teamwork

7. Technical Documents in Business

8. Business English for Writing Skill
Business writing will cover basic writing skills to enable you to write:
business letters,
s and memorandums,
minutes,
resumes
reports
Oral presentations
interviewing skills and
listening for better business communication

9. Writing a Business Letter
Business Letters
Writing a Business Letter

10. Definition
The business letter is the basic means of communication between two companies.
Most business letters have a formal tone.

11. What is a Personal Business Letter?
Is a letter written from a person to a company
Can be used for any purpose that requires written communication from an individual to a company
Such as:
To accompany returned goods
Complaint letter
Thank you letter
Résumé cover letter

12. Purpose
You will write business letters to inform readers of specific information.
However, you might also write a business letter to persuade others to take action.
Business letters even function as advertisements.

13. Parts of a Business Letter
Date Line: current date written out as month, day, and complete year
Inside Address: name and address of the business to whom you are writing
Salutation: letter’s greeting – you use the same name you used in the Inside Address – using Dear Mr./Mrs./Ms./Miss
Body: message or ‘meat’ of the letter
Complimentary Closing: letter’s goodbye – using phrases such as Yours truly and Sincerely yours
Signature: writer's handwritten signature
Writer’s Identification: writer’s typed name and address

15. Personal Business Letter Styles and Punctuation
There are three types of letter styles that are acceptable in business:
Block style – all lines in the letter begin at the left margin (no tabbing or indenting)
Modified block style – date line, complimentary closing and writer’s identification begin at midpoint
Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”
There are two types of letter punctuation that are acceptable in business:
Mixed punctuation – there will be a colon (:) after the salutation and a comma (,) after the complimentary closing
Open punctuation – there will be NO punctuation after the salutation or complimentary closing

16. Personal Business Letter Order and Spacing
2” Top margin
Inside Address and then Date – QS (press Enter 4 times)
Salutation – DS (press Enter 2 times)
Body – SS the text within the paragraph and DS between the paragraphs
Complimentary Closing – QS
Writer’s ID (name and address)

17. Appearance
Writer’s company name and address should appear in the letterhead, so there is no need to type it again at the bottom of the letter
Writer’s business title is usually keyed under the name
Reference initials are added a DS (press Enter 2 times) after the Writer’s ID –
These initials are of the person who types the letter
Used to easily locate who typed the letter
Enclosure or Attachment notations are added a DS below the Reference Initials
This is a special section that is only added if something else is either physically attached to the letter or accompanying the letter in the same envelope

18. The Seven C’s of Business Letter Writing
Clear
Concise
Correct
Courteous
Conversational
Convincing
Complete

19. Business Letter Writing Checklist
Keep it Short
Cut needless words and needless information.
Cut stale phrases and redundant statements.
Keep it Simple
Use familiar words, short sentences and short paragraphs.
Keep your subject matter as simple as possible
Use a conversational style.

20. Business Letter Writing Checklist
Keep it Strong
Use concrete words and examples
Keep to the subject
Keep it Sincere
Be human and as friendly as possible
Write as if you were talking to your reader

21. Do’s and Don’ts of Letter Writing
STYLE: (sentence structure and vocabulary)
Do use plain English. 
Do write in active voice and use short sentences when possible.
Do use everyday words and avoid technical jargon.
Do use lists to present complex materials. 
Do select the words you use very carefully. 
Do use a strong organizational strategy.   
Don't make grammar or usage errors. 
Don't use clichés or worn out phrases. 
Don't use obsolete and/or pompous language because it "seems" more professional. 

22. Do’s and Don’ts of Letter Writing
TONE:
Do use a reader centered tone. 
Do use a business like, conversational tone. 
Don't be too familiar with your audience.  Remember to keep some distance, this is a business relationship.
Don't use humor unless you know exactly what you are doing.  What is funny to you might be an issue of the highest seriousness with other people.
Don't preach.  If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message.
Don't brag.  It’s good to be confident, but don't carry it to an excess.

23. Persuasive Letters
The purpose of a persuasive letter is to sell your idea to someone. You are trying to get them to do something they may not want to do.
AIDA Formula
First paragraph A-Attention;
Second paragraph I-Interest;
Third paragraph D-Desire;
Fourth paragraph A-Action.

24. Proofread Before You Print
ALWAYS proofread your letter before you print.
It is also good to have someone else proofread your work.
I will count off for spelling and grammar mistakes!
Example Business Letter for Proofreading

25. In a Nutshell Business Letters in English
Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier.
Business letters are sometimes called "snail-mail" (in contrast to which is faster).

26. Who writes Business Letters?
Most people who have an occupation have to write business letters. Some write many letters each day and others only write a few letters over the course of a career. Business people also read letters on a daily basis. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient.

27. Here are some examples of senders and recipients:
business «» business
business «» consumer
job applicant «» company
citizen «» government official
employer «» employee
staff member «» staff member

28. Language Expansion

29. What do you know about changes in the aviation industry?
Are things improving for
small airlines
large airlines
passengers
the environment
airline staff?

30. Review 1. Business Communication (BC) What defines BC Purpose of BC
Importance of BC
2. Technical Documents in Business
Types of Documents
3. Business Letters (BL)
Nature
Purpose
Parts
Style and Punctuation
Format
Business Language
Listening Exercise

31. Review 4. Application of 7 C’s
5. Check list: Short, Simple, Strong, Sincere
6. Do’s and Don’ts: Style and Tone
7. Persuasive Letters: AIDA
8. Proofread
9. Who’s and Why’s
10. Business Letter Vocabulary
11. Types of BL