Business Writing ESL

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Learning Goal 2 B

by F. Cassim

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Learning Goal 1 B

 I can write a business letter reporting straightforward content 

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1. The Standard Business Letter 

Form

1.1. Definition

Depending on the situation, companiesinstitute the standard letter form. In thestandard letter form, general information is

completed with specific information.

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1.2. Examples of Standard Letter 

Forms

See pages 12, 16-17: The QuestionSee page 24: The Standard Letter Form

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1.3. Test Relevancy

TOEIC Test:Writing Section

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1.4. Professional Relevancy

 Administrative Staff Entry Level Staff 

SecretariesGeneral Office Staff 

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1.5. Example Task: Pages 12, 16-17

SITUATION

 You are the Personal Assistant (PA) to Mr JackLivesey, Managing Director of Toys For Tots, a

small chain of shops in England. The Head Office

is at Gate House, Broadlands Street, Norwich,

Norfolk, NR2 4NT, UK.

Mr Livesey is out today and has left some work for 

you to do. He will be back in the office towards the

end of the afternoon.

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Engaging the E-mail and Ian's Notes

Ola Petrovna's Fax Manager's Notes

Main Point: Visit to UK (party of business people; Guildhall,Norwich)

Details:1. Convenient?

2. Suitable medium-pricedhotel.

3. Restaurant for lunch.4. Distance from station toGuildhall.

P.A.'s Task: Complete StandardLetter Form

Details1. Yes1. Yes-- How many people?When?How many people?When?

2. Golden Fleece on Bore Street2. Golden Fleece on Bore Street--Book early since it's popular.Book early since it's popular.3. We will provide3. We will provide4. 5 minutes walk4. 5 minutes walk-- somebody willsomebody willmeet them.  Arrival time?meet them.  Arrival time?

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Writing Outline

Enter you specific information into the standardletter form. See page 17.

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Sample  Answer 

See page 24

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1.6. Points to Remember 

1. Each kind of information is written in a different place on thestandard letter form. Make sure you know to write different kinds

of information. Your logic should help you.2. Use a professional and polite tone. Decide how personal your tone should be by asking yourself how well your manager knowsthe client.

3. Convey the right information. Write with accurate grammar.

4. Professional, polite, correct information accurately, ANDALSO CONCISELY.

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Learning Goal 2 B

 I can write a business letter reporting straightforward content 

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2. The Business Letter 

2.1. Definition

Business letters are formal letters used for business-to- business, business-to-client, or client-to-business

correspondence. There are a number of elements to a

 business letter.

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2.2. Examples of Business Letters

See pages 12, 13: The QuestionSee page 18: The Business Letter 

See pages 34, 35: The QuestionSee page 40: The Business Letter 

See pages 56, 58: The QuestionSee page 66: The Business Letter 

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2.3. Test Relevancy

TOEIC Test:Writing Section

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2.4. Professional Relevancy

 Administrative Staff Entry Level Staff 

SecretariesGeneral Office Staff 

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2.5. Example Task: Pages 56, 58, 66

SITUATION

 You are the Personal Assistant (PA) to Anne

Hardingham, Chief Executive of Luxury Hotels Ltd,a chain that owns small, luxury hotels throughout

Europe and has its Head Office in The Manor Hotel,

which is currently undergoing refurbishment. Its

address is The Esplanade, WORTHING, BN11 2EU,UK. Tel: 01475 786666 Fax: 01475 786669

Ms Hardingham has meetings throughout today but

will return to the office in the late afternoon and

has left you some work to attend to.

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Engaging the E-mail and Ian's Notes

Magdalene's  Advertisement Manager's Notes

Main Point: Specialists for custom-made carpets

Details:

1. Cost: Cheaper 

2. Colors: 8-12

3. Design: Freedom to use owndesign

P.A.'s Task : Write letter to complainand express unhappiness

Details:

1. Cost: 20% more?? Advice1. Cost: 20% more?? Advice--cheaper.cheaper.

2. Colors: Limiting us to 5 colors??2. Colors: Limiting us to 5 colors??Unaccetable!Unaccetable!

3. Design: Initially3. Design: Initially-- our own design.our own design. Now Now-- use existing pattern?? Wantuse existing pattern?? Want

what we ordered!what we ordered!Minutes of Meeting (p.57):Minutes of Meeting (p.57):Supply order as per originalSupply order as per originalspecifications or we will be obliged tospecifications or we will be obliged tocancel.cancel.

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Writing Outline

1. Basic Details

2. Message:Paragraph 1- Unhappiness and Complaints

- Cost- Color - Design

Paragraph 2: Company's decision- Supply or we cancel

3. Ending Line

4. Final Greeting (Yours sincerely or other)

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Sample  Answer 

See page 66

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2.6. Points to Remember 

1. Unless absolutely necessary, try to keep the letter to one page.

2. Convey correct information.

3. Make sure your spelling, grammar, and punctuation are perfect. (Keep in mind that you represent your company's image

at all times when doing any work).

4. Be professional, polite- no matter how upset you or your company is with the client, try not to show your anger in your letter, and vary your tone according to how well your manager knows the person.