Business Writing .ppt

8/10/2019 Business Writing .ppt

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1. Basic etiquette

2. Structure, layout and style

3. Sample e-mails

4. Sample business letters

5. Other business letters

6. Proofreading

Agenda


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Be concise and to the point I have received your letter of the 15thday of this month.

Thank you for your letter, dated November 15th.

Active vs. passive Your order will be processed today. (formal) I will process your order today. (personal)

Follow the tone of the senders message Formal / informal

1. Basic etiquette: general business writing


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Read and reply within 24 hours

Do not write only in CAPITALS

Avoid too many fancy details:underline and italics

Try not to use abbreviations:

LOL, OMG, TTYL

Take care with emoticons: *^^*

1. Basic etiquette: business e-mails


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2. Structure, layout and style: general business writing

Contact info: Yours followed by the receivers

Salutations

Dear Sir or MadamAttention: Mr. Simon

Opening: State the purpose

As you requested,Per your request,

I am writing about


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2. Structure, layout and style: business e-mail

Subject: Use a meaningful key word

Salutations

Dear Sir or MadamDear John

Opening: State the purpose

I am writing to ask aboutI am interested in learning more about

I am afraid we have a small problem.


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2. Structure, layout and style: all business writing

Body : Give details

With reference to your phone call this morning

Use short paragraphsLong paragraphs are not going to be read.

Use blank lines between each paragraph

When making points, number them or mark each point

as separate


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2. Structure, layout and style: general business writing

Closing: Talk about future actions

I look forward to hearing from you soon.I look forward to discussing these issues further.

Signature

Yours faithfully,

Sincerely yours,


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2. Structure, layout and style: business e-mail

Closing: Talk about future actions

Please contact me again if I can be of any assistance.

I look forward to hearing from you soon.

Attachment

Please find attached the report you requested.

Sorry, I forgot to attach the file(on my previous e-mail).

Signature


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3. Sample e-mails: Saying no politely (1)

Subject: Hi

To Hank,

Whats up? The weather is so nice. I hope your

business will prosper.

You said I should work on a new project. I cant do that.I have too much work to do.

Anyway, how is your wife doing?

Reply to me soon Byong Min


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3. Sample e-mails: Saying no politely (2)

Subject: New project

Dear Hank,

Thank you for considering me for the new project.

Unfortunately, my current workload is too high for me tostart another project.

Again, thank you for your consideration and I hope I willbe able to work with you on another occasion.

Best regards,Byong Min


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3. Sample e-mails: Meeting notice (1)

Everyone!

You remember next weeks meeting. Everyone must beat the meeting. If you cannot go, let me know.

It will be on Monday, November 16th. Time is 1. Place isthe conference room.

You have to come!Jong Hee


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3. Sample e-mails: Meeting notice (2)

Deal all,

The next Marketing Meeting will be held in the Conference Room at1300 hours on Monday, 16 November.

Follow-up items from our last meeting are:

- New Brochure (Kevin Park)- Annual Dinner with Customers (Mandy Kim)

If you wish to add any further items to the agenda, please let meknow before 8 November.

Yours sincerely,Jong Hee


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3. Sample e-mails: Our of the office notice (1)

Subject: Vacation

Hi,

I am going on a vacation. But you can still contact Young

Hee Kim.

If you want, you can send me e-mails. I will check themwhen I get back.

Cheers,Henry


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3. Sample e-mails: Congratulations (1)

Subject: Congratulation

Dear Rick,

Congratulations on the promotion. Good job!

Treat me to lunch sometime!

Sincerely,Juhee Kim


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3. Sample e-mails: Congratulations (2)

Subject: Congratulations

Dear Rick,

Congratulations on your promotion! It is a great

accomplishment and Im sure your team will totallybenefit from your expertise.

Congratulations again and let me treat you to lunch or

dinner sometime!

Take care,Juhee Kim


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3. Sample e-mails: Setting up a meeting (1)

Subject: Meeting

Harry,

I heard you wanted to have a meeting. Lets make aschedule this Thursday.

Time is up to you but I prefer morning time.

Thank you.Hyunji


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3. Sample e-mails: Setting up a meeting (2)

Subject: Meeting

Harry,

Ken told me that you wanted to set up a 1 hour meeting

with me. Would this Thursday (26

th

) work for you?

If so, please let me know what time would be convenientfor you. I would personally prefer to have the meeting inthe morning, but my schedule is quite flexible in the

afternoon on that day, too.

Hope to hear from you soon,Hyunji


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4. Sample business letters: Inquiry

Dear _______,

I am writing to inquire about your office furniture line.

We are expanding our office in Seoul and we will needextra desks, chairs and filing cabinets. Could you pleasesend me your catalog with prices, sizes and colors forthose items?

Yours faithfully,


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4. Sample business letters: Reply to the inquiry

Dear _______,

Thank you for your inquiry. I am sending a catalog to you todaywhich shows details of office supplies we offer.

You can also see our entire products on our website atwww.furnitureline.com. We offer a 5% discount for orders madethrough our website.

Please contact me if you have any questions.

Yours sincerely,John ChoSales Executive


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4. Sample business letters: Apology

Dear _______,

I am writing in regards to your order for office furniture.

I regret to inform you that we are unable to deliver the desks ontime. This is as a result of problems at our suppliers factory. We

have the desks on pages 37 and 38 of our catalog in stock, however,in three different colors (brown, black, and white).

With regard to the chairs and filing cabinets, we will deliver thegoods before 13 November, as agreed.

With apologies,Yours sincerely,John ChoSales Executive


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5. Other business letters: Accepting an invitation

Dear _______,

Thank you for your invitation for the forthcoming event.The theme is certainly innovative and groundbreaking,and it would be an honor to be a part of this exciting

event.

Please find my acceptance note enclosed. If any otherinformation is required, do not hesitate to reach me atmy office.

Thank you again for the invitation.Sincerely,


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5. Other business letters: Thank you

Dear _______,

Thank you for all the assistance you have provided meduring our recent project.

I appreciate the information and advice you have given,as well as the knowledge you have shared with me. Yourexpertise and help have been invaluable during thisprocess.

Again, thank you so much. I sincerely appreciate yourgenerosity.

Best Regards,


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6. Proofreading

Format

Times New Roman, 12 point or Arial, 11 point

Double space between paragraphs (press Enter twice)

No indentation necessary

Content

Subject: Is it brief and informational?

Tone: formal / informal

Salutation: Is it appropriate?

Purpose / details / future actions


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6. Proofreading

Accuracy

Capitalizationmr yangs visit Mr. Yangs visit

Punctuation

Before going to the airport I will stop by the office.Before going to the airport, I will stop by the office.

Spelling: Spell names correctly!

Articles: the, a/anI will have contract ready by the next week.

Documents

Business Writing .ppt