Writing Business Letters:Style
Writing Business Letters:Style
Style is how you write the letter.
Business letters are written in formal language.
Cs of business letters:
ClearConciseCompleteConstructiveCorrect
Formal and Informal Writing Which style should you use?
Formal or Informal ?
It depends on _
the purpose; and to whom you are writing
Formal English is used mainly in academic writing and business
communications,
Informal English is casual and is appropriate when communicating
with friends and other close ones.
Choose the style of writing keeping in mind what you are writing
and to whom.
But whichever style you write in formal or informal be sure to
keep it consistent, do not mix the two.
Informal Writing Style
Colloquial
Informal writing is similar to a spoken conversation. Informal
writing may include slang, figures of speech, broken syntax, asides
and so on. Informal writing takes a personal tone as if you were
speaking directly to your audience (the reader). You can use the
first or third person point of view (I and we), and you are likely
to address the reader using second person (you and your).
Simple
Short sentences are acceptable and sometimes essential to making
a point in informal writing.
There may be incomplete sentences or ellipsis() to make
points.
Contractions and Abbreviations
Words are likely to be simplified using contractions (for
example, Im, doesnt, couldnt, its)
and abbreviations (e.g. TV, photos) whenever possible.
Formal Writing Style
Complex
Longer sentences are likely to be more prevalent in formal
writing.
Each main point needs to be introduced, elaborated and
concluded.
Objective
A formal writing style shows a limited range of emotions and
avoids emotive punctuation such as exclamation points, ellipsis,
etc., unless they are being cited from another source.
Full Words
No contractions should be used to simplify words (in other words
use "It is" rather than "It's").
Abbreviations must be spelt out in full when first used, the
only exceptions being when the acronym is better known than the
full name (BBC, NATO for example).
Third Person
Formal writing is not a personal writing style.
The formal writer is disconnected from the topic and does not
use the first person point of view (I or we) or second person
(you).
Example 1: This is to inform you that your book has been
rejected by our publishing company as it was not up to the required
standard. In case you would like us to reconsider it, we would
suggest that you go over it and make some necessary changes.
Example 2: You know that book I wrote? Well, the publishing
company rejected it. They thought it was awful. But hey, I did the
best I could, and I think it was great. Im not gonna redo it the
way they said I should.
Structure
Fragments, Comma Splices, and Run-On Sentences
In everyday conversations we often use fragment sentences to
convey our thoughts.
If someone in our office asks, "Where are you going?" we might
answer, "To get coffee" or "Downstairs"
Writing, unfortunately, does not welcome any of these manners of
communication.
Writing, or rather your reader, insists upon complete
thoughts.
Fragment SentenceFragment sentences lack a subject, verb, or
phrase to complete a thought.Example:A fine idea. (no subject or
verb)Correction:
Your suggestion is a fine idea.
Example:
Bob been promoted to supervisor. (Missing helping
verb)Correction:Bob has been promoted to supervisor.Example: While
you were out. (missing phrase)Correction:While you were out, your
sister called.
Comma splicesComma splices occur when two independent complete
sentences are joined by a comma and not followed by a conjunction
(and, or, but, for, so, nor, yet) rather than a semicolon or
separated by a period.Example: Alexis is busy writing a report this
morning, after lunch, she can meet with you.Corrections:Alexis is
busy writing a report this morning, but after lunch, she can meet
with you. (Add a conjunction after the comma.)
orAlexis is busy writing a report this morning; after lunch, she
can meet with you. (Place a semicolon between the sentences.)or
Alexis is busy writing a report this morning. After lunch, she can
meet with you. (Place a period between the sentences.)
Run-on sentencesRun-on sentences lack any punctuation and are
among the most troublesome of all, because your reader has no idea
where ideas begin and end.
Example:We have decided that our policies and procedures are
confusing therefore we have decided to revise them we need your
input regarding what you find confusing, please let us
know.Correction:
We have decided that our policies and procedures are confusing.
Therefore, we have decided to revise them. We need your input
regarding what you find confusing. Please let us know.
Dangling ParticiplesBeginning a Sentence With an "-ing" Phrase
Unrelated to the Words That Follow
Example:
Drinking a cup of tea, the doorbell rang.Revision:
I was drinking a cup of tea when the doorbell rang.
High-Strung SentencesSentences that contain too many descriptive
words strung together in uninterrupted sequence. For example:The
manual explains Distribution Center management personnel
training.We have decided to use a training needs planning summary
survey.By using connective articles, prepositions, and pronouns,
the revised sentences will read:The manual explains training of
management personnel in the Distribution Center.We have decided to
use a survey to plan and summarize our training needs.
