Business Writing

[Audio] Good day! Today we will further discuss the different rules for communication for success in presentations and building effective relationships. But first, let us discuss what business writing is all about. Business writing is The communication of ideas, information, directions or instructions between at least two people that focuses on the reader and the purpose of the communication. To expound, business writing is formal writing with the intention to directly make your readers understand you. Now why is this very important..

[Audio] Generally speaking, business writing is in demand and essential in the real world. There are many type, but these ten forms are the most in demand with regards to your current status as students and will be essential when you become professionals later on. ( pause : 1) The 10 types are: Emails Business Proposals and Terminal Reports Research Papers and Journals Handbooks Resumes and cover letters Press releases Newsletters Memos and meeting agendas Responses to customer complaint letters Inventory trackers (pause : 2) As to why these are deemed important. Well, obviously it is because the real world demands such written reports. Also, in all of these Ethics and formal writing rules are needed. (pause : 1) Note that for this class, we will mainly focus on Letter Writing and Research Paper or Research Journal writing. This is because they are the pressing type of business writing in your current status as students. If provided a lengthier time in the course, we might as well cover each of the other types of business writing. (pause : 2).

[Audio] Now, when doing business correspondence, Language is also a big factor for determining the success or failure of a transaction. ( pause : 1) Generally, there are two types of language use. Formal, and Informal. (pause : 1) Since you practically engage in day to day communication (pause : 1) Notice that we typically engage using informal language Meanwhile, (pause : 1) Formal language is always utilized for all forms of technical writing. (pause : 1) Again, Business Writing is always Formal (pause : 2).

[Audio] A formal writing style is not necessarily "better" than an informal style, ( pause : 1) rather each style serves a different purpose and care should be taken in choosing which style to use in each case. (pause : 1) Informal language is more casual and spontaneous (pause : 1) It is used when communicating with friends or family either in writing or in conversation. (pause : 1) The tone of informal language is more personal. (pause : 2).

[Audio] Meanwhile Formal language is less personal. ( pause : 1) It is used when writing for professional or academic purposes like graduate school assignments. (pause : 1) Formal language does not use colloquialisms, contractions or first-person pronouns such as I or We. (pause : 2).

[Audio] The following table shows what formal language is versus what informal language is like. ( pause : 6).

[Audio] To this note, there are generally the 7 Cees of business writing. These 7 cees should be properly observed when writing any of the business writing forms. the 7 cees are: 1. Completeness 2. Conciseness 3. Consideration 4. Clarity 5. Concreteness 6. Courtesy And 7. Correctness ( pause : 1).

[Audio] For completeness, This is the part where you want to answer all the questions and major points that are asked or are deemed essential. Give something extra when desirable. But not too much information that you compromise your content. Make sure that in your writing you have provided the information for the five Ws and the one H.

[Audio] Conciseness. Being concise means keeping it Short but complete, direct but polite. By doing so, one should 1. Eliminate wordy expressions. 2. Include only relevant statements. be focused, prune and avoid long explanations avoid gushing politeness 3. Avoid unnecessary repetitions. use short forms or abbreviations the second time it is mentioned. use pronouns to replace repetition of nouns..

[Audio] Next is consideration, Do not be self-centered as a writer. Focus more on your audience's needs instead of I and We. Make sure they understand you from their level not make them adjust to your level. Show reader benefit and interest. Make sure to emphasize the importance of your writing. Emphasize the positive & the pleasant. Always make sure to state things positively rather than focus on the negatives. And lastly, always apply integrity & ethics. ( pause : 1).

[Audio] Now for Clarity. This is the rule where you have to make your readers understand. Do not make them guess what you need. Choose short , familiar & conversational words. Avoid superfluous terms. Construct effective sentences and paragraphs by unity of idea and sequencing. Achieve appropriate readability by using formal & informal language. And if deemed necessary, Include examples, illustrations & visual aids..

[Audio] Then comes concreteness. Concrete means solid, sturdy. Durable. Thus, when writing Be clear with what you expect, or want to happen or do. Use specific facts and figures Put action into verbs (use measurable words) Choose vivid image building words by comparison & figurative language . If you want to purchase a working chair then specify what kind , color and type of chair you want. Use more adjectives and adverbs but not too much that it becomes near fantasy. Make sure that you just simply and correctly describe what you want to do or expect..

[Audio] In connection to ethics, Courtesy is part of the 7 rules in writing. Meaning, to show respect earns respect. Thus when writing, Be sincere , tactful, thoughtful and appreciative. Omit expressions that hurt , irritate, or insult. Grant apologies graciously. Learn to apologize. It is not a crime to be wrong. But it is a crime to know you are wrong and yet you cannot apologize..

[Audio] Lastly is, Correctness. Do not forget your grammar– syntax and semantics construction. Use the right level of language. Check accuracy of facts, figures and words. Maintain acceptable writing mechanics. Choose non discriminatory language. Use parallel language..

[Audio] A business letter is a formal document often sent from one company to another or from a company to its clients, employees, and stakeholders, for example. Business letters are used for professional correspondence between individuals, as well. Although email has taken over as the most common form of correspondence, printed-out business letters are still used for many important, serious types of correspondence, including reference letters, employment verification, job offers, and more. Now what comprises a business letter? ( pause : 1 ).

[Audio] Unlike friendly letters where anything goes, business letter have prescribed formats. Thus making business letters should strictly follow either of the following formats. ( pause : 1 ).

[Audio] First form is the block format. ( pause : 1) Block format features all elements of the letter aligned to the left margin of the page. It has a neat and simple appearance. Paragraphs are separated by a double line space. (pause : 2) Next is the modified block format. (pause : 1) Modified block differs from block style in that the date, sign off, and signature lines begin at the center point of the page line. The beginning of each paragraph is indented five spaces, along with the subject line, if used. Depending on the length of the letter, paragraphs may be separated by a single or double line space..

[Audio] Lastly, the semi-block format. ( pause : 1) Semi-block is similar to block but has a more informal appearance. All elements are left-aligned, except for the beginning of each paragraph, which is indented five spaces. Paragraphs are separated by a double line space. (pause : 1) When following formats, go for what you think is appropriate for the situation. Usually the block format is the most preferred type of letter format. (pause : 1).

[Audio] Now, apart from having formats, a business letter should have the following parts: The header and date, the inside address, salutation, body, complementary closing, signature block and the reference section for attached documents. ( pause : 1) It is also worthy to note that your business letter should take up only 1 page..

[Audio] Now the Header and Letterhead and Date ( pause : 1) Must contain your Complete name, designation, address , contact details and the date. If It is a letterhead it should be at the top of the letter before the date and before the name and address of the receiver of your message. If letterhead is stationery, it is usually at the top center of the letter. if it is not, your return address , but not your name , is typed directly above the date about 2 inches from the top. However, note that letterheads are used if you are writing in behalf of a company or you run your own registered company. (pause : 1).

[Audio] Next is the Inside Address. ( pause : 1) The inside address should begin with the addressee's name, professional title and address. If the addressee has no professional title, such as doctor or professor, the traditional ceremony titles are Mr. , Mrs. etc. . After the courtesy title include your addressee's full first name or two initials or surname..

[Audio] Salutation ( pause : 1 ) Salutations or your greetings are typed below the inside address & two lines above the body of the letter. The type of salutation depends on your relationship with the recipient. It normally begins with the word " Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of your receiver address it to Dear Madam/ Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon as the US style. It is also acceptable to use a comma , ( this is the UK style). (pause : 1).

[Audio] Now the Body ( pause : 1 ) The body is where you explain why you're writing. It's the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. This is where you also apply most of the 7 cees of writing. Your body will say a lot about who you are if you are not careful. So make sure to observe the 7 cees. (pause : 1).

[Audio] Next part is the Complimentary Closing ( pause : 1) This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting " Dear Sir or Madam" must end "Yours faithfully", while a letter starting " Dear " must end "Yours sincerely". (pause : 1).

[Audio] Finally, your Signature Block ( pause : 1) The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. Ideally, this is placed 4 spaces below the complimentary closing. (but may be reduced if it does not fit the page) The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink. (pause : 1).

[Audio] In addition, there is the Reference Section. ( pause : 1) This is essential for cover letters or letters with attachments such as resumes, supporting documents, printed evidences, etc. This may also indicated information about the message composer, the typist & sometimes word processing data. If someone other than the signer of the letter composes the letter, practice varies regarding reference initials . Many firms show on the file copy the initials of the signer, writer, typist. The original to the addressee may omit all or only the writer initials to avoid showing that the signer did not compose the letter. At present there is no universally recommended way to include references. (pause : 1).

[Audio] Now, In conclusion, we learn from this lesson the following: ( pause : 1) First, Business writing is deemed essential in the real world especially in the corporate world. (pause : 1) Second, When writing, always observe proper ethics and writing etiquette. (pause : 1) Third, Formal writing must observe the 7Cs of writing. Completeness, Conciseness, consideration, clarity, concreteness, Consideration, and Correctness. (pause : 1) Fourth, Business letter writing has a proper format to strictly follow. (pause : 1).

[Audio] Now for your assignment.. ASSINGNMENT!.

[Audio] Now for your assignment.. Finalize Groupings and finalize most preferred interview topic as a group.

[Audio] Now for your assignment.. Interview Topics should help you identify several issues and problems related to your course..

[Audio] Go to Assignment Guidelines in the classwork tab and read the instructions.

[Audio] ( pause : 3). Thank You!. Queries/comments/suggestions: Email me at: f.sarahelizabeth.allen@cmu.edu.ph.