By: Ayman Abusalem

1 Writing Stages

2 Letter Types & Structures

3 Business Phrases

4 Turn Signal

5 Reminder in Business Writing

6 Traits of Effective Writing

7 Hidden Subjects & Verbs

8 Conclusion
 Business writing is an organized process.

 It can be managed like any other job in your life.

 Anyone can be a good business writer with the right tools

and information.
 Managing
Planning

Revising Writing Cycle

Drafting

Breaking
Find the “we”
• Manage your relationship with
your reader
Make holes, not drills
• Manage with purpose
Get your Materials together
• Manage your information
Get your ducks in a row
• Manage your structure
 What is the smallest community that my reader and I are both part
of?

 How are my reader and I alike and different?

- in Personality
- in Attitude
- in Circumstances
- in Knowledge

“PACK” for your journey through the writing process

Signal your turns
• Manage your paragraphs
Say what you mean
• Manage your subjects
and verbs
Pay by the word
• Manage your sentence
economy
Translate into English
• Manage your word
choices
Finish the job
• Manage your spelling,
punctuation, and
mechanics
Take a break and
change hats
• Manage your
Internal Writer and
Editor
 Planning
◦ Internal Editor makes the most complete assignment possible.

 Drafting
◦ Internal Writer drafts the assignment.

 Revising
◦ Internal Editor reviews the draft.
 Request for information (RFI)

 Good / Bad news Letter

 Claim Letter

 Apology Letter

 Update Structure
 Question

Explanation
RFI Structure

Separation of question (optional)

Friendly Ending
Good News / Bad News

Explanation Good/ Bad

Structure

Friendly Ending
 Problem

Background
Claim
Structure
Remedy or solution

Friendly Ending
 Admittance

Reason (Brief)

Apology
Remedy (optional)
Structure

Result

Friendly Ending
History/Background/Impression/
Current Status

One main Topic

Update
Second main topic
Structure

Additional information statement

Friendly Ending (optional)

 Business phrases help guide you through your writing
process.

 They are good for giving your letter Variety.

 Excellent variety in words enhances the style of writing.

 Salutation

Mrs. - for married

Dear Mr. (family name), women.
Dear Mrs. (family name), Ms. - for women you
Dear Sir Madam, don’t know if she
Gentlemen, married or not.
Miss. - for unmarried
women.
 Starting

• We are writing to inform you that … • I would be interested in (obtaining/

to confirm… receiving)…
to request …
to enquire about … • I am writing to tell you about …

• I am contacting you for the following • I am writing to you with regards to …

reason.
• Having seen your advertisement in …,
• I recently read/ heard about … and I would like to…
would like to know…
 Referring to
previous contact

• Thank you for your letter of March 15…
• Thank you for contacting us.
• In reply to your request…
• It was a pleasure meeting you in London
last month.
• I enjoyed having lunch with you last week
in Tokyo.

• Thank you for your letter regarding … • I would just like to confirm the main points
we discussed on Tuesday…
• With reference to our telephone
conversation yesterday,…
 Complaining

 I am writing to express my  I would like to query the transport

dissatisfaction with … charges which unusually high.

 I am writing to complain about …  We regret to inform you that our order

no. … is now considerably overdue.
 Please note that the goods we ordered
on ( date ) have not yet arrived.
 Offering help

 We would be happy to …

 Would you like us to …

 We are quite willing to …

 Our company would be pleased to …

 Giving good news

 We are pleased to announce that …

 I am delighted to inform you that …

 You will be pleased to learn that …

 Giving bad news

 We regret to inform you that …

 I am afraid it would not be possible to …

 Unfortunately we can not / we are unable

to …

 After careful consideration, we have (not)

decided to …
 Apologizing

 We are sorry for the delay in replying…

 I regret any inconvenience caused

 I would like to apologize for the delay.

 Once again, I apologize for any

inconvenience.
 Prices

 Please send us your price list.

You will find enclosed our most recent

catalogue and price list.

 Please note that our prices are subject to

change without notice.

 We have pleasure in enclosing a detailed

quotation .

 We can make you a firm offer of …

 Referring to
payment

 Our records show that we have not yet

received payment of …

 According to our records …

 Please send payment as soon as possible.

 Orders

 Thank you for quotation of …  I am pleased to acknowledge receipt

order no…
 We are pleased to place an order with
your company for …  Your order will be processed as quickly
as possible.
 We would like to cancel our order no…
 It will take about (three ) weeks to process
 Please confirm receipt our order. your order .

We can guarantee delivery before…  Unfortunately these articles are no longer
available / are out of stock.
 Closing Remarks

 If we can be of any further assistance, Thank you for taking this into
please let us know consideration

 If I can help in any way, please do not  We hope you are happy with this
hesitate to contact me. arrangement.

 If you require more information …  We hope you can settle this matter to our
satisfaction.
 For further details …
 Thank you for your help…
 Referring to future
business

 We look forward to a successful working

relationship in the future.

 We would be very pleased to do business

with your company.

 I would be happy to have an opportunity

to work with your firm
 Referring to future
contact

 I look forward to seeing you next week.

Looking forward to hearing from you.

 I look forward to meeting you on the 15th

 I would appreciate a reply at our earliest

convenience.
 Ending Business
letter

 Sincerely,

 Sincerely yours,

 (Best) Regards,
(for those you know already)
Formal Informal

noticed seen

amplified increased

probing searching
Concept
numerous Several, many

manner way

delivered sent

inform tell
 In almost all paragraphs sentences must have an excellent
rhythm and flow in order to be understood.

 To achieve rhythm and flow, sentences must be related to

each other and relate to the same topics.

 Using “ turn signals ” in sentences will allow the reader to

better identify the direction of the paragraph.
 Addition Similarity Concession

 In addition,  In the same way, Granted,

 and, also,  likewise,  naturally,
 too,  similarly  of course,
 equally important, although true
 furthermore,
 moreover,
 additionally
 Contrast Emphasis Example

 In contrast,  Of course,  For example,

 however,  certainly,  for instance,
 instead,  indeed,  as an illustration,
 on the contrary,  in fact,  a case in point,
 on the other hand,  even so,  namely,
 nevertheless,  truly  specifically
 yet
 Cause
& Summary /
Generality Conclusion
Effect

 In general, As a result,  Finally,

 for the most part,  consequently,  in conclusion,
 as a general rule, therefore,  in short,
 usually, thus,  all in all,
 typically accordingly, so,  in summary,
for this reason,  to summarize,
 because,  to conclude
 for this purpose/reason
 Time Bad News
sequence

 Today, Unfortunately,
 tomorrow,  sadly,
 yesterday,  therefore
 once, now,
 then,
 eventually,
 meanwhile,
 subsequently,
 afterwards
Shortened words Repetition Usage of shortcut

• FYI
• Thru • Very, very, • & (and)
• Rep. very, etc.
(Representative)
• MGMT

* Not Recommended * Needing variety * Not Recommended

in writing
 Numbers Writing dates Using Abbreviation

• 1-10
(Use Words) • March 28th ,2010 • Straight through
processing (STP)
• 11-biger
• March 28 ,2010
(Use the actual number) ( this is the correct way)

* You must clarify

even common
abbreviations
Opening and Closure Changing Tenses Capitalization

• Dear Mr. ,
(comma) • Past to future to Proper nouns
• Sincerely, ( comma) ( company names,
present. (WRONG) people, …etc)

• Past to present to
future.

•Active tense not

passive.
 Clear Concise Complete Correct

If one Include
syllable word Eliminate Use only
will do the unnecessary “ 6 questions accurate
job, use it. words. words” facts and
figures.
 It is difficult to control costs.
REVISE TO Costs are difficult to control.
OR Controlling costs is difficult.
 There needs to be more tribute paid to these unselfish
workers.
REVISE TO More tribute should be paid to these unselfish
workers.
OR These unselfish workers deserve more tribute.
 He has a tendency to be late.
REVISE TO He tends to be late.
 The consumer must make intelligent choices when buying
tires.
REVISE TO The consumer must choose tires intelligently.
Hidden Subjects & Verbs

 Ellen made a recommendation that we conduct a survey of

employee morale.
 REVISE TO Ellen recommended that we survey employee
morale.

 Membership will be twice as much next year.

 REVISE TO Membership will double next year.
Hidden subjects & Verbs

 It is not until Wednesday that the parts will arrive.

 REVISE TO The parts will arrive Wednesday.
 OR The parts will not arrive until Wednesday.

 There is a wide range of costs.

 REVISE TO Costs range widely.
 PASSIVE: The book was ordered by us last week.
 ACTIVE: We ordered the book last week.

 In general, use active verbs.

 Consider passive verbs when you want to focus on the

receiver of the action, as when:
◦ the actor is unknown.
◦ the actor is less important.
◦ the actor wants to avoid responsibility.
 The part is blue in color.
 REVISE TO The part is blue.

 His mistakes were three (3) in number.

 REVISE TO He made three mistakes.

 Count the chairs which are in the room.

 REVISE TO Count the chairs in the room.

 The state has vast deposits of coal that have not yet been
developed.
 REVISE TO The state has vast undeveloped coal deposits.
 Five stages of writing: Managing, Planning, Drafting,
Breaking and Revising.

 Say more with few words.

 Using “ turn signals ” in sentences will allow the reader to

better identify the direction of the paragraph.

 Business writing is an organized process

 It can be managed like any other job in your life

 Anyone can be a good business writer with the right tools and
information
 Tips for Success:
◦ Use short words; avoid imagine words.
◦ Accuracy in the language is your top priority.
◦ Use a dictionary if you are not sure.
◦ Use words you are comfortable with.

 Reasons:
◦ Perfect command of English takes years to achieve.
◦ Even native English speakers don’t know all word meanings.
◦ The more clear you are in your writing, the more effective
your writing will be.