Introduction and Overview

The Words of Business English

I. Importance
Words are the tools with which we build
our thoughts.
They are instruments by means of which
we can comprehend the thoughts of
others.
They are regarded as the best way of
communicating to others.

Sources of Words in Business

Commercial or mercantile words
These are words that are used to
name business transactions primarily,
like account, balance, capital, cash,
finance, interest, lease, etc. These
words are not all limited to business
transactions. Every business word can
be extended to the social or literary
way.

 Scientific and technical words

These are words drawn from science
and technology which have brought
tremendous development hand in hand
with industry and business. Examples of
these are include manufacture,
mechanism, process, electronics,
computer, etc.

 Literary or common words

Business letters chiefly contain common
terms, not strictly commercial, scientific or
technical terms. The technical buying and selling
words are present, but they are in the minority.
One cannot write a sentence by using mercantile
or technical words alone. These words are found
intermittently with common words. At the
bottom of any training in business
correspondence, a mastery of common English
words is a fundamental necessity. Common words
are the humanists; they are the words used daily
at home, on the streets, in the field or in the
shops.

Distinctions between Literary and

Business English
CONTENT
Business English contains something
about buying and selling: products, prices,
services, discounts, terms, claims,
adjustments and the like. The content of
literary English is life itself the hopes,
fears, joys, sorrows, love and dreams of
human beings.

 PURPOSE OR AIM
The purpose of business English is to
have something done right away: to
evoke some materials and immediate
response or action from the readers.
The literary English is much more likely
to aim at instruction, information,
entertainment or emotional
satisfaction than at a tangible reaction
of response from the reader.

 STYLE
The style of business English is
simple, direct, personal and
individual; that of literary English,
very elaborate. The value of literary
English lies in the finesse of
expression; that of business English,
in the depth of expression.

What is Business
Correspondence?
It is a private written communication
used to transact business which
cannot be conveniently done orally.
It has no literal pretensions but aims
to elicit immediate response from
the readers.

FACTS:
Business correspondence is an
indispensable tool in transacting business.
A great deal of business is transacted in
writing so that every employee finds it
necessary to learn how to write effective
business letters.
In this technologically advanced world,
there is no sophisticated device to do the
thinking and writing for you.
An effective business writer can increase
the companys sales and profits.
Proficiency in writing therefore is a
necessary quality for a successful
business career.

Functions of Business
Correspondence
General Functions
1. To influence
2. To collaborate
3. To inform
Specific Functions
1. Internal
2. External

Internal Functions:
To inform management about
operations to enable the business to
continue successfully
To inform workers of job requirements
To improve morale by keeping
employees informed of overall business
operations and personal matters
To serve as part of companys
permanent record
To make necessary reports to
owners/stockholders

External Functions

To sell products and services

To receive goods and services
To request materials or information
To answer inquiries from customers
To serve as written contract
To serve as formal or informal public
relations material (creates and maintains
goodwill for the business)
To make necessary reports to the
governments

Characteristics of Successful
Business Correspondent
1. They have richness of specific terms.
2. They are men of the world.
a. They understand human nature.
b. They are tolerant.
c. They dont prejudice.
3. They are enthusiastic.
4. They are personal and individual.

Business Vocabulary
Business vocabulary is more than simply
knowing some of the special terms used in
various professions and industries. It is
understanding the difference between
everyday language we adopt for more
formal communication. Our casual
conversational style is generally too vague
and imprecise for most business writing.

1.

Avoid the use of slang in your writing. It does

not only weaken your message, but often leaves
the reader wondering what you meant.

AVOID: The Purchasing Department considered the

price from Lux Marketing a rip-off.
BETTER: The Purchasing Department considered
the price from Lux Marketing much too high.
AVOID: I think Clydes analysis is a little far out in
this case.
BETTER: I think Clydes analysis doesnt take into
consideration the long-term impact of the
problem.

2. Avoid using overly technical terms,

unfamiliar abbreviations or terms that
relate to a particular profession or
specialty when you are writing to
someone who may not be familiar with
such terms. Jargons, like slang can
confuse and obscure the message.
AVOID: The computer is still sending a lot
of glitches.
BETTER: The computer is still sending a
lot of errors.

3. Avoid using clichs (trite, stereotyped, wornout,

affected pretentious and artificial phrase).
AVOID: Steve has heard from only one of two
clients and is waiting for the other shoe to
drop.
BETTER: Steve has heard from only one of two
clients but is expecting a reply shortly from the
second.
NOTE: Clichs include the hackneyed expressions
like: As per, according to, attached hereto, the
undersigned, etc.

4. Be careful of the use of words

frequently confused.
Ex.
Accept except advice - advise
Affect effect
capital - capitol
Assent ascent
site sight cite

5. Avoid using sexist language.

Sexism means using words that arbitrarily
assign roles or characteristics to people on the basis of
sex. Originally used to refer to practices that
discriminate women, the term now includes any usage
unfairly delimits the aspirations or attitudes of either
sex.
In todays business world, you will find both
men and women in all types of occupation and at all levels
in an organization. As a result, it is important not to
assume that your readers are all males or females.
Increasingly, business firms are phasing out the use of
he, his, man, mankind and other exclusive masculine terms
to refer to both sexes. The modern business writer uses
language and references that are gender exclusive, that
is, not biased toward either sex but include both.

Revising: Nonsexist or Generic terms

Titles, names of positions or occupations and common
references can also be made gender-inclusive.
AVOID
Salesman, saleslady
Chairman
Craftsman

REVISED
Salesperson, sales staff, sales
associate
Chair, chairperson
Drafter

Sexist language favors one sex at the expense of the

other.
The English language tends to emphasize the role and
importance of men over women.

 Another way to correct sexist

language is to change the singular
subject and the pronoun reference to
plural forms.
Ex.
SEXIST: A president sets his own
agenda.
REVISED: Presidents set their own
agenda.

 One more way to correct sexist terms is to

avoid the use of pronoun reference.
Ex.
SEXIST: Our course is designed to help your
assistant secretary reach her potential.
NONSEXIST: Our course is designed to
develop the full potential of your
secretary.

The Language of the Letter

The language of the letter indicates
the character of the firm or the
writer. The backwardness,
conservativeness or progressiveness
of the firm are determined by the
kinds of words, phrases or sentences
used and the manner in which they
are used.

1. The language must

be progressive.
A. It does not use hackneyed or wornout
expressions. (as previously indicated)
Ex. 1. The cost of the cloth is fifty pesos per yard.
The cost of the cloth is fifty a yard.*
2. Attached hereto you will find a check for
P20,000.
Attached is a check for P20,000.*

B. It does not use objectionable

construction.

Omission of the subject or part of the predicate of a

sentence.
Ex. Have yours on the 18th of October.
We have received your letter on the 18th of October.
It does not use participial construction.
(usually in the opening and closing of the letter)
Ex. Regarding the
Referring to
Hoping for

Better: With regard to the

Better: With reference to
Better: We hope

 It does not use passive construction.

Passive construction robs the letter of
personal touch and character. The
passive construction is weak because
it evades responsibility, it is less
efficient and it is less natural.
Ex. Your taxes have been raised.
(Who raised the taxes?)

 NOTE: The passive construction is appropriate when:

a. The object is more important than the subject.
Ex. The U.S. Trade Representative will be met by our
marketing group.
b. You do not know the subject.
Ex. Proper attention has not been paid to safety
consideration.
c. You do not need to mention the subject for security
reasons.
Ex. Accusation was made against the official for plunder.

d. You are rejecting a message or you want to be

more polite and diplomatic in a sensitive
situation, or want to soften a statement for a
bad news.
ACTIVE: We have received your application and find
that we cannot extend credit to your account at
this time.
PASSIVE: Your credit application has been received
carefully. Unfortunately, it did not meet the
criteria established by your company for firsttime credit accounts. For this reason, a charge
account cannot be opened for you at this time.

2. The language must be

suggestive.
Suggestive language leaves the reader to
act in accordance with his own freewill,
that is, the intention to solicit is
implied.
Ex. (a suggestive statement)
Anyone who has attended the SEA-BMB
Marketing Seminar Workshop will agree
that a P2, 000 fee is worth the price.

3. The language must be

positive.
Positive statements are more powerful than negative
ones.
Ex.
NEGATIVE: If we do not purchase a new copier now,
we will be losing a lot of company money for
maintenance and repair.
POSITIVE: If we purchase a new copier now, we will
be saving a lot of company money.

SOURCES
http://www.suite101.com/content/businesscommunication-skills-a158048
http://faculty.winthrop.edu/montgomerym/handout_1.ht
m
http://www.savvy-businesscorrespondence.com/TypesBusinessCorrespondence.html
http://www.buzzle.com/articles/written-communicationin-the-workplace.html
Farol, E. (1987). Business correspondence.

Evaluation (Seatwork No.2)

Write two examples for each of the two
specific functions of business
communication. Base your examples on real
situations. Examples must be stated in
complete sentences.
Your output will be evaluated based on the
following:
Content / Substance and Relevance
Grammar
Originality