BUSINESS

WRITING 1

Use appropriate
language
in business writing

Use appropriate
format of business
letters

Choose the right

words

The Language Of Business Writing

Expressing yourself effectively is important

in business writing:
use direct writing and reader-friendly style
select words that sound courteous and clear
sentences should be of appropriate length
and there is proper paragraphing

Choice of Words

use familiar words

be concise and precise, and get to the
point quickly
do not use clichs
Time will tell, fit as a fiddle, opposites attract,
all fair in love and war

use non-sexist language

Practice:
a number of different
the majority of
wise words of wisdom
completely eliminate
your good self
at this point in time
reside
optimum
terminate
beg to acknowledge receipt of

Answers:
a number of different
the majority of
wise words of wisdom
completely eliminate
your good self
at this point in time
reside

several
most of
advice
leave out
you
now
stay/live

optimum
terminate
beg to acknowledge receipt of

best
cancel
want to know

Sentence Structure

Readibility
Use short and long sentences to improve flow
of ideas

punctuation
Use of appropriate punctuations (full-stop,
comma, colon, semi-colon, question marks)
helps the reader to pause where necessary,
adds clarity to the message

Paragraph Structure

use cohesives devices to make your

paragraph smooth flowing, clear and
organised (firstly, next, in addition)
order of information is also important in
paragraphing
functions of business letters:
to inform
to instruct
to persuade

Tone

The right choice of words and order of

information in paragraphs help to convey
the right tone
be courteous and try to maintain goodwill.
sentences in each paragraph must have a
logical development by using connectors
such as however, while, therefore and as.

Word Order
every sentence should be complete; it must
contain a subject (S) and a verb (V) or a subject
(S), a verb (V) and an object (o)
1. The cat meows
(S)
(V)
2. The dog chases the cat.
(S)
(V)
(O)

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Seven Cs of effective written communication

concrete
complete
clear
courteous
correct
considerate
concise

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Practice:
Readable, coherent and unambiguous.
Contains all necessary details.
Has relevant details only.
Aware of the receiver.
Tactful and sensitive.
Not vague or abstract.
Specific details, grammar, punctuation and
spelling.

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Answers:
clear

Readable, coherent and unambiguous.

complete

Contains all necessary details.

concise

Has relevant details only.

onsiderate

Aware of the receiver.

courteous

Tactful and sensitive.

concrete

Not vague or abstract.

correct

Specific details, grammar, punctuation and

spelling.

The Format Of Business Letters

more formal but adjustable depending on
familiarity with recipient
use of proper letter layout:

letterhead
date
inside address
attention line
greeting
subject line
body
complimentary close
Signature block

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GRAMMAR: SINGULAR AND PLURAL FORMS

Countable nouns

describe things, people and places

are used with a/an
can be used in the plural forms
used with phrases such many, these, several, few, a
number of

Uncountable nouns
describe substance, abstract ideas and verbal nouns
take the singular form of the verb
are placed after words like much, a little and a great
deal of.

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Plural Nouns
add s to form the plural of most nouns
(letters, minutes)
Replace final consonant y of a noun with
ies (industries)
nouns which only occur in the plural.
(headquarters, goods, thanks)
Singular nouns ending in s (news, politics,
economics)
Groups and organisations
(bank or committee)
Irregular plurals

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Irregulars Plurals

Singular

Plural

aircraft

aircraft

criterion

criteria

foot

feet

formula

formulae/formulas

matrix

matrices

person

people

phenomenon

phenomena

Layout

There are three main types of layout :

Full block layout
Modified block layout;
Modified block layout with indented paragraphs.

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Full Block Layout

all the parts of the letter aligned against

the left-hand margin

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Modified Block Layout

centres the sender s address or aligns it with the

right-hand margin
The date is placed straight underneath and in line
with the senders address.
The inside address (recipient s name and
address) and the greeting are placed against the
left-hand margin, and so are the paragraphs.
The complimentary close and signature block are
centred in line with the writers address and the
date

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Modified Block Layout With Indented Paragraphs

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Punctuation styles

wo styles of punctuating a business letter:

Open style
does not use punctuation except in the body of the
letter

Mixed style.
places a comma after the greeting and after the
complimentary close

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