Basic Business Writing

Vehicles of Workplace
Communication
Program Objectives (1 of 2)
 To acquire generally useful
techniques for effective writing.
 To learn specific skills that apply
to all forms of writing.
 To utilize easy exercises that can
help to improve your writing.
Program Objectives (2 of 2)
 To become familiar with common
writing mistakes
 To gain insights that improve all
 Forms of business writing
 To develop specific skills to meet
 Unique writing demands
A Challenge

Please write a One Sentence

Definition of :
WRITING EFFECTIVELY
Definition

To communicate specific
information or ideas, utilizing the
formats, language, and content
relevant to the workplace.
Relevant Quotes (1 of 2)

“A writer doesn't solve problems.

He or she allows them to emerge.”
- Friedrich Dürrenmatt

“Authors who never give you

something to disagree with never
give you any- thing to think about.”
- Michael LaRocca
Relevant Quotes (2 of 2)

“You cannot depend on your eyes

when your imagination is out of
focus.”
- Mark Twain

“Prose is architecture, not interior

decoration.”
- Ernest Hemingway
The ABC’s of Writing (1 of 4)
• Writing aims to capture a thought or
idea, to transfer it to a permanent
format, making it tangible.
• The responsibility for that transfer falls
squarely on the writer’s shoulder.
• If communication is the ultimate goal,
write for your audience, not for
personal style.
The ABC’s of Writing (2 of 4)
• Verbal communication is aided by
nonverbal cues, like hand movements
and facial expressions.
• Writing has to be much clearer than
spoken language because it lacks these
assisting cues.
• Objective, factually-based writing is
stronger and more persuasive than
writing that relies on opinion and
hearsay.
The ABC’s of Writing (3 of 4)
• Any idea can be conveyed through
writing. If you can think it, you can write
it.
• Great care is required to ensure that your
message is accurately interpreted by its
audience.
• Nearly any statement can be shortened
while retaining its full content; concise
wording is less likely to be
misinterpreted.
The ABC’s of Writing (4 of 4)
• There is always more to say about a
topic.
• Good writing is composed of many
ideas, all connected by a single
purpose (e.g. a thesis statement).
• Every sentence should relate to the
central goal of the paper.
Basic Business Writing
 Objectives
• To teach students that business letters are not the
only type of business writings they may have to
create.

• To teach students that business writing is technical

writing required in the workplace.

• To prepare students to format two types of

workplace documents: memos and formal reports.
 First, What is Business Writing?
• Business writing is workplace writing, which is a form
of technical writing.

• Workplace writing is generally “persuasive” writing.

Example 1: A Resume to persuade a potential
employer to offer an interview

Example 2: A Findings Report to persuade employees

to follow certain policies or procedures in order to
improve performance or correct errors or problems.
 Some Types of Workplace Writings
• Business Letters (most common – formal letter to an external recipient)

• E-mail Transmissions (A more informal business message than a business letter that is
sent electronically to one or more recipients, within or external to the business).

• Memoranda /memorandum (A more informal style of a business letter that is usually

sent to one or more business colleagues employed within the same business unit or
company)

• Reports (financial, audit, or statistical report that identifies the specific problem and
presents collected data, research, or recommendations for the change process (re-
engineering process.)

• Contracts (binding agreements or proposals between two or more parties that can
become legal documents if they include an offer that is accepted.)

• Manuals (a written set of instructions, procedures or policies)

• PowerPoint (a soft-ware generated, visual slide show, with animation options, that
hosts a set of notes or bulleted points, an agenda, or other information that supports
a discussion).
 General Business Tip . . .

Generally, it is an expected
and common business
practice to keep photocopies
/ hard (paper) copies of any
communication you send to
another person regarding any
business matter.
Business Writing is technical
communication or
technical writing.
 Business Writing:
Technical or Workplace Writing.
Definition of Technical Writing:
• Writing that “transfers information about a situation,
product, service, or concept . . . to audiences of varying
levels of technical knowledge, so that each member of the
audience clearly understands the message.

• The word “technical” means skilled, specialized, and strict.

• Technical writing follows rules and protocols.

 How to Create Effective
Technical or Workplace Writings:
1. Focus on the purpose of your writing
2. Focus on your readers (Audience)
3. Satisfy document requirements (Documentation style; visuals; data)
4. Get to the point. (Concise, uncluttered sentences)
5. Provide accurate information (Research)
6. Present your material logically
7. Express yourself clearly (Grammar; Proofreading)
8. Use efficient wording (Word Choice)
9. Make your ideas accessible (Clarity)
10. Use lists for some information (organized bullets)
11. Format your pages carefully (be neat and leave white space)
12. Manage your time efficiently (Meet deadlines)
 Pay attention to Word Choice
The following is a short list of common word choice
mistakes to watch out for in business writing.

• affect, effect -- Affect is usually a verb meaning "to influence." Effect is

usually a noun meaning "result." The drug did not affect the disease, and it
had several adverse side effects.
Effect can also be a verb meaning "to bring about." Only the president can
effect such a dramatic change.

• a lot -- A lot is two words. Do not write alot. We have had a lot of rain this
year.

• Data -- Data is the plural for datum, which means "a fact or proposition."
New data suggest (not suggests) that our theory is correct. The singular
(datum) is rarely used.
(the words media and staff also are treated as plural nouns)
 Pay attention to Word Choice (cont.)
• farther, further -- Farther describes distances. Basse is
farther from Banjul than I thought.

– Further suggests degree. You extended the restriction further than

you should have.

• Firstly -- Firstly sounds pretentious, and it leads to the

ungainly series firstly, secondly, thirdly, fourthly, and so on.

– Write first, second, third instead.

• kind of, sort of -- Avoid using kind of or sort of to mean

"somewhat." The movie was a little (not kind of ) boring.

– Do not put an a after either phrase. That kind of (not kind of a)

salesclerk annoys me.
 Pay attention to Word Choice (cont.)
• principal, principle -- Principal is a noun meaning "the head of a
school or organization" Or "a sum of money." It is also an
adjective meaning "most important." Principle is a noun
meaning "a basic truth or law or belief."

Example: The principal expelled her for violating several

principles expressed in the school handbook.

Example: We believe in the principle of equal justice for all.

• regardless, irregardless -- Irregardless is nonstandard. Use

regardless.

Example: Regardless of what you think, “conversated” is

slang and the correct word is “conversed.”

• try and -- try and is nonstandard for try to. The teacher asked
us all to try to (not try and) write an original letter of complaint.
 A Vehicle for
Communication:
Business
Memos and Letters
 Memos and Letters
• Memos and letters are the basic vehicles of
business communication
• They should be brief and make a single point
(no more than 2 pages)
• Memos are for internal communications
• Letters are for external communications
 Letters and Memos
All business letters should include:
 Heading or  Subject line
Letterhead  Body
 Date  Closing and
 Inside address Signature
 Salutation  Enclosures or ‘CC’
 Letters and Memos
All business memos should include:

• TO: (To whom is the memo directed?)

• FROM: (Who wrote the memo?)
• DATE:
• SUBJECT: or RE:
 Types of Letters and Memos
• Letters of request
• Letters of apology
• Application letter
• Response letters
• Cover letters, recommendations
• Letters of complaint
• Letters to vendors and suppliers
• Memos that deal with employee issues
• Memos that make announcements
• Memos for policies and procedures
 “The greatest problem in
communication is the illusion that it
has been accomplished.”
- George Bernard Shaw
 Have you hit your Target?
• In written communication most confusion and
frustration are caused by failing to be specific.
Make it clear brief and concise.
A Vehicle for Communication:
The Business
Memo
 What should you know about Business
Memos?
Memoranda (memos) are the equivalent within a business of the letters sent
to people outside of are internal correspondence. They:

• almost always are used within an organization

• usually are informal in style
• normally function as a non-sensitive communication
• are short and to-the-point
• have a direct tone / language
• have a business tone / no slang or jokes
• do not require a salutation (formal greeting)
• do not have a complimentary closing as does a business letter (END)
• have a format very different from a business letter
• may address one person or a group of individuals

Examples: To: Mr. Alieu Jallow, CEO of Gambega

or
To: All Student Support Services Participants
 In short, for a Business Memo . . .
• Use block format (no indents).
• Single space the text.
• Use 10 or 12 point font size.
• Business (office) may require use of letterhead.
• Margins may vary, depending on letterhead style as this
example shows:
Memorandum (heading)
To:
From:
Date:
Reference or Subject:

• Start the introduction, generally, with purpose or provide an executive

summary (depending on type of memo).

• Present main body of the memo here.

• You may provide some indication of the end of the memo (END)
 VARIATIONS
• There a many variations of memos. The next slide
exemplifies just a few. You can however check
templates on your MS Word for adoption or use
your workplace’s template.
• Note, if a memo is to be sent to several people,
all their names should appear so that each knows
who else has received it. Sometimes multiple
copies could be made one for each recipient.
• Occasionally, a circulation list is attached and
each ticks his name on the list to indicate that the
memo has been read.
 MEMO FORMATS
MEMORANDUM
DATE:
TO: FROM:

Name of Company
Memorandum
From:……………………………………… To:…………………………………………
Date:………………………………………. Ref:………………………………………
Subject:…………………………………………………………………………………..

COMPANY MEMORANDUM FORM NO 414

TO: SUBJECT FROM
DATE
General Writing Tips
The Ins and Outs of Paragraphs:
• Be conscious of paragraph size and structure.
Keep each appropriate for the paper’s
purpose.
• Open each paragraph with a statement, and
then follow that statement up with evidence
i.e. specific support/detail.
General Writing Tips
• Do not present new points at the ends of
paragraphs. Make a claim first, and then go about
supporting it before moving on.
 REFERENCES
• MASTERING BUSINESS COMMUNICATION – L.
A. WOOLCOT and W. R. UNWIN

• 4) WRITING GUIDELINES FOR BUSINESS

STUDENTS – L EMERSON