Business Writing

Contents

1. Introduction 2

2. Business communication 3

3. Emailing etiquette 4

Subject line 6

Opening and closing a letter or e-mail 6

Formal vs. informal 7

Writing numbers 8

Avoid unnecessary attachments 9

Your signature 9

4. Business correspondence structure 10

5. Letters templates 11

6. Tips for success 13

Keep writing simple 13

Be original 17

Use the right tone 18

Express views and influence people 19

7. Presentation   and proofreading 22

8. Standard phrases for letters and e-mails 24

9. Punctuation guide 31

10. Your grammar guidance 33

11. Commonly   confused words 34

1. Introduction

Very few people are lucky enough to receive formal training in business writing. Most of us learn from experience once we start work. This handbook is designed to make the learning process easier and quicker.

2. Business communication

Business writing is a form of communication. The communication process is all about the flow of information. We want someone else to understand the message we are sending them.

Means of communication include:

Letters, memos, reports

Telephone calls

Meetings

Conveying the message in writing is necessary when we need:

To keep a record of what we say

To encourage a reader to keep our message for future reference

To help a reader remember complex information

To communicate with a busy person at his convenience

Once you know that you need to communicate in writing, there are three important factors to remember:

1. The message

2. The reader

3. The writer

Although the writer has the difficult task of writing the message, such effort is wasted if the reader does not understand it. Thus, the reader is the most important person in any written communication.

Keeping this in mind, remember to:

Ask yourself with every sentence: “What I am really trying to say?”

Picture your reader – imagine that you are talking to him – would you use the... [continues]

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