BUSINESS COMMUNICATION

Distinctions between business and literary English Contents

Products, prices, services, discounts, terms, claims, adjustments

Business

English life itself –

the hopes, fears, joys, sorrows, love, and dreams of human beings

Literary

English

Distinctions between business and literary English Purpose or aim

• evoke some material and immediate response or action from the reader.

• a letter of inquiry or reference; an application for a position; a letter ordering goods; a credit letter; a collection letter; sales letters

• all are designed to have something done.

Business

English

• Poetry, the short story, the novel, the drama, the essay

• Much more likely to aim at instruction, information, entertainment or emotional satisfaction than at a tangible reaction of response from the reader

Literary

English

Distinctions between business and literary English Style

Simple, direct, personal and individualIts value is in the depth of impression.

Business

English Very

elaborate

Its value lies in the finesse of expression.

Literary

English

SOURCES OF WORDS OF BUSINESS ENGLISH

Commercial or

mercantile

Scientific and

technical

Literary or common

What makes a letter good or bad is the choice and arrangement of

words..

Interest – in the choice of words, consider human interests. Some words are more interesting than others

Clearness – a word is clear

when its meaning is

easily understood.

choi

ces

ARRANGEMENT

Unity

Coherence Emphasis

The beginning and the end of a sentence are the most emphatic positions; therefore, an idea placed either at the beginning or at the end is emphasized because of the position.

A sentence is a unit of thought. A phrase or a subordinate clause should not be used carelessly as a sentence. Neither should thoughts which are not logically related to each other be put in the same sentence.

Coherence in a sentence is a matter of stating and arranging the parts in such a way that the relationship between is clear.Sentences that are related should be kept together.

Abbreviations The use of abbreviations is

considered poor form in both business and social correspondence, especially in the body of a letter.

Nevertheless, there are occasions when abbreviations that are accepted by authorities may be used.

Correct use of abbreviations:A person’s family name is never

abbreviated. Given names may be represented by initials. Names of the cities are never abbreviated.It is considered better practice not to abbreviate names of states and territories.The names of the months are preferably written out.No. or # should never be used in either the superscription or inside address.

Correct use of abbreviations:Correct: Pedro was taken ill on the 15th of June, died on July 1, and was buried on the 3rd.

One should never abbreviate to save time, especially if the abbreviation embodies a capital letter.There is a very little consistency in the capitalization of abbreviation. In the study of abbreviations, capitalization should be carefully noted.

D, st, th, etc., should not follow the day of the month, when the day is preceded by the name of the month.

Objective missions of Business Communication:

• It carries a message of importance.

• It must deliver the message promptly.

• It should sell either goods or goodwill, or both, or pave the way for future business.

• It is a business-getter.

Charateristics

Designed to meet existing circumstances and conditions, makes the situation clear and prepares the reader’s mind for the favorable reception of the message

At once the backbone and the heart of the whole letter, in which the writer has developed clearly, definitely, and persuasively the principal thought he wishes to impress upon the reader

The usual purpose of which is to clinch the chief argument of the letter and to leave a good impression on the reader. It contains the final urge that is to move the reader to act in accordance with the writer’s suggestions and wishes.

The Beginning

The Message Proper

The Close

The language of the letter It is progressive It is suggestive It must be positive It must be individual It must be clear It must be correct It must be concise

A business letter is progressive when:

it does not use hackneyed or outworn expression;

it does not use objectionable construction;

it does not use participial or passive constructions.

Begin a letter effectively with:

The subject of the letter:• The information contained in your letter

of April 3 is now under consideration.The you attitude: • Your letter of June 5 makes it possible

for us to proceed with the shipment of your order.

• You will be glad to know that your order for one case of Guild Erasers had been shipped by parcel post today, and it should reach you within three days.

Begin a letter effectively with:

A pertinent question:• Will it be possible for you to let us have your answer by

June 15.• Have you had an opportunity to see our new shipment of

Stetson Shoes?A definite, to-the-point statement:• Immediately upon receipt of your letter, we sent a

telegram to our Central Office.• It will be satisfactory to us if you can send us your

remittance by December 15.

A courteous request or command:• Please return the invoice mentioned in your letter of June

1.• Will you please refer to our letter of May 30, and check up

on or request.

Close a letter promptly, gracefully, and specifically with:A definite, to-the-point statement:• This information we shall very much appreciate.• Please tell us if we can be of further service to you.

A courteous request:• Will you please write us before June 1?• Will you please send your check now?

A courteous command:• Please use the enclosed envelope.• Just check the items in which you are interested.

A pertinent question:• May we have your opinion?• Can you arrange to do this?

Rewrite the following trite expressions, using language that is individual, clear, and forceful: Example:

Wrong: We are attaching hereto a copy of our contract.Better: We are attaching to this letter a copy of our contract.1. We wish to advise that your order has been shipped.2. We shall be pleased to talk with you at all times.3. We can deliver your furniture at this time.4. Your valued order for a tennis racket has just been received.5. Enclosed please find herewith your contract for the coming year.