Lesson 4

Formal English for Business Writing – Part 1

Presented by:

Mark Kennelly Course Educator

B.Sc. (Hons.)

Diploma in English for Business – Part I

Today’s Lesson

You will learn formal English for Business writing skills

You will explore the format of English for Business writing

You will study stylistic conventions

You will learn how to structure formal letters and emails with samples included

You will be exposed to connectors and linking devices

You will examine Relative Clauses

You will acquire more Business English terminology and be exposed to pronunciation

Summary

Next Steps

Q & A

General Structure of Formal English for Business Writing

General Structure of Formal English for Business Writing

How can you structure your formal English for Business writing?

• Introduction• Main body • Conclusion

• Brainstorm your ideas• Plan your writing• Be clear and coherent• Connect your ideas using connectors or linking devices• Explain your ideas

• idea • explain • example • further develop idea if necessary

• Paragraphs• Use spell check and self-edit

the main body = the middle partcoherent = logicalto brainstorm = to think about and write down your ideas

Stylistic Conventions

Stylistic Conventions

What is important regarding stylistic conventions in formal English for Business Writing?

• British vs. American English - Which of these words are British English and which are American English?- e.g. organise vs. organize, favour vs. favor- British English: organise and favour; American English: organize and favor

• Register, i.e. formal vs. informal language• Spelling• Punctuation• Type of writing, e.g. essay, report, letter, email, etc.• Style of language, e.g. argumentative, persuasive, descriptive, etc.

argumentative = opinionated persuasive = to make someone want something

Connectors and Linking Devices

Connectors and Linking Devices

What is their function?

They sequence or link your ideas, and create structure to your ideas and the paragraphs to make them more logical.

They also help introduce a new point and guide the reader through your writing.

Sequencing & Additional Information

• Firstly…, Secondly…, (Brit. English)• First…, Second… (U.S. English)• Furthermore…, Moreover…., In addition…, Additionally…, Also… (more informal)• Finally…, Lastly…, In conclusion…, To sum up…, In summary…

Contrast

• However…• but… (more informal)• On the one hand…, On the other hand…• Although…, even though… (emphasis), though… (more informal)• Whereas… (on the other hand)• Instead of… (rather than)• Despite the fact that…, Despite…, In spite of… (Even though) • Despite/In spite of the fact that + subject + verb, despite + verb –ing/noun,

in spite of + verb –ing/noun

Connectors and Linking Devices

Which of these sentences is wrong?

• Although he worked hard, he never reached the company’s targets.

• Despite the fact that he worked hard, he never reached the company’s targets.

• He worked hard; however he never reached the company’s targets.

• He worked hard, but he never reached the company’s targets.

• Instead of he worked hard, he never reach the company’s targets.

Instead of he worked hard, he never reach the company’s targets.

Connectors and Linking Devices

Comparison

• In comparison to/with…• Similarly…, similar to…• as…, like…

Reintroduction

• Regarding…, Concerning…, As regards…, In relation to…, In connection with…, In consideration of

• with regard to…, in regard to…, with reference to…, in reference to…, with respect to…, in respect to…

*examples are included in the formal letter and email.

Connectors and Linking Devices

Cause and Effect

• Therefore…, Thus…, Hence… (so)• because (of) (more informal)• since…, as… (more informal)• As a result (of)…, As a consequence…, Consequently…, due to…

Which of these sentences is incorrect?

• The company is expanding; therefore it needs to hire more employees.

• The company is expanding; consequently it needs to hire more employees.

• The company is expanding; thus it needs to hire more employees.

• The company is expanding because it needs to hire more employees.

The company is expanding because it needs to hire more employees.

Connectors and Linking Devices

Examples or Explanation

• For example…, e.g. …, For instance…• such as.., like…• That is…, i.e. …, In other words…(further explanation)• in this respect…/in this regard… (in this case or instance)• As shown by…, as illustrated by…, as presented by…

Connectors and Linking Devices

Generally or Specifically

• In general…, generally…, typically…, normally• In particular…, particularly…• In this context…, in this case…, in this instance…• specially vs. especially…

What’s the difference?

• specially = for a particular purpose• especially = particularly

Which of these sentences are incorrect?

• The managers are specifically helpful in most companies.

• The managers are especially helpful in most companies.

• The managers hired John especially to increase sales.

• The managers hired John specifically to increase sales.

The managers are specifically helpful in most companies.

The managers hired John especially to increase sales.

Language and Conventions for Formal Letter Writing and Emails

Language and Conventions for Formal Letter Writing and Emails

Language and Conventions for Formal Letter Writing

Introduction:

• Dear Sir/Madam,• Dear [insert name],• Mr., Miss, Mrs., Ms.

When do we use them in English?

• For a man, an unmarried woman, a married woman, the woman can be single or married

• To whom it may concern, (very formal)

Your address:

• in the top right hand corner and the date underneath this

The company address:

• on the left side at the top of the letter

Language and Conventions for Formal Letter Writing

Sign-off:

• Yours faithfully, • [insert your name]

*when you don’t know the name of the person you’re writing to

• Yours sincerely, • [insert your name]

*when you know the name of the person you’re writing to

• Keep it short and clear

• Use formal language and avoid contractions, e.g. I’m

• Watch punctuation, be consistent (follow the same format and style)

• Use connectors or linking devices to shape your ideas and paragraphs

Sample LetterMr. Paul O’Reilly,Manager,Go Gadgets,2 Fleet Street,Blackrock, Co. Dublin.

17th January 2016Ms. Susanna Herman,21 Hammer Drive,Clontarf,Dublin 3.

Dear Ms. Herman,

With reference to your order, number 3691 placed on the 11th January, I am writing to apologise for the delay in dispatching the item. Unfortunately, the specific model of the laptop which you ordered is currently out-of-stock. However, it should be back in stock by Monday. We expect to ship your order within the next three days.

Please do not hesitate to contact us if you have any queries.

Thank you for your patience while we are resolving this issue.

Yours sincerely,Paul O’Reilly (Manager of Go Gadgets)

to dispatch = to sendout-of-stock = not available to buy at the momentWhat is ‘out-of-stock’ an example of?compound adjectivea query = a questionto hesitate = to delay/to waitto resolve the issue = to fix the problem

Language and Conventions for Formal Emails

Introduction:

• Dear Sir/Madam, (very formal)

• To whom it may concern,

• Dear [insert name]

• Mr., Miss, Mrs., Ms. (very formal)

• Hi [insert name],

• Fill in subject field

Sign-off:

• Yours faithfully, (very formal)• [insert your name]

• Yours sincerely, (very formal)• [insert your name]

• Best regards,… Kind regards,… Regards,… Thanks, (more typical)• [insert name]

• Keep the message short and clear

• Use formal language

• Use connectors or linking devices to shape your ideas and paragraphs

Language and Conventions for Formal Emails

Sample Email

Email address: english.business@shawacademy.comSubject: ‘English for Business’ Course DetailsDate: 3rd October 2015

Hi Mark,

I’m writing to you regarding the ‘English for Business’ course. I just wondered how the course is assessed and what will I receive at the end of the course?

I would be grateful if you could answer my queries.

Kind regards,Jose Fernandez

Other Expressions for Formal Letters and Emails

• I am writing to you in relation to/regarding…• I am writing this letter/email to enquire about…/to inform you…/to apologise for…

/to apply for…/to confirm…• With reference to…, I would like to…• The issue/matter needs further clarification.• Thank you for your email concerning…• We aim to rectify the issue as soon as possible.• I would be grateful if you would/could… • Would it be possible to…?• If you need any further information, please do not hesitate to contact me.• If you have any queries, please do not hesitate to contact me.• We look forward to hearing from you soon.• We await your response.• Please find attached/enclosed the document you require.

New Terminology

• to enquire about = to ask about something/a general query (typical in British English)• to inquire = usually used for making formal investigations (typical in U.S. English)

*in practice, both are often used interchangeably• to inform = to tell• to confirm = to ensure• further clarification = further explanation• to rectify the issues = to resolve the issues • to hesitate = to delay/to wait• queries = questions• I would be grateful = I would appreciate• to require = to need

Relative Clauses

Relative Clauses

Relative Clauses

Two types:

• Defining Relative Clauses• Non-Defining Relative Clauses

Example from letter:

Unfortunately, the specific model of the laptop which you ordered is currently out-of-stock.

Which type is the example?

Defining Relative Clause

What is their function?

They give us information about the subject or the object and they can make two sentences become one longer sentence. They’re typical in formal writing.

Relative Pronouns:

Who (person), whom, which (animal or object), that, where (place), whose (possession)

Relative Clause:

Starts with a Relative Pronoun

Relative Clauses

Defining Relative Clauses:

• Defines the subject or the object• No commas to separate the sentence• ‘That’ can replace ‘who’ or ‘which’ (more informal)

e.g. The man who is the CEO of Shaw Academy participated in the 2012 OlympicGames.

Relative Clauses

Non-Defining Relative Clauses:

• Provides additional or extra information about the subject or the object

• Commas used to separate the relative clause• ‘That’ cannot replace ‘who’ or ‘which’ in this type

e.g. Bill Gates, who is the founder of Microsoft, participated in the 2012Olympic Games.

Relative Clauses

Which of these is a Non-Defining Relative Clause?

• Employees who work hard will be rewarded.

• Steve Jobs, who was the founder of Apple, was extremely creative.

• A company which makes a lot of profit will be successful.

• A good boss rewards their workers.

Steve Jobs, who was the founder of Apple, was extremely creative.

Summary

You learnt about formal English for Business Writing

You explored the format of English for Business writing

You studied stylistic conventions

You were exposed to connectors and linking devices

You examined Relative Clauses

You acquired more Business English terminology and were exposed to pronunciation

o Now we can continue building on your English for Business

o Attend all of the lessons live to ask questions in real time and benefit the most

o We’re here to help, so contact us anytime!

markkennelly@shawacademy.com thomasmcgovern@shawacademy.com