English for Business Writing Prepare for Adlink Technology INC. Prepared by Yu Tao (Tom) Morgan...

English for Business Writing

Prepare forAdlink Technology INC.

Prepared by Yu Tao (Tom)

Morgan EnglishMay 2, 2006

English for Business Writing 2

Contents1. Introduction

2. Part One – Email Writing Techniques (21 Course Hours)

① Features of Email Writing Efficiency Cost-saving Humanness Documentation Multi-recipients Recycling

② Structure of Emails Header Text Area

③ Business Email Writing Request Email Follow-up Email Reminder Email

④ Abbreviations and Smiley Faces

⑤ Remarks on Common Email Errors


Contents (cont’d)

3. Part Two – Business Letter Writing (18 Course Hours)

① Role of Business Letters

Effective Communication

Impression of Professionalism

Formality and Courtesy

② Basic Features of a Good Business Letter

0% Error = 100% Reliability

Accuracy Brevity, clarity, courtesy and interest

③ Parts, Styles and Layout of Business Letters

3 Parts – Contacting Details, Body and Supporting Information

18 components – 13 obligatory, 5 optional

3 Styles and Layout - Block, Semi-block and Indented

④ Introduction to Some Common Business Letters

Enquiry Letter

Response Letter

Application Letter

Confirmation Letter


Contents (cont’d)

4. Part Three – Meeting Notice and Record (9 Course Hours)

① Basic Features of Meeting Notice and Record

② Standard Structure

③ Techniques on Shorthand and Symbol Writing

④ English vs. Chinese Conversion

⑤ Use of Idioms

5. Final Examination

This will be done on July 25 or 27, 2006. Exam questions all relate t

o what have been taught in class. Students should be able to do well

as long as they grasp what they have learned from the course.

6. Course Completion Ceremony


1. Introduction

Good business writing not only helps commercial partners establish cooperative

relationship and reach successful deals, but also creates effective internal

communication to enhance understanding and efficiency. This program tailored for

Adlink Technology aims to improve its key personnel’s English business writing in the

fields of email construction, official letters, meeting notice and record. The entire

material is programmed into 48 course hours, during which students are trained to

achieve standard and effective business writing in English. While delivering the

techniques, the instructor will also spend a significant amount of time in allowing class

interactivity, on-spot writing and evaluation on students’ writings.


2. Part One – Email Writing Techniques ① Features of Email Writing

Efficiency

Computer is everywhere in our life. It is most efficient to construct and edit an E-letter. It gets delivered and received at the same time.

Cost-saving

It only needs a connected PC and gets to everywhere in the world

at the same cost.

Humanness

It’s not restricted by time and distance, and people can have live communication.

Documentation

Regardless whether they are small or large, few or many, email letters are easily saved and documented.

Multi-recipients

An email can be received by multiple individuals at the same time.

Recycling

Email letters are of recycle use as long as the communication is same subject related.


2. Part One (cont’d) – Email Writing Techniques

② Structure of Emails

An email letter is normally comprised of 2 parts – header and text area.

They can be explained as follows:

Header

Header includes From, To, Cc, Blind Cc and Subject, of which

From, To and Subject are obligatory items, others can be optional

depending on the needs of the actual mail.

An original email can be used to either reply to the sender, or reply to

the sender and some (or all) recipients in the mail. It can also be

forwarded in the same text to anyone it is supposed to go.

Text Area

The text area usually consists of Salutation, Body, Complimentary

Close and Signature. They have different functions and each has its

own characters.


2. Part One (cont’d) – Email Writing Techniques ② Structure of Emails

Text Area (cont’d) Salutation

Salutation are usually classified and written as follows,

Recipient Name Known Recipient Name Unknown

Dear Mr. Smith:

(or Dear Ms. Smith)

Dear John Smith:

(or Dear Jenny Smith)

Dear John,

(or Dear Jenny)

John (or Jenny),

Dear ABC [email protected]:

(Dear ABC 1234)

Dear Sales Manager:

Dear Sir / Madam:

Ladies and Gentlemen:

mailto:[email protected]



② Structure of Emails (cont’d)

Text Area (cont’d)

Message Body

There are no distinct rules for the writing of the actual message

body. However there are certain tips a writer may find useful. For

instance, the following contents tell some of the Dos and Don’ts: The Dos:

• Be brief. People nowadays do things in rush, let them finish your mail.

• Make it easy for your recipient to reply.

• Make the appearance more attractive to read.

• End with either a deadline or a positive goodwill statement.

• Make yourself good online. Remember, your email can easily be forwarded by your recipient to anyone else in the company (or the world).



② Structure of Emails (cont’d)

Text Area (cont’d)

Message Body (cont’d) The don’ts

• Use all capital letters.

• Forward a 3rd person’s email to someone else without careful thinking.

• Bears unpleasant news.

• Requires immediate response.

• Could be misunderstood.

• Send an email you consider as secret.

• Forward message without a comment.

• Overrun with smiley faces or other emotions. They are less appealing to business associates.

• Use discriminative terms.

• Press “send” without checking for mistakes.


2. Part One (cont’d) – Email Writing Techniques ② Structure of Emails (cont’d)

Text Area (cont’d) Complementary Close Depending on the relationship with the recipient, the writer can put the complementary close in the following ways:

The writer can also use the “Thank You Exit” mode as complimentary close to end the message. It means that, instead of using any of the terms in the above table, the writer can also just say “Thank you” at the end of the message.

Careful mail (usually the 1st or a formal one)

Regular mail (to someone with a reasonable

relationship)

Personal mail

Yours sincerely,

Yours faithfully,

Yours truly

Sincerely,

Faithfully,

Truly,

With best (or kind) regards,

Best (kind) regards,

Regards,

With best wishes,

Best wishes,

Yours,

As ever,

Cheers,

Take care,

Bye for now,

Bye,



② Structure of Emails (cont’d) Text Area (cont’d)

Signature

Subject to the relationship with the recipient, the writer can put the signature as classified in the following:

Simple signature (first name)

John, Tim, Jenny, Nancy

Simple Signature (full name & email address)

John Smith <[email protected]>

Full signature (formal personal mail)

John Smith [email protected]

Adlink Technology INC.

Unit 801, Building E, Yingchuangdongli Plaza

No. 1 Shangdidonglu, Haidian District, Beijing

Phone: (86-10) 1234-5678, Fax: (86-10) 8765-4321

Full signature (formal business mail)

John Smith [email protected]

Manager, Project ABC

Adlink Technology INC.

Unit 801, Building E, Yingchuangdongli Plaza

No. 1 Shangdidonglu, Haidian District, Beijing

Phone: (86-10) 1234-5678, Fax: (86-10) 8765-4321




2. Part One (cont’d) – Email Writing Techniques③ Business Email Writing

There are some fundamental elements in business email writing people need to pay attention to, and they can be found in the following:

Make sure email is the right method for communicating the particular message. A good body of a business email usually contains facts (or backgrounds), the

writer’s comments and conclusion. Think about the reader before composing the message. Try to give a personal touch if possible. Try to make the subject line descriptive and interesting. Get the reader’s attention in the first paragraph. Include only the necessary details and avoid everything else. Try not to write long paragraphs. Use lists to convey a series of ideas. Make all the names, dates, times and figures accurate. Check for spelling mistakes and use correct punctuation. Try to minimize the number of attachments in one mail. Send the message only to the people who need to receive it.

Below we will read some business email examples in the sort of request, follow-up and

confirmation.


2. Part One (cont’d) – Email Writing Techniques③ Business Email Writing (cont’d)

Request Email

Example of a Request Email Comments

From: [email protected]

To: [email protected]

Subject: Booklet of Tour Information

Dear Jenny:

Thank you for sending me the booklet which describes the tour products your company is selling. It is really helpful to me and my colleagues when we sit down and plan our vacation. Unfortunately, however, I have by chance misplaced this useful material and a thorough search has not recovered it.

Do you think you could send me a replacement copy. This time I promise to take good care of it. I would appreciate your kind understanding in this matter and hope to receive the booklet soon.

Thank you and kind regards,

John

ABC Company

The subject talks about the reader’s business, and thus attractive.

The 1st paragraph compliments the products of the reader’s company, and it most likely gets the recipient to read on.

Use “could” to show politeness, and “soon” to express the anxious need.

Say “thank you” again to further strengthen the request.




2. Part One (cont’d) – Email Writing Techniques③ Business Email Writing (cont’d)

Follow-up Email

Example of a Follow up Email Comments



Subject: RE Booklet of Tour Information

Dear John:

Thank you for the interests you and your colleagues have shown on our products. It is my pleasure to send you a replacement booklet and I will do it before the end of business today.

As a matter of fact, besides what you have read in the booklet, our company provides various special offers to the market in different seasons. For instance, for the month of March, we are selling a special air fare for only $599 from Beijing to Seattle on Northwest Airlines. If you are interested in any of our specials, please visit our website at www.tour.com, or simply give me a call at 1234-5678.

Thank you again and hope you will use and enjoy our products.

Best regards,

Jenny

Tour Company

The subject talks about the reader’s interests.

The 1st paragraph confirms to send the replacement as requested.

The 2nd paragraph takes the opportunity to further advertise the products in a natural way.


http://www.tour.com/



③ Business Email Writing (cont’d) Reminder Email

Example of a Reminder Email Comments



Subject: Reminder of Most Recent Air Fare Specials

Dear Jenny:

Thank you for organizing the incentive tour for our company last week to Sanya. That was really a good experience. We now have a further understanding on your company and the products.

I recall in Sanya you told me that you would send me your most recent air fare specials to the US. As we will soon organize a trip to Los Angeles and New York, I would appreciate you send me the fares as soon as possible.

Thank you and await your response.

Kind regards,

John

ABC Company

The subject talks about the reader’s business and gets immediate attention.

The 1st paragraph states some background information which relate to the message subject.

The next paragraph gets to the point and expresses the urgency.

Say “await your response” to reiterate the reminder.




2. Part One (cont’d) – Email Writing Techniques④ Abbreviations and Smiley Faces

Since email is a less formal way of communication, writers can type in abbreviations in the message text to the extent that they are not overused. The following are some commonly recognized abbreviations and smiley faces:

Abbreviations Meanings Smiley Faces Meanings

AAMOF

ASAP

B4

BFN

BTW

CU

EOM

FAQ

FWIW

FYI

IOW

NRR

OTOH

TTYL

TGIF

As a matter of fact

As soon as possible

Before

Bye for now

By the way

See you

End of message

Frequently asked questions

For what it’s worth

For your information

In other words

No reply required

On the other hand

Talk to you later

Thank God it’s Friday

:)

:(

;-)

:-7

:D

:-o

:-(O)

:-<

:-I

{ }

{{{***}}}

Happy

Sad

Sneer

Doubt

Laugh

Surprise

Scream

Anger

Don’t care

Hug

Hug & kiss



⑤ Remarks on Common Email Errors Structure

Leave the subject line blank. Confusing style of message writing. Use all capital letters - it means you are either desperate, or out of co

ntrol. Talk in a roundabout way - it means you don’t know what you are sayi

ng, or you are not confident on what you are saying. Get to the point on the first word - it could mean that you are not civiliz

ed. Frequently use emotional adverbs, like very, indeed, really, etc. Improper use of humor – it could be rude to people if they don’t get w

hat you mean. Overuse smiley faces and abbreviations.

Grammar and spelling

Such mistakes could make people feel you are not from a high-class organization, and you don’t care much about details. So always check grammar and spelling before you send the message.



⑤ Remarks on Common Email Errors (cont’d) Punctuation

Overuse brackets. Leave no space after punctuations. Omit punctuation after abbreviations, like e.g., vs., i.e., etc.

Idiom use

Some idioms do not mean what they appear in writing, so be careful and make sure you know the meaning before sending them out. For instance, “give me a break” means “I don’t believe you”, “pull my leg” means “mock at me”, etc.

Culture

Cultural gap exists between people of different native languages. If you are not sure about the cultural background of the recipient, then try to be neutral to avoid embarrassment. For example, not all people in the world celebrate Chinese New Year or Christmas, so rather than saying “Happy New Year” or “ Merry Christmas”, you can say “May the joy be with you during the holiday seasons”.


3. Part Two – Business Letter Writing

① Role of Business Letters

Effective Communication

Business letters play an essential role in a company’s correspondence with the out

side world. Such correspondence is often the most important means by which busin

ess relations with clients and associates are established.

Impression of Professionalism

Through a company’s letter, the reader forms an impression of the company. The i

mage of the company may relate greatly to its business writings.

Formality and Courtesy

Despite the growing use of telephone and other electronic media, business letters

provide the most personal contact between the public on the one hand and business

organizations and government agencies on the other. For example, although enquiri

es can be made by telephone, telex, postcard or email, if you wish to lodge a formal

request or demand more information, you may have to write a letter.


3. Part Two (cont’d) – Business Letter Writing

② Basic Features of a Good Business Letter

0% Error = 100% Reliability

It is crucial that letters should create a good impression. They must be well organized, attractively displayed, and as far as possible, free from errors in spelling, grammar and punctuation. A clean and error free letter most likely encourages the reader to put credit and trust on the writer.

Accuracy

If a company maintains high standard of accuracy in its letters, it usually suggests that high standard of service are also provided.

Brevity, clarity, courtesy and interest

A well-written letter may well pave the way for an essential relationship. Every letter should have an aim. A letter is often judged by whether or how well it fulfills its aim. Moreover, a well-written letter normally embodies the following features: brevity, clarity, courtesy and interest.




This section examines the component parts, and investigates the format and layout of business letters.

A business letter has 3 parts, which are Contacting information, Body and supporting information.

In the 3 parts of a business letter, there are 18 components, of which 13 are obligatory and 5 are optional.

A business letter can be formed in 3 different styles and layout, which are Block, Semi-block and Indented.




3 Parts of a Business Letter (13 OB – Obligatory, 5 OP – Optional)

3 parts of a business letter Description

Writer’s or return address (OB)

File references (OP)

Date line (OB)

Reader’s or inside address ((OB)

Attention line (OP)

Contacting details

Salutation (OB)

Subject line or heading (OB)

Introduction (OB)

Body (OB)

Conclusion or “stated intended action” (OB)

Complimentary close (OB)

Signature (OB)

Name & title of the writer (OB)

Position of the writer (OB)

Actual message

Enclosures (OP)

Copies to others ((OP)

Writer and typist references (OP)

Indication of page to follow (OB)

Supporting information



③ Parts, Styles and Layout of Business Letters (cont’d)

13 Obligatory and 5 Optional Components

Many of the components listed on slide 23 are obligatory in a good business letter. Others are optional and could either be included or omitted according to the purpose of a particular letter. For instance, if a letter is sent with documents enclosed, an indication of its enclosures should be provided. On the other hand, if nothing is enclosed, the letter should not include any enclosure reference. A description of each of the components on slide 23 is provided below.




13 Obligatory and 5 Optional Components (cont’d) The Writer’s or Return Address (obligatory)

♪ This is an essential piece of information that has to be included in a letter as this informs the reader where to send his or her reply.

♪ You can choose between the open and the closed styles.

1. 48 George Street 2. 48 George Street,

RANDWICK NSW 2031 RANDWICK NSW 2031,

Australia Australia.♪ The return address of business organizations is usually provided

in pre-printed Letterheads similar to either of the above.




13 Obligatory and 5 Optional Components (cont’d)

File References (optional)

♪ File references are optional elements of a business letter.

♪ File references are usually provided under the following headings:

Our Ref.:

Your Ref.:




13 Obligatory and 5 Optional Components (cont’d) Date Line (obligatory)

♪ The Date Line is an obligatory component of a letter since it is the most convenient way of providing a reference to your letter.

♪ There are a vast number of ways of writing dates. Some examples are given below:

1. 23/7/2006 2. 23 – 7 – 2006 3. 23.7.2006

4. 23 July 2006 5. 23rd July 2006 6. July 23, 2006

Example 1-5 above are British format, and example 6 is American format.

♪ No matter which date format you use, you should be consistent throughout. For example, a mix of British and American formats in the same letter not only gives an impression of poor organization and lack of consistency, but could also cause a good deal of confusion and result in great inconvenience.




13 Obligatory and 5 Optional Components (cont’d) Reader’s or Inside Address (obligatory)

The reader’s Address or the Inside Address is an obligatory component of a business letter. It usually appears beneath the Date Line, next to the left-hand margin. Its major function is to provide the writer with a record of to who and where a letter is sent.

Attention Line (Optional)

The Attention Line is an optional element. Some institutions require all incoming letters to be addressed to their chief executive such as the Managing Director or the Commissioner. Suppose you have to send a letter to a client’s firm which requires all correspondence to be addressed to its Managing Director that the letter will not be misdirected to another person when it reaches the firm, you could include Ms. Lee’s name in the Attention Line:

Attn (or attention) : Ms. Lee





Salutation (obligatory)

♪ The Salutation begins the second part of a letter where the actual message is given. If you know the name of your reader, you should salute him or her by writing Dear followed by his or her title and family name, e.g.,

Dear Mr. Wilson

Dear Ms. Young

Dear Dr. Robinson

Dear Prof. Lee

♪ If you do not know the name of your reader, you should use either Dear Sir or Dear Madam. Sometimes Dear Sirs may be used if you are addressing more than one person in your reader’s firm.





Subject Line or Heading (obligatory)

♪ The Subject Line or Heading is a preferred element in a business letter. It enables the reader to identify the topic of the letter at a single glance.

♪ It facilitates effective communication.

♪ Learners of letter writing might find selecting an appropriate phrase for the Subject Line a very difficult task indeed and often choose to omit it.

♪ It is not difficult to learn and master the technique. With most letter, a noun phrase describing the topic will be satisfactory, such as Order No. BR2013 or Computer Labora

tory Hire.





The Introduction of a Letter (obligatory)

♪ The actual message of a well written business letter should be presented in three distinct parts: Introduction, Body and Conclusion.

♪ The first paragraph of a letter is normally reserved for the Introduction. It compliments the Subject Line and spells out the topic clearly, preparing the reader for the details to follow in the Body. It usually refers to a previous medium of communication such a letter, another document, a telephone call, an advertisement or some other contacts. Experienced writers often keep their Introduction brief.





The Body of a Letter (obligatory)♪ The second paragraph begins the Body of the letter. It is the part where

supporting details of the topic are specified.

♪ Some common topics found in the Body of business letters may include requesting or offering information, providing instructions, and confirming business deals or arrangements.

♪ The Body may take one or more paragraphs.

♪ For easy reading, such information may be presented in columns or sub-paragraphs.

♪ Use simple words and sentences.

♪ The tone of language used in contemporary business letters is usually friendly, personal and sincere. For this reason, active structure rather than passive ones are preferred. Compare the two examples below.

1. Enclosed herewith are a brochure and a price-list. 2. I enclose a brochure and our price-list for your reference.





Conclusion or “Stating Intended Action” (obligatory)

♪ It is the next step of the letter, and it should not take too long to appear.

♪ You may specify, for example, some communication you hope to receive in the future.

♪ You should provide a message of appreciation and / or offer a parting note such as “with good wishes”, “ Merry Christmas”, etc.





Complimentary Close (obligatory)

♪ It is an obligatory component following the salutation. See below the corresponding relations:

♪ From the above table, we can tell that British and Australian writers are more formal than the Americans.

Country Salutation Complimentary Close

United Kingdom and Australia

Dear Mr. Carrington

Dear Sir / Madam

Yours Sincerely

Yours faithfully

United States Dear Mr. Carrington

Dear Sir / Madam

Yours truly

Yours truly




13 Obligatory and 5 Optional Components (cont’d) Signature (obligatory)

♪ It is an obligatory component. The name is word-processed in the letter, so never forget to actually sign the document.

♪ An unsigned letter does not carry any legal weight.

Name and Title of the Writer (obligatory)

Signatures are often difficult to make out. So beneath the

signatures, writers often have their names typed out. Some

examples are provided below:

Chris Craig

Jenny Carter (Ms.)

Peter Long (Dr.)

Helen Pennington (Prof.)





Position of the Writer (obligatory)

♪ The position is often provided beneath the name and title.

♪ Some examples of positions include Director, Managing Director, Manager, Marketing Manager, Sales Executive, Financial Controller, etc.

Enclosures (optional)

♪ This element is included if additional information or documents are enclosed.

♪ The abbreviation forms as “Enc.” or “Encl.” are placed at the left side of the page bottom. The following is an example:

Enc. ZX99 brochure




13 Obligatory and 5 Optional Components (cont’d) Copies to Others (optional)

♪ “Copies to others” appears in letters as c.c. (carbon copy).

♪ Both the reader and related parties will know who else has received copies of the letter.

♪ The mark is normally placed at the lower left-hand margin of a letter.

Writer and Typist References (optional)

♪ This is an optional component. It appears under the c.c. list.

♪ The references can be one of the following forms:

1. AB / gw 2. CFG / AB / gw

AB could be Alan Brown, who takes full responsibility of the first form. CFG could be Christina Florence Gordon, who shares responsibilities with Alan in the second form. gw could stand for Grace Wilcock, the typist.





Indication of Page to Follow (obligatory)

If the letter takes more than one page, an Indication of the Page to Follow is normally given at the bottom of the first page. It usually takes one of the following forms:

1. cont./…

2. cont./…2

3. cont./…133

Form 1 indicates that there are page(s) to follow. While form 2 and 3 respectively means that there are 2 and 133 pages to follow.




3 Styles and Layout of Business Letters

The block style

Contacting details

Subject

Dear Jenny:

Thank you for sending me the booklet which describes the tour products your company is selling. It is really helpful to me and my colleagues when we sit down and plan our next vacation. Unfortunately, however, I have by chance misplaced this useful material and a thorough search has not recovered it.


Complimentary close

Signature

Title





3 Styles and Layout of Business Letters (cont’d)

The semi-block style

Contact details

Date

Subject

Dear Jenny:



Complementary close

Signature

Title





3 Styles and Layout of Business Letters (cont’d)

The indented style

Contact details

Date

Subject

Dear Jenny:



Complementary close

Signature

Title




④ Introduction to Some Common Business Letters

Enquiry Letter Letter written to enquire about information are know as Letters of Enq

uiry.

In the commercial sector, a dealer could write to a distributor to enquire product information. An importer could write to an oversea supplier enquiring about terms of business.

At an individual level, a student could write to a university asking for course scholarship. A parent could write to a primary school enquiring about children’s enrolment information.

Normally, a Letter of Enquiry can be divided into three parts – Introduction, Body and Conclusion.

Introduction may include the subject line and the first paragraph. Body may take one or more paragraphs. Conclusion usually spells out the writer’s wish to the reader after reading the letter.

The following is an example of an Enquiry Letter,



④ Introduction to Some Common Business Letters (cont’d)

Enquiry Letter (cont’d)

Example of a Course Enquiry Letter Parts

Writer’s Contacting Information

15 May 2006

Reader’s Contacting Information

Dear Sir

English For Business Communications Course

I am writing to enquire about the above course which was advertised on the website of your

Institution on 5 April.

Introduction

I am interested in the following course details:

1. Dates;2. Fees;3. entrance requirements; and4. enrolment procedure.

Body

I would appreciate it if you could send me the above information at your earliest convenience.

Yours faithfully

John Smith

Conclusion



④ Introduction to Some Common Business Letters (cont’d) Response Letter

In the commercial sector, a supplier could respond to an enquiry of an overseas distributor. In turn, the distributor could forward a reply to a local dealer.

At a personal level, you could respond to the requests of business firms, professional bodies, government agencies and other institutions to provide information or documents.

Like the Letter of Enquiry, the Letter of Response consists of three parts – Introduction, Body and Conclusion.

The introduction normally consists of the subject line and the first paragraph. It identifies and addresses the topic of the enquiry.

The body includes supporting details. This part of letter can be quite brief if the information requested is straightforward.

You may regard your response as an excellent opportunity to stimulate the reader’s interest in your products. Therefore, in the conclusion, you should aim at attracting your reader to return for business.

The following is am example of a response letter,


3. Part Two (cont’d) – Business Letter Writing④ Introduction to Some Common Business Letters (cont’d)

Response Letter (cont’d)

Example of a Response Letter Parts


15 June 2006


Dear Mr. Lee

Your Reference: DR2378/HL

Thank you for your letter of 12 June asking me to provide a statement regarding a minor road accident which involved my car on 5 June in Stanley.

Introduction

I now enclose the following:

1. A car condition report;2. A traffic accident investigation report.

Body

I trust this will facilitate the processing of my claim. Meanwhile, please let me know if you require further information.

Yours sincerely,

Michael Chiu

Enc.

Conclusion



④ Introduction to Some Common Business Letters (cont’d) Application Letter

Letters of Application are written when people apply for jobs, courses, services, etc. You are to an extent acknowledging the authority of your reader.

You are aware that the reader, or the institution the reader represents has full authority to either approve or reject your application.

At a personal level, you could apply for a job. You could also, on behalf of you child, write to the Headmaster of a school to apply for enrolment.

An Application Letter consists of 3 parts - Introduction, Body and conclusion.

The introduction often comprises the Subject Line and the first paragraph. The topic in the letter is normally specified in the Subject Line. The first paragraph may provide some background information regarding the application.

The Body of a letter provides details in support of the application. This could include references to supporting documents and key points of such documents.

The conclusion often requests the reader to provide a prompt reply.

The following is an example of an Application Letter,



④ Introduction to Some Common Business Letters (cont’d) Application Letter (cont’d)

Example of an Application Letter Parts


10 March 2006


Dear Ms Wong

Installation of the New Anti-virus Software in my PC

Further to my telephone conversation with you yesterday, I am writing to lodge a formal application for the installation of the above software on my PC.

Introduction

As discussed on the phone, I used to have an anti-virus program on my PC for a while. But I finally removed it because the software made a real slow start whenever I turned the PC on. Unfortunately, my PC then got no protection against virus. I hope your new software could solve my problem, or at least makes the situation improved.

Body

Please advise me on when your technician can visit my place to install the software.

Yours faithfully

Peter Yeh

ABC Project Manager

Conclusion



Confirmation Letter Letters of confirmation are written when people wish to put down thing

s or items in writing which they have previously discussed and agreed upon. Such letters could then become formal records of the agreements. They could also serve as reminders for the reader.

At a personal level, you could write to the Principal of your child’s school to confirm his or her absence.

A confirmation may consists of 3 parts – Introduction, Body and Conclusion.

The Introduction often refers to some previous communication such as a phone call or a letter to the topic provided in the Subject Line.

Details to be confirmed usually follow. Such details constitute the Body of the letter.

In the conclusion, the writer usually checks with the reader to see if he or she has any questions or requires further information.

The following is an example of a Confirmation Letter



Confirmation Letter (cont’d)

Example of a Confirmation Letter Parts


10 November 2006


Dear Mr. Walker

Our order No. MTC/001

Further to my telephone conversation with you yesterday, I would like to thank you for allowing us a special discount. This makes it possible for us to confirm the above order.

Introduction

I am pleased to enclose our order form. We would appreciate it if you could acknowledge receipt by signing and returning the duplicate to us.

Body

Please advise if there are any questions to this matter.

Yours faithfully

Gary Goh

Chief Buyer

Enc.

Conclusion


4. Part Three – Meeting Notice and Record

Meetings are common means of communication in an organization, particula

rly when there are needs for consolidated information to be distributed on the

one hand, or confusing situation to be cleared on the other.

In order for all relevant participants to be prepared and be at the meeting on t

ime, the organizer needs to send out a well-drafted notice. A good notice is a

good beginning of a meeting.

Meeting is not for the purpose of meeting, it is to have the issues discussed,

and to get the actions implemented and examined by real life. No matter how

successful or effective a meeting is, the result will not be seen if the meeting s

ubjects are not noted and carried out. Therefore, a good meeting record is ne

cessary for all participants. It serves not only as reminder of the matters discus

sed, but also clarifies responsibilities so confusions are minimized.

The below contents talks about the method and techniques on how to send o

ut a clear and meaningful meeting notice. Moreover, the principles and skills o

n making a good and concise meeting record are also discussed.


4. Part Three – Meeting Notice and Record (cont’d)① Basic Features of Meeting Notice and Record

There are some fundamental principles for meeting notice and record, which are found in the following: Clear and accurate on venue, time and participants of the meeting. Simple but clear description of the meeting agenda. Prioritize the issues and tasks discussed at the meeting. Action plan for outstanding issues discussed at the meeting.

In particular, a meeting notice should pay attention to the following: Administrative Information on meeting time, venue and participants Background information on issues relating to the meeting, and sometime

the reason(s) for the meeting Meeting agenda and preparations required Follow-up actions and evaluating method

Meanwhile, a meeting record should take notes on the following: Prioritize the issues and tasks at the meeting, so the after-meeting follow

up could be more reasonable and effective. Issues can also be listed in the timely manner.

When fast notes need to be taken, try to divert your attention to both listening and writing. The split could be 70% listening and the rest writing.

Highlight responsibilities. Use bullet points for easy reviewing of the meeting.


4. Part Three – Meeting Notice and Record (cont’d)

② Standard Structure

Meeting notice usually consists of 3 parts – header, agenda and follow

up notes. Header includes information on venue, time, organizer and

recipients of the meeting. Agenda tells the issues to be discussed at the

meeting. Follow up notes normally explains what actions need to be taken

after the meeting.

Meeting record usually consists of 3 parts – header, contents and

follow up notes. Header contains information on meeting time, venue,

organizer and participants. Contents includes issues and problems

discussed at the meeting. It sometimes combines the record taker’s

comments on his or her pro-activeness and responsibility. Follow up notes

record the plans for actions required after the meeting. Usually the follow

up notes are in accordance with that of the meeting notice.

The next 2 slides are respective examples of meeting notice and record.


4. Part Three – Meeting Notice and Record (cont’d)② Standard Structure (cont’d)

Meeting Notice

Example of a Meeting Notice Parts

To: All Area Sales Managers

From: Nancy Chang, Assistant to the General Manager

Cc: Gordon Clark, General Manager, Greater China

Subject: Meeting on Market Analysis

Time: 14:00 – 17:00, 12 June 2006

Venue: Board Room 3, Corporate Head Office Tower

Header

Dear Sales Managers:

Gordon would like to conduct a market analysis meeting with all of you. Please find

meeting agenda as follows:

1. Update on Corporate Business Status (Gordon Clark)

2. Area market report and sales goal update (each Sales Manager)

3. Area issues which need head office support (each Sales Manager)

4. Other subjects (all)

Please be prepared to discuss issues of your respective area with Gordon at the meeting.

Contents

The meeting will decide a future mechanism on how to evaluate yours and your team’s performance on a monthly basis. So bring ideas to the meeting and you are required to submit the performance evaluation form in the future after this meeting.

See you all in the meeting.

Regards,

Nancy

Follow up Notes


4. Part Three – Meeting Notice and Record (cont’d)② Standard Structure (cont’d)

Meeting Record

Example of a Meeting Record Parts

To: All Area Sale ManagersFrom: Nancy Chang, Assistant to Gordon Clark, General Manager, Greater ChinaSubject: Meeting Record on Market AnalysisMeeting Time: 14:00 – 17:00, 12 June 2006Venue: Board Room 3, Corporate Head Office Tower Participants: All Area Sales Managers

Header

Dear All:Gordon is very happy with the meeting and the following are the notes taken,1. The company has done well in the first quarter, but the increasing fuel price puts threats on further

development. It’s been decided that all corporate designed products will have a surcharge starting next month.

2. Head office will send 2 yield management analysts to Shanghai to better understand the market from its standpoint. Staff brainstorm required for YM improvement.

3. Competitor is planning a season’s special to boom sales. We need to join the race so not to be left behind. This needs head office approval.

4. Mr. EVP plans for a China visit in late July and would like to meet his counterpart at HP and have dinner with Mr. Watson at Goldman.

Contents

To follow up, please find below the actions assigned to you. Please update me with development of the tasks.1. Brief staff of the fuel surcharge news.2. Set up meeting schedule with key accounts for the YM visit. (Esther)3. Do a quantitative analysis on a season’s special in reaction to competitor’s similar offer. (Norton)4. Need to talk to Susan and Jeannette on arrangements for MR. EVP. (Robert)5. Design a evaluation form for the team and submit to Nancy at the end of each month. (all)Please let me know if there are any questions to the above.

Thank you and regards,Nancy

Follow up Notes


4. Part Three – Meeting Notice and Record (cont’d)③ Techniques on Shorthand and Symbol Writing Taking notes during the meeting for a complete record requires fast

and accurate writing. The following will discuss the skills on shorthand and symbol writing. Shorthand Writing

There are 4 primary principles for shorthand writing, which are: Attention Diversion – The writer should split his / her attention

to 70% in listening and 30% in writing. Replacement – For same word, subject, issue, use symbol to

replace. Simplicity – It is not necessary to take down all details. The

important thing is to write down major issues, and items easy to forget, i.e. figures, dates.

Abandonment – When there are too much information, take down the ones which are most relevant and easiest to forget. Don’t panic.



③ Techniques on Shorthand and Symbol Writing (cont’d) Symbol Writing

There are many symbols which can be used in fast writing. Many smiley faces in email writing can be used. Besides, the following summarizes a group of easy to recognize and grasp symbols:

Symbols Meanings Letter Symbols Meanings Letter Symbols Meanings

>

<

+

_

[ ]

X

:

!

Bigger, better

Smaller, worse

Plus, moreover

Minus, except

Among, within

Wrong, mistake

Speak, express

Danger, alert

C

Y

M

W

D

H

M

S

d.

.d

.2y

N

T

V

Century

Year

Month

Week

Day

Hour

Minute

Second

Tomorrow

Yesterday

2 years ago

Many, much

Think

Victory, achievement

Al

Bz

Co

Congrats

CN

Demo

Doc

Edu

Eg

Info

Grad

Gym

RU

UK

US

Although

Business

Company

Congratulations

China

Demonstration

Document

Education

Example

Information

Graduate

Gymnasium

Russia

Britain

The united States


4. Part Three – Meeting Notice and Record (cont’d)④ English vs. Chinese Conversion There are certain techniques for English vs. Chinese conversion. The following discuss t

hem in separate. English to Chinese Conversion

Each sentence usually has more than only a couple of words, make sure you get the key word and know what it means.

Word to word conversion sometimes does not make sense in Chinese, so get the meaning of the contents and say in your own words.

Do not exaggerate, do not undermine. Practice makes it perfect.

Examples – English to Chinese: What about calling him right away?

马上给他打个电话，你觉得如何？（增译主语和谓语） You will be staying in this hotel during your visit in Beijing.

你在北京访问期间就住在这家饭店里。（省译物主代词） I‘m all for you opinion.

我完全赞成你的意见。（介词转动词） Too much exposure to TV programs will do great harm to the eyesight of childr

en.孩子们看电视过多会大大地损坏视力。 ( 名词转动词 )



④ English vs. Chinese Conversion Chinese to English conversion

There are many ways to express a Chinese sentence in English, so don’t be stuck if you think you don’t know the one way.

A Chinese sentence can also be expressed in different words. Try to think if there is another way of saying which is easier to be put into English.

Form a habit of thinking in English. It will help you with the language sense when needed.

Practice makes it perfect.

Examples – Chinese to English:

时间不早了，我们回去吧！We don't have much time left. Let's go back. ( 句型转换 )

在美国，人人都能买到枪。In the United States, everyone can buy a gun. ( 正译 )In the United States, guns are available to everyone. ( 反译 )



④ English vs. Chinese Conversion (cont’d) Examples (cont’d) – Chinese to English:

可以从因特网上获得这一信息。You can obtain this information on the Internet. （正译）This information is accessible/available on the Internet. （反译）

他突然想到了一个新主意。Suddenly he had a new idea. ( 正译 )He suddenly thought out a new idea. ( 正译 )A new idea suddenly occurred to/struck him. （反译）

他仍然没有弄懂我的意思。He still could not understand me. ( 正译 )Still he failed to understand me. ( 反译 )



⑤ Use of Idioms Idioms are often used in daily languages, particularly when people speak or write

informal notes to each other. In business writing, idiom use is not recommended in most cases, unless the writers are good acquaintances. However, since meeting record taking could be time-stricken, some simple language idioms can be used to achieve fast writing.

The following are examples of some commonly used idioms: Idioms Meanings Idioms Meanings

A pain in the neck

A piece of cake

Beat a dead horse

Big headed

Break the ice

Bull in a China shop

Burn night oil

Bite the bullet

Apple polish

Come down in sheets

Cross the line

3-dog night

Get the ball rolling

Give me a break

Goose bumps

A problem

Easy to do

Do in vain

Arrogant

Pro-activity

A rough person

Overuse one’s energy

Take the bad result

Flatter

Heavy (snow, rain)

Too much

Cold night

Start

I don’t believe it

Scared

Hit the road

Hold your horses

In the dark

Not lift a finger

Out of the pan and into the fire

Poker face

Put all of one’s eggs in one basket

Pull my leg

Rubber neck

Stab in the back

Tell me about it

Up in the air

When pigs fly

Start

Slow down

Do not understand

Do not help

Trouble one after another

Unchanged face

Big bet

Mock at me

Diverted attention

Do back things against someone secretly

I agree

Outstanding

Impossible


5. Final Examination

Everybody wants to be a member of Adlink Technology.

6. Course Completion Ceremony

Say “CHEESE”.

English for Business Writing Prepare for Adlink Technology INC. Prepared by Yu Tao (Tom) Morgan...

Documents

Transcript of English for Business Writing Prepare for Adlink Technology INC. Prepared by Yu Tao (Tom) Morgan...