Unit 3: Business Writing

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Unit 3: Business Writing ENG 4CI

Types of Business Writing Business Letters Memos Emails Reports

Principals of Business Writing Language is formal Avoid contractions, slang and colloquialisms Clear and concise language is used Paragraphs are short, focused and to the point Organization is KEY! Organization is dependent on the type of writing.

Principals of Business Writing Based on facts Audience– Language and Content should be appropriate for the audience Purpose - Always state your purpose at the beginning of the piece Statistics and quotations should be referenced

Report Writing Over the next few classes we will explore report writing. We will look at examples We will discuss the qualities of an excellent report Our final goal is to write a formal report

Report Writing Purpose: to inform the audience about a subject Reports are made up of facts and arguments on a specific subject Information is presented in an ordered way Reports present findings and make recommendations Reports are focused on research

Report Writing Written in the third person (No “I”) Use headings & Subheading– states what will be addressed The purpose is stated in the introduction Includes a works cited page Focuses on research Think about answering Who, What, Where, When, Why and How

Parts of a Formal Report Title Table of Contents Introduction Findings Conclusions

Sample Table of Contents Title Headings and subheadings are numbered Single Spaced Headings in bold & in caps Subheadings are also in bold. No caps Subheadings are specific Subheadings can have subheadings An appendix is a spot to put diagrams or charts

Sample Reports 1 Introduction 1.1 Purpose The purpose of this report is to analyse two portable computers and recommend a suitable machine for the training staff to use at client locations. 1.2 Scope While investigating these two computers it is important to consider their suitability for corporate use, standard features, optional benefits and warranties. 1.3 Method The information used in this report was collected by consulting an independent review by the Australian PC Authority magazine and contacting the individual companies for additional information on the technical specifications and warranties on the machines. Heading EVERY REPORT BEGINS BY STATING THE PURPOSE!!!! Clear, concise language is used. Notice the sentence structure Subheading

Sample Report 2. Findings Lists need to have an introductory sentence 2.1 Micro-pro 8500 Series The following information was discovered about the 8500 series: Cost: $7895 RRP Weight: 4.5 Kg Size: (W x D x H) 357 x 275 x 50mm Screen size: 15.1" Clarity of screen image: Resolution could be higher, set at 1,024 x 768 you can see the pixels, but very easy on your eyes. (Australian PC Authority, April 1998, 'PCs and Notebooks - Reviews, p. 81) RAM: 64 Mb, RAM can be raised to a maximum 128Mb for $1140 Disk Drive: CD-ROM and 3.5" FDD Speed of the CPU: Pentium processor Lists use bullets