1. BUS 503 Business Communication
Chapter 14
BUS 503 Business Communication
Business Writing

2. Chapter Contents The Seven Components of Writing
Language
Sentence Structure
Paragraph Structure
Rhythm
Tone
Order of Information
Editing According to Principle of Plain English
The Advantages of Writing in Plain English
Efficiency
Equity
Effectiveness

3. The Seven Components of Writing
Ten Secrets for everyday writing success
Preparation
Always use a sample ( a similar piece of writing)
Shorter is always is better
Use concise and appropriate language
Visualize your audience and write to meet their needs
Do the outline first even if its one page letter
Write and then rewrite
Format is important
Read it load at the final stage writing
Check spelling and grammar

4. The Seven Components of Writing
A plain English writing style-that is, a reader-friendly writing style-is good clear writing that considers the reader’s needs and gets the message across easily and quickly.
It reduces the chances of misunderstanding and ambiguity.
Good writing results from thoughtful planning.
Planning stage: In planning stage take your time to identify your purpose, receiver, what you want to say and put this in logical sequence.
Editing stage: check your work regarding (accuracy, completeness
Writing stage: make sure your tools are words, sentences, paragraphs, and layout work for you.

5. The Seven Components of Writing
Language: is the communication tool that expresses meaning and gives a form to ideas, feelings and events as you transmit to others. -use simple language -Remove unnecessary words -Avoid Clichés (overused words and phrases that have lost meaning and impact). -Use specific language (old vehicle). -Use technical terms carefully (motherboard, port, pixel) -Use the active voice -Choose non-discriminatory, Inclusive language (Male-dominated terms) -Use parallel language (Man and woman compared to a the man and the

6. Unnecessary Words Poor or incorrect use Better use Precedes before
Goes before or precedes
Reverse backward
Reverse
Possible benefit
Benefit
Repeat again
Repeat
Actual fact
Fact
The majority of
Most
Progress forward
Progress
On the occasion of
When
A number of different
Various
I personally I
Wise words of wisdom
Wise words
Completely eliminate
Eliminate
End results
results

7. Clichés Poor use Better use Reside Live Terminate End Utilization of
Optimum
Best
Finalize
Finish
At this point in time
Now

8. The Seven Components of Writing
Sentence: A simple sentence: one clause + verb + subject James carried the baby. Compound sentence: James carried the baby and Mary pushed the stoller. Complex sentence: James carried the baby who was carrying. A sentence fragment does not make complete sense on it is own. “Writing to the clients” “Writing to the clients was an important task for the manager”

9. The Seven Components of Writing
Sentence: Short sentence is better than long. Use the following to join two sentences: Or and but so because unless although otherwise Sentence Readability
Number of words
Readability
8 or less
Very easy 11
Easy 14
Fairly easy 17
Standard 21
Fairly difficult 25
Difficult
29 or more
Very difficult

10. The Seven Components of Writing
Paragraph Structure: is a cluster of sentences built around one idea or point. Paragraph
Opening paragraph
Closing paragraph
A statement of the subject
Very easy
A statement of the intention of the piece writing
Easy 14
Fairly easy 17
Standard 21
Fairly difficult 25
Difficult
29 or more
Very difficult

11. 2. Structure, layout and style: general business writing
Contact info: Yours followed by the receiver’s
Salutations
Dear Sir or Madam
Attention: Mr. Simon
Opening: State the purpose
As you requested,
Per your request,
I am writing about…

12. 2. Structure, layout and style: business e-mail
Subject: Use a meaningful key word
Salutations
Dear Sir or Madam
Dear John
Opening: State the purpose
I am writing to ask about
I am interested in learning more about
I am afraid we have a small problem.

13. 2. Structure, layout and style: all business writing
Body : Give details
With reference to your phone call this morning
Use short paragraphs
Long paragraphs are not going to be read.
Use blank lines between each paragraph
When making points, number them or mark each point as separate

14. 2. Structure, layout and style: all business writing
Body : Give details
With reference to your phone call this morning
Use short paragraphs
Long paragraphs are not going to be read.
Use blank lines between each paragraph
When making points, number them or mark each point as separate

15. 2. Structure, layout and style: general business writing
Closing: Talk about future actions
I look forward to hearing from you soon.
I look forward to discussing these issues further.
Signature
Yours faithfully,
Sincerely yours,

16. 2. Structure, layout and style: business e-mail
Closing: Talk about future actions
Please contact me again if I can be of any assistance.
I look forward to hearing from you soon.
Attachment
Please find attached the report you requested.
Sorry, I forgot to attach the file(on my previous ).
Signature

17. 3. Sample e-mails: Saying no politely (1)
Subject: Hi
To Hank,
What’s up? The weather is so nice. I hope your business will prosper.
You said I should work on a new project. I can’t do that. I have too much work to do.
Anyway, how is your wife doing?
Reply to me soon – Byong Min

18. 3. Sample e-mails: Saying no politely (2)
Subject: New project
Dear Simon,
Thank you for considering me for the new project. Unfortunately, my current workload is too high for me to start another project.
Again, thank you for your consideration and I hope I will be able to work with you on another occasion.
Best regards,
Omer Ali

19. 3. Sample e-mails: Meeting notice (1)
Everyone!
You remember next week’s meeting. Everyone must be at the meeting. If you cannot go, let me know.
It will be on Monday, November 16th. Time is 1. Place is the conference room.
You have to come!
Simon

20. 3. Sample e-mails: Meeting notice (2)
Deal all,
The next PR Meeting will be held in the Conference Room at 1300 hours on Monday, 16 November.
Follow-up items from our last meeting are:
New Brochure
Annual Dinner with Customers (Sunset)
If you wish to add any further items to the agenda, please let me know before 8 November.
Yours sincerely,
George

21. 3. Sample e-mails: Our of the office notice (1)
Subject: Vacation
Hi,
I am going on a vacation. But you can still contact Young Hee Kim.
If you want, you can send me s. I will check them when I get back.
Cheers,
Henry

22. 3. Sample e-mails: Our of the office notice (2)
Subject: Out of the office: July
Hi Sam,
I hope everything is well with you. I’m writing to let you know that I’ll be out of town on a vacation from July 6 thru 12.
Young Hee Kim will sit in for me while I’m away. You can find her address on the CC line.
If you need to contact me directly, please call me on my cell at (000) XXX – XXXX.

23. 3. Sample e-mails: Congratulations (1)
Subject: Congratulation
Dear Mohammed,
Congratulations on the promotion. Good job!
Treat me to lunch sometime!
Sincerely, AA

24. 3. Sample e-mails: Congratulations (2)
Subject: Congratulations
Dear Omer,
Congratulations on your promotion! It is a great accomplishment and I’m sure your team will totally benefit from your expertise.
Congratulations again and let me treat you to lunch or dinner sometime!
Take care, A

25. 3. Sample e-mails: Setting up a meeting (1)
Subject: Meeting
Harry,
I heard you wanted to have a meeting. Let’s make a schedule this Thursday.
Time is up to you but I prefer morning time.
Thank you.
Simon

26. 3. Sample e-mails: Setting up a meeting (2)
Subject: Meeting
Jane,
Omer told me that you wanted to set up a 1 hour meeting with me. Would this Thursday (26th) work for you?
If so, please let me know what time would be convenient for you. I would personally prefer to have the meeting in the morning, but my schedule is quite flexible in the afternoon on that day, too.
Hope to hear from you soon,
George

27. 4. Sample business letters: Inquiry
Dear _______,
I am writing to inquire about your office furniture line.
We are expanding our office in Seoul and we will need
extra desks, chairs and filing cabinets. Could you please send me your catalog with prices, sizes and colors for
those items?
Yours faithfully,
Simon

28. 4. Sample business letters: Reply to the inquiry
Dear _______,
Thank you for your inquiry. I am sending a catalog to you today
which shows details of office supplies we offer.
You can also see our entire products on our website at
We offer a 5% discount for orders made
through our website.
Please contact me if you have any questions.
Yours sincerely,
John Smith
Sales Executive

29. 4. Sample business letters: Apology
Dear _______,
I am writing in regards to your order for office furniture.
I regret to inform you that we are unable to deliver the desks on
time. This is as a result of problems at our supplier’s factory. We
have the desks on pages 37 and 38 of our catalog in stock, however, in three different colors (brown, black, and white).
With regard to the chairs and filing cabinets, we will deliver the
goods before 13 November, as agreed.
With apologies, 
Yours sincerely,
John
Sales Executive

30. 5. Other business letters: Accepting an invitation
Dear _______,
Thank you for your invitation for the forthcoming event.
The theme is certainly innovative and groundbreaking,
and it would be an honor to be a part of this exciting
event.
Please find my acceptance note enclosed. If any other
information is required, do not hesitate to reach me at
my office.
Thank you again for the invitation.
Sincerely,

31. 5. Other business letters: Thank you
Dear _______,
Thank you for all the assistance you have provided me during our recent project.
I appreciate the information and advice you have given, as well as the knowledge you have shared with me. Your expertise and help have been invaluable during this process.
Again, thank you so much. I sincerely appreciate your generosity.
Best Regards,

32. 6. Proofreading
Format
Times New Roman, 12 point or Arial, 11 point
Double space between paragraphs (press Enter twice)
No indentation necessary
Content
Subject: Is it brief and informational?
Tone: formal / informal
Salutation: Is it appropriate?
Purpose / details / future actions

33. 6. Proofreading
Accuracy
Capitalization
mr George’s visit  Mr. George’s visit
Punctuation
Before going to the airport I will stop by the office.
Before going to the airport, I will stop by the office.
Spelling: Spell names correctly!
Articles: the, a/an
I will have contract ready by the next week.