Developing Business English

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  • 1. DEVELOPING BUSINESS ENGLISH & COMMUNICATION by Prof. Iqbal Khan UNITAR Resource Person 2003-2004 and 2005 Fellowship Cycles SURE Institute Lahore, Pakistan
  • 2. Taboos in Letter Writing Old Customs that have vanished In earlier days letters ended thus “Your obedient servant” “We beg to remain, Dear Sirs, faithfully yours”. We herewith take the liberty of acknowledging your letter of recent date” ‘Attached hereto, you will please find same. Thanking you very kindly, we beg to remain. “In reply to your letter of the 21st Instant, we would wish to estate” “Trusting you will be in a position to do same” ‘Your favor has duly come to hand, and we beg to advise’. The underlined phrases are not the language of modern communication. They are obsolete and because of their nature have become Taboos. They destroy rather then help the chances of a Business letter. Can you image yourself talking the language of those gone by letters. Furthermore it was also assumed as a good practice to follow the following rules: that you may not begin a sentence with ‘and’ or ‘but’ a. There has never been a rule against it. Do it intelligently. You can shorten sentences. They have importance for flow. Also use ‘Therefore’: “NEXT” to start a sentence. This also helps in shortening sentences and is known as linking words. b. This type of advise is misguided e.g., that you may not end your sentences with a preposition. c. That you may not repeat words. If you mention task forces reports don’t change to ‘studies’.
  • 3. The Format of a Business Letter CALIFORNIA STATE UNIVERSITY Department of English School of Humanities and Fine Arts Letter Head Heading July 1st, 2003 Mr. Saleem Elahi Secretary Punjab College of Art Inside Address Jail Road Lahore Body of the Letter Salutation Dear Mr. Elahi Complimentary Close Sincerely yours Signature Rehman Akhtar Signature Identification Mr. Rehman Akhtar Professor of Business Communication WW: ms I.E.D. Block Encl. Copy: Howard Brody A Business Letter in the Modified Block format. Shows parts of a letter and some auxiliaries.
  • 4. Effective Letter Writing Block Letter Head (Heading) Date Name & Title Firm’s Name Address City, State Salutation: (Opening) Body of Letter Complementary Close Writer’s Typed Signature Writer Title Initial A Business letter has four principle parts: Heading, Opening, Body and Closing. Salutations: Dear Mr. Khan: Dear Mrs. Khan Dear Sir: Dear Miss Khan Gentlemen: Dear Ms. Khan Dear Messrs. Rahman and Rahim (formal) Dear Prof. Abdullah Dear Dr. Rustam: Dear Drs. Rustam
  • 5. Modified Block with Block paragraphs Letter Head Date (Heading) Confidential Name & Title Firm’s Name Address City, State Attention Line. Salutation: Subject or File Ref. Body of Letter Complementary Close Company Name Writer’s Typed Signature Writer Title Initial The date line, complementary close, and signature Enclosure ock line usually start at the centre of the page. bl Mailing Instructions Copy Notation PS. The Date Line, Complementary Close, and Signature block lines usually start at the centre of the page.
  • 6. Modified Block with indented paragraphs Letter Head Date (Heading) Confidential Name & Title Firm’s Name Address City, State Attention Line. Salutation: Subject or File Ref. Body of Letter Complementary Close Company Name Writer’s Typed Signature Writer Title Initial Enclosure Mailing Instructions Copy Notation The standard paragraph indentation is five spaces from left margin.
  • 7. Model Letter Executive Style Letter Head Date Salutation: Body of Letter Complementary Close Writer Title Name & Title Firm’s Name Address City, State Enclosure The executive style is appropriate for personal and semi social business letters, such as letters of appreciation, congratulations, condolences, informal Business initiations and responses to type written business invitations. It can be a Block or indented style paragraphs.
  • 8. Complementary closing Conservative Business letters, Friendly Very truly Yours, Sincerely Yours, Yours Sincerely Very formal Respectfully yours, Yours Respectfully 1. Modified Block Letter, with Mixed Punctuation 2. Inside Address 3. Salutation To a Man To a Woman Dear Sir Dear Madam Gentlemen: Used for writing to a company, a box number, or any group. Use the right salutation “Dear Mr. (Last Name) (Maintaining Formality) “Mr. Charles Robberts’ do not write “Dear Mr. Charles 4. Complimentary Closing Established friendly contact Very sincerely yours, Yours very sincerely Sincerely yours, Yours sincerely Sincerely, If you are personally acquainted with your reader or if you are extending an invitation, you may use. Very Cordially yours, Yours very Cordially Cordially yours, Yours Cordially Cordially
  • 9. Signature It is appropriate for you to use only your name in the signature portion if 1. You are writing a personal business letter or 2. You are a correspondent for a very small firm Your business title or department The company name. If you type your letter on a printed letterhead, there is usually no need to report the company name in the signature. The company name should be typed however, if you use plain paper. Unmarried women usually sign their name without using Miss. *The UN has recognized using Ms. for women as standard for married or unmarried women. File reference Example of files reference. File: Example in a reply to a letter in reply refer Letter with auxiliary parts (Full-Block style, with mixed punctuation) 2. Mailing Directions 3. Attention line 4. Subject line 5. Signature parts 6. Enclosure notation Styles of Business Letters Modified-Block Style Semi block style. Is the most popular Full block style. The full block style, sometimes called pure block style, production rates are therefore boosted considerably.
  • 10. The Memorandum Many businesses have full and half-size printed forms that are used for interoffice communications. Personal titles are usually omitted from memo headings, but professional titles are included. Use block style for the body, lining up the paragraph with the heading items. Horizontal Heading Memorandum To Subject From Date Vertical Heading Memorandum To From Date Subject.