English for Business Communication (Business Email, Client Communication and Presentations)

1. English for Business Communication
(Business Email, Client Communication and
Presentations)
By: Afsheen Khan

2. Overview
 Perfect Professional Email in English in six steps
 Communicate with Client
 Use of Positive Words
 Use of Professional Language
 Common Phrases - Presentations
 Sample Emails
 Points to Remember

3. Perfect Professional Email in English in 6 steps
• Subject Line
Always have a subject line that summarizes briefly and clearly the contents of the
message (example: Re: Summary of Our Meeting with ABC Suppliers).
• Begin with a greeting
“Dear Lillian”, “Dear Mrs. Price”). If we don’t know the name of the person we are
writing to, use: “To whom it may concern "or “Dear Sir/Madam”.
• Thank the recipient
if someone has a question about our company, we can say, “Thank you for
contacting Life Green Systems”. If someone has replied to one of your emails,
be sure to say, “Thank you for your prompt reply” or “Thanks for getting back
to me”.

4. • State your purpose
If you are starting the email communication, it may be impossible to include a line of
thanks. Instead, begin by stating your purpose. For example, “I am writing to
enquire about …” or “I am writing in reference to …”.
• Add your closing remarks
Before you end your email, it’s polite to thank your reader one more time and add
some polite closing remarks. You might start with “Thank you for your patience
and cooperation” or "Thank you for your consideration” and then follow up with,
"If you have any questions or concerns, don’t hesitate to let me know” and “I look
forward to hearing from you”. Make use of words: Glad, Oblige, Request etc.
• End with a closing
The last step is to include an appropriate closing with your name. “Best
regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such
as “Best wishes” or “Cheers” unless you are good friends with the reader. Finally,
before you hit the send button, review and spell check your email one more time
to make sure it’s truly perfect!
Perfect Professional Email in English in 6 steps

5. • When can we visit for the site evaluation?
• Could you give me directions to your office?
• The directions were quite clear
• I have an appointment with Mr. XYZ at his office on Monday
• Tell me something about the site condition/ company/ requirement
• Our company was established in Sep, 2000
• We have excellent reputation for service
• We are in the fresh water management business
• Pleased to meet you
Communicate with Client

6. Tell me more about the company?
• If you visit our website, you can find wide range of products and services
Who are your main competitors?
• It depends on the region, However, our reputation for service is excellent.
We are well known in the market for high quality and reliability
What about the XYZ market? (Key : Learn to tackle politely)
• We don’t compete in XYZ Market at present due to (mention reason). May
be things will change in the future.
How much is the project going to cost?
• I can’t say at the moment. Let me get back to you as earliest after
observing site condition.
Communicate with Client

7. Use of Positive Words
Be positive!
Look at these words: helpful, good question,
agreed, together, useful, I will do my best,
mutual, opportunity.
Now look at these negative words: busy, crisis,
failure, forget it, I can’t, it’s impossible, waste,
hard.
The words you use show your attitude, so
choose your words wisely.

8. • Informal – Thanks for emailing me on 15th February
Formal – Thank you for your email dated 15th February
• Informal – Sorry, I can’t make it.
Formal – I am afraid I will not be able to attend
• Informal – Can you…?
Formal – I was wondering if you could….?
• Direct – I need this in half an hour.
Indirect and polite – Would it be possible to have this in half an hour?
• Direct – There will be a delay
Indirect and polite – I’m afraid there may be a slight delay.
• Direct – It’s a bad idea
Indirect and polite – To be honest, I’m not sure if that would be a good
idea.
Use of Professional Language

9. Formal
I am writing to make a reservation/ to confirm my booking/ to ask for further
information about …
I am writing with regard to the sale of …/ to the complaint you made on 29th February
Thank you for your e-mail of 29th February regarding the sale of… / concerning the
conference in Brussels.
With reference to our telephone conversation on Friday, I would like to let you know
that…
Could you please let me know if you can attend … / if you are available for a meeting on
12th December?
I would appreciate it if you could please send me a brochure/ if you could please reply
within two days.
Could you possibly arrange a meeting with the Project Manager?
I would also like to know if there are any swimming pools in your area.
Please let me know how much the tickets cost.
Use of Professional Language

10. Common Phrases - Presentations
• I’m glad to see so many of you here today
• I’d like to talk about (product and services)
• Our main aim today is to …
• First, I’ll describe/ tell about Life Green Systems
• Moving on to my next point
• Now, I’d like to hand over to (name), who will talk about …
• Sorry, I didn’t catch the question
• I’d like to finish by thanking you all
• If anyone has any further questions, or would like to give any feedback
privately, then please feel free to email me. (Share your official email)

11. Sample Emails
SAMPLE EMAIL FOR CALLING A MEETING:
To: jennys4@abc.com; sarahj2@abc.com; michaelk5@abc.com; peterw2@abc.com;
Cc: markf1@abc.com; dominicj6@abc.com;
From: nadinet1@abc.com;
Subject: Early Quarterly Meeting
Good Afternoon Everyone,
There will be a meeting next week Thursday (26th) at 3pm in Room 5C. All staff in the
marketing team are expected to attend, as we will be discussing our strategy for the
next quarter.
We’re having this meeting earlier than usual due to the sudden surge of popularity
surrounding our latest product. Please come prepared with ideas, queries, suggestions
for further promotions and any questions, as we will not have time to discuss this
during peak time.
Please expect the meeting to last approximately 3 hours.
Yours,
Nadine Thomas
Marketing Supervisor

12. Sample MOM
SAMPLE MINUTES OUTLINE:
AGEND: MARKETING STRATEGY FOR QUARTER 2
Thursday 26th February – ROOM 5C (Date and Place)
Start Time:________ End Time:________
Meeting hosted by: _________________
Attendee Name: Signature:
1.
2.
3.
4.
5.
6.
7.
Main topics on the agenda:
– Quarter 1 Presentation by Dominic
– Pros and cons of latest product
– Q1 Feedback from team
– Ideas for Q2
– Media attention
Notes:
Conclusion:

13. Sample Meeting Reminder
Want to write an e mail to our business associate for meeting?
I already had a discussion with our associate for business meeting, want to type a
formal mail
Dear Paul,
I am sending you a reminder of our meeting on March 12th. As we discussed the
meeting will be at Tim Horton's at 10 a.m.
I look forward to seeing you there and discussing the arrangements for us to work
together on Modular Rainwater Harvesting Project.
Sincerely,
James Win

14. Sample – Meeting with Someone who is interested in our
products/services.
Dear Marketing Manager,
Our company, (name), would like to request a meeting with you to discuss the
services that we can offer you.
(Details of some of the services and company)
Please contact me with an opening in your schedule so that we can arrange a
meeting.
Thank you in advance for the opportunity to meet with you.
Sincerely,
Your Name

15. Point to Remember
Write a meaningful subject line.
Keep the message focused.
If there is an attachment, never forget to attach the document, first
attach then enter email
Identify yourself clearly. (Use correct signature)
Be kind. (Salutation, Regards and Thanks)
Proofread. (Always re-read the message before sending)
 Should switch on the spell check