Session 4 of Say-it-right

1. Say-it-right!
Session 4
Business writing:
Emails, memos & letters

2. In this session, you should be
able to:
1 Identify errors in written
business correspondence.
2 Practice writing emails and
memos in an appropriate
style.
3 Effectively respond to written
business correspondence.

3. Warm-up
What is a business
correspondence?

4. Activity 1
1. Rearrange the structure / format of a
business letter / email / memo.
2. What are the style differences
between business letters / emails /
memos?
3. What are the benefits of using emails
over letters?
4. What could be the disadvantages of
using emails?

5. Business correspondence
1.Audience
2.Purpose
3.Types of communication
4.Types of business
document

6. Business correspondence
Audience
i. Status
ii. Familiarity with the subject
Purpose
i. Inform
ii. Persuade
iii. Call to action

7. Business correspondence
Intra-office communication
i. Internal
ii. Within the organisation
iii. Colleagues / different department /
levels
iv. Email
v. Memo
vi. Letter (less common)

8. Business correspondence
Inter-office communication
i. External
ii. Outside organisation
iii. Clients / customers / suppliers
iv. Email
v. Letter

9. 1.Plan & organise message
2.Language
3.Tone
4.Formality
Writing style

10. Plan & organise message
i. Understand subject / situation
ii. Define audience & purpose
iii. Decide how to order content
Writing style

11. Language
i. Clear: short & simple words
ii. Concise: strong verbs, active voice
iii. Coherent: linking words
iv. Correct: grammaer / spelleleing
Writing style

12. Tone
i. Polite: respect receiver
ii. Positive: stress what can be done
iii. Personal: reader’s perspective /
personal pronouns
Writing style

13. Formality
i. Position of the sender in relation to
the receiver
ii. Purpose & subject of communication
Writing style

14. Formal letter

15. Email
Greeting
Purpose
Support
Details
Closing

16. How to write professional emails
1.Begin with a greeting
2.Thank the recipient
3.State your purpose
4.Closing remark
5.End with a closing

17. Memo

18. Do’s and don’ts
DO
• Appropriate signature block
• Proper spelling & grammar
• Review message at least twice
before sending

19. DON’T
• Forget subject line
• Use UPPERCASE / lowercase / tOGGLE
cASE
• Attach very large files
• Use humour / jargon / idioms / slang
• US vs UK spelling
• Forms of date: 5/10/2017 = 5th October
2017 / 10th May 2017
Do’s and don’ts

20. Activity 2
1. Review the differences between spoken and
written English language.
2. Make corrections of their own business letter /
email / memo.
3. Discuss with the class.
i. What is good about their email / memos?
ii. What can be improved about:
• Structure
• Language register (formal / informal
expressions)
• Aim / purpose
• Grammar
• Politeness

21. Activity 3
1. Write an email according to the standards
given by your organisation.
2. Discuss the emails you have written:
i. Identify the main contents.
ii. Identify the format.
iii. Identify the register used.
iv. Identify sender & receiver.
v. Identify words / expressions that can be
vi. used to indicate formal expressions in a
business correspondence.

22. Check your understanding
1 What are the errors in written
business correspondence?
2 How do you write emails and
memos in an appropriate
style?
3 How do you effectively
respond to written business
correspondence?

23. Reminder
Mid term examination in next
session (19/10/2017)
Covering all topics session 1-4
Duration: 1 hour

24. View slides here:
www.slideshare.net/nawalmus