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Writing for Business Business style Types of business writing Formal reports , letters, e-mail, Types of business writing informal reports formal reports letters e-mail memos advertising (leaflets, posters, press releases) talks and presentations

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Writing for business l.jpg

Writing for Business

Business style

Types of business writing

Formal reports , letters, e-mail,


Types of business writing l.jpg
Types of business writing

  • informal reports

  • formal reports

  • letters

  • e-mail

  • memos

  • advertising (leaflets, posters, press releases)

  • talks and presentations

Business Skills Induction


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Why is business writing different?

  • Finding solution to problems is more important than discussing theory

  • Its purpose is to help decision making

  • Must be easy to be read quickly

  • Should contain necessary information only

  • It is usually written to a particular person (s)

  • Accuracy is of vital importance

Business Skills Induction


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Making it easy to read

  • Carefully planned structure

  • Numerous subheadings

  • Numbered paragraphs

  • Concise language

  • Tables and diagrams

  • Bullet-points

  • Business-like presentation

Business Skills Induction


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Writing objectively

  • Provide facts and evidence

  • Give both sides of the argument

  • Give opinions based on facts not supposition

  • Be precise“People are taking sick leave far too often” “Last month an absence rate of 10% was reported by five departments. In the opinion of the CEO this is having a damaging effect on the company”

Business Skills Induction


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Writing formal reports - structure

1 - Title Page

2 - Contents list

3 - Executive summary

4 - Terms of reference

5 - Methodology

6 - Findings

7 - Conclusions

8 - Recommendations

9 - List of references

10-Appendices

Business Skills Induction


Formal reports l.jpg
Formal reports -

1 - Title page:

  • title should communicate what the report is about

  • must include name of author(s) and person for whom report is written (‘addressee’)

  • should look ‘business-like’ (avoid pictures)

    2 - Contents Page:

  • should include page numbers of all main sub-titles

  • needs separate contents for: text; tables; diagrams

Business Skills Induction


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Formal reports -

3 - Executive summary:

  • a summary of the report’s key findings

  • so that readers can determine whether to read the entire report

    4 - Terms of reference:

  • Who is writing the report?

  • Who requested the report and when is it due?

  • What is it about?

  • Why is it being written? (give the background to the problem)

Business Skills Induction


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Formal reports -

5 - Methodology:

  • What you did to investigate the problemPeople you spoke to, library search, web-sites, research methods, questionnaires, interviews

    6 -Findings:

  • Clear description of what you found out

    Objective description of data, graphs, diagrams, etc.

  • This includes relevant theory you have identified

  • No opinions, just a neutral description

Business Skills Induction


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Formal reports -

7 - Conclusions:

  • Summarise key points of your findings

  • Identify any further problems uncovered by your findings

  • Discuss the meaning and implications of the findings in relation to the original problem

    8 - Recommendations:

  • List the action that should be taken to resolve the problems identified in your conclusions

    (not always required)

Business Skills Induction


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Formal reports -

9 - List of references:

  • Use Harvard format as for academic writing

  • Don’t forget to include references in the text where you have used other people’s ideas or data

    10 - Appendices:

  • Only include if documents are referred to in main report

  • e.g. - questionnaires, letters, interview reports

Business Skills Induction


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Business letters -

Use standard layout for business letters

Structure:

  • Paragraph 1: State intention of the letter

  • Paragraph 2: Main body: provide information & present it in logical form

  • Paragraph 3: Conclusion: summing up & possible suggesting future action

    Tone:

  • variable between formality & informality. (Generally more impersonal than notes to friends!)

Business Skills Induction


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E-mail

  • Almost no style rules apply

  • Usually informal

  • Should be clear and concise

  • Start with the person’s name and finish with yours(but this is a matter of choice)

  • Must be accurate and legal(email may be forwarded to other people with your name on it)

  • Should not be personal business (many companies now routinely monitor staff use of e-mail)

Business Skills Induction


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Summary

  • Types of business writing

  • Business writing style

  • Formal report structure

  • Letters and e-mails

Business Skills Induction


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