business writing .ppt
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1. Basic etiquette
2. Structure, layout and style
3. Sample e-mails
4. Sample business letters
5. Other business letters
6. Proofreading
Agenda
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Be concise and to the point I have received your letter of the 15thday of this month.
Thank you for your letter, dated November 15th.
Active vs. passive Your order will be processed today. (formal) I will process your order today. (personal)
Follow the tone of the senders message Formal / informal
1. Basic etiquette: general business writing
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Read and reply within 24 hours
Do not write only in CAPITALS
Avoid too many fancy details:underline and italics
Try not to use abbreviations:
LOL, OMG, TTYL
Take care with emoticons: *^^*
1. Basic etiquette: business e-mails
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2. Structure, layout and style: general business writing
Contact info: Yours followed by the receivers
Salutations
Dear Sir or MadamAttention: Mr. Simon
Opening: State the purpose
As you requested,Per your request,
I am writing about
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2. Structure, layout and style: business e-mail
Subject: Use a meaningful key word
Salutations
Dear Sir or MadamDear John
Opening: State the purpose
I am writing to ask aboutI am interested in learning more about
I am afraid we have a small problem.
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2. Structure, layout and style: all business writing
Body : Give details
With reference to your phone call this morning
Use short paragraphsLong paragraphs are not going to be read.
Use blank lines between each paragraph
When making points, number them or mark each point
as separate
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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,
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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 e-mail).
Signature
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3. Sample e-mails: Saying no politely (1)
Subject: Hi
To Hank,
Whats up? The weather is so nice. I hope your
business will prosper.
You said I should work on a new project. I cant do that.I have too much work to do.
Anyway, how is your wife doing?
Reply to me soon Byong Min
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3. Sample e-mails: Saying no politely (2)
Subject: New project
Dear Hank,
Thank you for considering me for the new project.
Unfortunately, my current workload is too high for me tostart another project.
Again, thank you for your consideration and I hope I willbe able to work with you on another occasion.
Best regards,Byong Min
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3. Sample e-mails: Meeting notice (1)
Everyone!
You remember next weeks meeting. Everyone must beat the meeting. If you cannot go, let me know.
It will be on Monday, November 16th. Time is 1. Place isthe conference room.
You have to come!Jong Hee
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3. Sample e-mails: Meeting notice (2)
Deal all,
The next Marketing Meeting will be held in the Conference Room at1300 hours on Monday, 16 November.
Follow-up items from our last meeting are:
- New Brochure (Kevin Park)- Annual Dinner with Customers (Mandy Kim)
If you wish to add any further items to the agenda, please let meknow before 8 November.
Yours sincerely,Jong Hee
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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 e-mails. I will check themwhen I get back.
Cheers,Henry
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3. Sample e-mails: Congratulations (1)
Subject: Congratulation
Dear Rick,
Congratulations on the promotion. Good job!
Treat me to lunch sometime!
Sincerely,Juhee Kim
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3. Sample e-mails: Congratulations (2)
Subject: Congratulations
Dear Rick,
Congratulations on your promotion! It is a great
accomplishment and Im sure your team will totallybenefit from your expertise.
Congratulations again and let me treat you to lunch or
dinner sometime!
Take care,Juhee Kim
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3. Sample e-mails: Setting up a meeting (1)
Subject: Meeting
Harry,
I heard you wanted to have a meeting. Lets make aschedule this Thursday.
Time is up to you but I prefer morning time.
Thank you.Hyunji
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3. Sample e-mails: Setting up a meeting (2)
Subject: Meeting
Harry,
Ken told me that you wanted to set up a 1 hour meeting
with me. Would this Thursday (26
th
) work for you?
If so, please let me know what time would be convenientfor you. I would personally prefer to have the meeting inthe morning, but my schedule is quite flexible in the
afternoon on that day, too.
Hope to hear from you soon,Hyunji
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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 needextra desks, chairs and filing cabinets. Could you pleasesend me your catalog with prices, sizes and colors forthose items?
Yours faithfully,
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4. Sample business letters: Reply to the inquiry
Dear _______,
Thank you for your inquiry. I am sending a catalog to you todaywhich shows details of office supplies we offer.
You can also see our entire products on our website atwww.furnitureline.com. We offer a 5% discount for orders madethrough our website.
Please contact me if you have any questions.
Yours sincerely,John ChoSales Executive
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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 ontime. This is as a result of problems at our suppliers 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 thegoods before 13 November, as agreed.
With apologies,Yours sincerely,John ChoSales Executive
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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 otherinformation is required, do not hesitate to reach me atmy office.
Thank you again for the invitation.Sincerely,
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5. Other business letters: Thank you
Dear _______,
Thank you for all the assistance you have provided meduring our recent project.
I appreciate the information and advice you have given,as well as the knowledge you have shared with me. Yourexpertise and help have been invaluable during thisprocess.
Again, thank you so much. I sincerely appreciate yourgenerosity.
Best Regards,
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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
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6. Proofreading
Accuracy
Capitalizationmr yangs visit Mr. Yangs 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/anI will have contract ready by the next week.
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