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BUSINESS LETTER WRITING

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  1. BUSINESS LETTER WRITING © 2011 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

  2. Part I. Learning Objectives Part II. The Letter Writing Process 1.0 Planning 2.0 Organizing 3.0 Drafting and Revising 4.0 Formatting (available in notes) OUTLINE OF TODAY’S LECTURE

  3. To understand the nature of business letter writing as reader-centered LEARNING OBJECTIVES

  4. To learn how to deliver messages in business letters clearly, appropriately and persuasively LEARNING OBJECTIVES

  5. To appreciate the role of tone, culture and persuasion in business letter writing LEARNING OBJECTIVES

  6. THE PROCESS OF LETTER WRITING

  7. Plan to make your letter clear, appropriate and persuasive • Letter writing is a complex process. • Writing your letter demands critical thinking skills. 1.0 Planning

  8. Determine the message and purpose of the letter. • Analyze your reader. Consider: cultural orientations; reader-writer relations; level of interest and knowledge in the subject matter; specific needs; expected reaction to the letter… Planning

  9. Identify the type of business letter to be used. • Positive or neutral letter • Negative letter • Apology letter • Campaign or promotional letter 2.0 Organizing

  10. Focus on coherence, style and tone. • Be coherent • Use appropriate language (3Cs) • Establish positive reader-writer relationship(4Ps) 3.0 Drafting and Revising

  11. Coherence refers to how ideas are pulled together logically to produce one whole piece of writing. 3.0 Drafting and RevisingCoherence

  12. For example, use linking words: within a sentence • Managers were generally reluctant to employ part-time staff; however, this was not always the case. 3.0 Drafting and RevisingCoherence

  13. For example, use linking words: within a paragraph • The company has not made a cent of profit over the last twelve months.  We are no longer attracting investors like we used to. There is evidence of growing absenteeism among both office staff and workers. Therefore, the Board of Directors feels that certain drastic measures have to be taken. 3.0 Drafting and RevisingCoherence

  14. For example, use linking words: between two paragraphs VideoSing, Ltd recognizes your contributions to the success of the global premier of A1GX™ Videos in Singapore. Such efforts cannot go unrewarded. In this connection, we would like to invite you to our Testimonial Dinner 2010 in honour of our most valuable employees like you to be held on Friday, 24 September 2010, at 8 o’clock in the evening. The venue will be at the Grand Ballroom of Epic Venus Hotel on Orchard Link. 3.0 Drafting and RevisingCoherence

  15. Correct use of cohesive devices (e.g. however, therefore, in this connection) requires organizing and critical thinking skills, and not merely linguistic skills. 3.0 Drafting and RevisingCoherence

  16. Style is made up of the words and sentences that a writer chooses in order to generate a desired response from the readers.  Tone refers to the unwritten or unspoken message and voice that come across in your communication. Style produces a particular tone; tone requires a particular style. 3.0 Drafting and RevisingStyle and Tone

  17. 3.0 Drafting and RevisingStyle and Tone

  18. 3.0 Drafting and RevisingStyle and Tone

  19. Style and tone can be achieved through the 3Cs of business language: • Clear • Concise • Correct 3.0 Drafting and RevisingStyle and Tone

  20. 3.0 Drafting and Revising3Cs

  21. 3.0 Drafting and Revising3Cs

  22. CORRECT For example: Many of our customers thought that UltraCab is the most reliable taxi company. However, they also believe that taxis have become a very expensive mode of transportation. Inconsistent tenses 3.0 Drafting and Revising3Cs

  23. CORRECT Another example: The Singapore worker, partly through legislation and partly through his own attitude, have lost progressively fewer working days. Subject-verb agreement 3.0 Drafting and Revising3Cs

  24. Style and tone can be also be achieved through the 4Ps of business letter writing: • Polite • Positive • Personal • Professional 3.0 Drafting and Revising4Ps

  25. 3.0 Drafting and Revising4Ps

  26. 3.0 Drafting and Revising4Ps

  27. 3.0 Drafting and Revising4Ps

  28. 3.0 Drafting and Revising4Ps

  29. While letters, emails and memos have different forms and functions, they follow the same fundamental principles of writing. • To write clear, appropriate and persuasive letters: • Know your audience, message and purpose • Identify the type of business letter you will write • Be coherent • Use appropriate language • Establish positive reader-writer relationship Letter writing demands both language and critical thinking skills. CONCLUSION

  30. Thank you.Any questions?