Say-it-right Session 4
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This document provides guidance on writing effective business correspondence through emails, memos, and letters. It discusses identifying the audience and purpose, and using an appropriate tone and style. The key types of business documents are identified as internal communications within an organization versus external correspondence with clients and suppliers. Guidelines are provided on structuring messages clearly with a greeting, purpose, details, and closing. Differences between informal emails versus formal letters and memos are covered. Formatting tips are outlined along with dos and don'ts like using proper spelling and grammar while avoiding large attachments or slang. Activities are included for students to review examples, make corrections, and practice writing their own emails according to an organization's standards.
Say-it-right Session 4
- 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
- 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