1. Business Writing

2. Causes of Misunderstanding
A) Vocabulary
Examples:
• I’m sorry to destroy your plans.
• We shall enlarge our opening times.
1) Inappropriate Choice of Words (collocation)

3. A) Vocabulary
Examples:
• They have to take care of the instructions.
• I’m writing on behalf of your letter.
• The currant chairman is in the office.
• She overlooked the document.
2) Wrong Word

4. A) Vocabulary
Examples:
• The room is crowed.
• There is a possibity that the new product will
be launched in December.
3) Misspelling

5. B) Awkward Structure
• Due to the fact that there are only three staff
members present and also because we have
made an agreement on a minimum number of
attendees we are obliged to call off this
meeting and make arrangements for a new
meeting next week.
1) Lengthy Sentence

6. B) Awkward Structure
Examples:
• There will be an exhibition of the work of
members in other towns.
• Instructions for Visiting Parties.
• If he want to reserve a place, he can do it in
our car park.
2) Ambiguity

7. B) Awkward Structure
Examples:
• We can provide you with the information
please send us a request via email.
• The goods are dispatched this morning, we
will call you as soon as we have any updates.
• We would like to know what mode of
payment you prefer?
3) Errors of Punctuation

8. B) Awkward Structure
4) Errors of Grammar
• Use of tenses
• Capitalization
• Use of Articles
• Parts of Speech
• Use of Modal Verbs
• Passive and Active Voice

9. Causes of Misunderstanding
Vocabulary
• Inappropriate Choice of Words (collocation)
• Wrong Word
• Too Specialized
• Spelling

10. Causes of Misunderstanding
Awkward Structure
• Lengthy Sentence
• Ambiguity
• Pompous Language
• Errors of Punctuation
• Errors of Grammar

11. Exercise
1. Most of our costumers are expatriates.
2. I’d like to pay your attention to….
3. Thank you for your corporation.
4. Most of the interrogated people were sent to
the main hall.
5. I recommend buying a shop in berlin it will
prove a good sight.
6. The guests had arrived yesterday.
7. After a carefully examination…

12. Business Writing
• Precise
• Accurate
• Clear
• Concise
• Polite
• Easy
• Direct

13. Exercise
Write an email to your supervisor and make a
request for a one-week leave.
• Give at least two reasons for your request.

14. Emails
• Layout
–Subject
–Greeting, body, closing
–White space
–Short paragraphs
–Bullet points or numbers

15. Structure of the mail
• a) Opening greeting
Eg: Dear XYZ
• b) Connecting with reader
Eg: I got your mail ID from …..
• c) Purpose of writing the mail
Eg: I would like to esquire about….
• d) Giving Good news/bad news; requests;
agreeing to requests
Eg: Could you help me in….

16. • e) Taking action
Eg: I would check on the point you have
brought out.
• f) Concluding
Eg: We look forward to your support.
• g). Closing greeting
Eg: Yours sincerely

17. Most popular sign-offs:
Best, Yours, Cordially,
Regards, Best regards, Best wishes,
Sincerely, Kindest regards, Warmest regards,
I remain yours Warmly, Thanks again,
truly,
My sincere thanks Take care, Continued
for your time and success,
consideration,

18. Your sign-off isn’t exclusively the
words above your name separated by
a comma.
Good Job! Keep up the good Happy Holidays!
work!
All the best of Thank you! Enjoy your
success! weekend!
Have a great Thank you for your Hope This Helps!
day! quick response.

19. Key Expressions:
Casual Formal
Please get in touch. Please feel free to contact me.
I’m not happy. I find it most unsatisfactory [that] + [what you don’t like]
e.g. I find it most unsatisfactory that the cable you sent are of
poor quality.
Thanks for your email Thank you for your email regarding...[what you are thankful for]
about…
e.g. Thank you for your email regarding the latest updates to our
software.
Please…+ [request] I would be grateful + if you could + [request]
E.g. I would be grateful if you could send me the latest technical
manuals.
I’m sorry for any problems I would like to apologize for any inconvenience [I may have
[that I may have caused caused you.]
you]

20. Casual Formal
We sent your order…+ Your order was dispatched + [when?] + [by whom?]
[when?] + [by whom?] e.g. Your order was dispatched on Friday by our administrative staff.
I’m sorry to tell you… I regret to inform you that… [bad news]
E.g. I regret to inform you that our company will be switching to a
new supplier.
I’m writing to let you I am writing to draw your attention to…[what you need their
know… attention about]
E.g. I am writing to draw your attention to the technical problems
we have been experiencing with your software.
Goodbyes: Closings:
· Cheerful greetings to all · Best regards/wishes
· Hugs · Confidently yours
· Kind thoughts · Kind regards/wishes
· Take care · Many thanks
· Wishing you the best · Respectfully yours
· Write soon · Warm regards
· Your friend · With anticipation
· Yours in friendship · Yours respectfully/sincerely/truly

21. • In case of requests it is better to start with Could
or Would rather than please.
Eg: Could you send me the document by 5 PM
today?
• It is better to mention the time frame by which
you need something.
Eg: Could you send me the document by 5 PM
today?
• ASAP and EOD are vague terms which have
different conclusions for different people.

22. • Write in a positive tone.
– When I complete the assignment versus If I complete the
assignment
• Avoid using negative words.
– Words that begin with “un, non, or ex” or end with
“less”
• Use smiles :) , winks ;-) and other graphical
symbols ONLY when appropriate.
• Use contractions to add a friendly tone.

23. • When you are sending attachments, include in
the email the filename, what format it is
in, and the version of the program
– Attached: “Project3Proposal.doc” This file is in
Microsoft Word 2007.

24. Before hitting “Send”
• Check for spelling or Grammar errors
(Grammarly).
• Double check the attachments.

25. Sources
• Payton, C., 1999. How to Pass English for Business Level
2, LCCI International Examinations Board
Guides, London: The book Factory
• Purdue OWL Online Writing Lab, from
http://owl.english.purdue.edu/owl/resource/694/1/
• Tips to write Formal Emails, from
http://www.getsetgrow.org/2009/06/tips-to-write-
formal-emails/
• Email Sign-off considerations, from
http://www.netmanners.com/673/email-sign-off-
considerations/