Efficient+and+Effective+Writing+in+English

7/21/2019 Efficient+and+Effective+Writing+in+English

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EFFICIENT AND

EFFECTIVE WRITINGIN ENGLISH

Danka DraiEnglishlanguageteacher


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We!inar "utline

Introduction to Efective and EcientWriting in English

Efective Writing or the Workplace How to Write a Formal Letter How to Write a Business Memo How to Write a roposal How to !ake a Meeting Minutes

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$resentati"n "utline

"e#nition o Business Writing $dvantages and "isadvantages o

Written %ommunication Elements to %onsider Beore Writing $Business "ocument

&rammar and Language in BusinessWriting

"iferent !'pes o Business%ommunication

%ommon Mistakes in Writing

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(el)assessment or

*usiness writing +,What will *e the most interesting or

me at this we*inar is,,,,

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(el)assessment or

*usiness writing -, $ter this we*inar I will *e satis#ed i

I,,,,

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(el)assessment or

*usiness writing

., I hope it will not,,,,,

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Let/s start0 "iscussion +

What is *usiness writing in 'ouropinion1

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What is *usiness

Writing+ Business Writing is at'pe o ,rittenc"--unicati"n3

usuall' with standardstructure and st'le,

It addresses theneeds o speci#c

audiences and hasprose and lists or aparticular topic thatconcerns *usiness,

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%riteria or *usiness writing

!here are two criteria or correct*usiness writing0

+4 %orrect English usage

-4 %lear3 correct and content message

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"iscussion -

Which t'pe o *usiness writing do 'ouknow1 &ive an e5ample,

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(ome !'pes o WorkplaceWritings

*usiness Letters6most common 7 ormal letter to an e5ternalrecipient1

E2-ail Trans-issi"ns6$ more inormal *usiness messagethan a *usiness letter that is sent electronicall' to one or morerecipients3 within or outside the organi8ation4,

Sg3 4e-"ran5a6$l3 4e-"ran5u- 6$ more inormal st'le oa *usiness letter that is usuall' sent to one or more *usinesscolleagues withinthe same *usiness unit or compan'4

Re7"rts 6#nancial3 audit or statistical report that identi#es thespeci#c pro*lem and presents collected data3 research orrecommendations or the change process4

C"ntracts8*inding agreements orproposals*etween two ormore parties that can *ecome legal documents i the' includean ofer that is accepted,4

4anuals 6a written set o instructions3 procedures or policies4 $",er$"int 6a sotware generated3 visual slide show3 with

animation options3 that hosts a set o notes or *ulleted points3an agenda or other inormation that supports a discussion4,


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A59antages an5 Disa59antages ":Written C"--unicati"n in General

$r"s written messages do not have to *e delivered at the moment9 the'

can *e edited and revised several times *eore the' are sent

written communication provides a permanent record o themessages

written orms o communication ena*le recipients to take more timein reviewing the message and providing appropriate eed*ack

written orms o communication are oten considered moreappropriate or comple5 *usiness that include important acts and#gures

good writing skills oten lead to increased customer:clientsatisaction

improved inter)organi8ational ecienc'

enhanced image in the communit'

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A59antages an5 Disa59antages ":Written C"--unicati"n in General

C"ns the sender o written communication

does not generall' receive immediate

eed*ack to his or her message9 written messages oten take more time

to compose3 *oth *ecause o their

inormation)packed nature and thedicult' that man' individuals have incomposing such correspondence

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"iscussion .

In 'our opinion what are the advantages

and disadvantages o writtencommunication1

&ive the reason and details or 'our

response,

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WRITING F;R A $ The 'Wh $lan :"r Writing WH;1 WH$!1 WHE1

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Ele-ents t" C"nsi5er *e:"re

Writing a *usiness D"cu-ent1) The Purpose "e#ning 'our purpose will set things right

at the ver' *eginning to inorm to persuade to argue to invite

to con#rm inormation to make an in?uir' to ask or approval to re@ect or approve

to propose or suggest

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Ele-ents t" C"nsi5er *e:"reWriting a *usiness D"cu-ent

2) The Audience to make an impact on 'our audience is to

know them determine its vision its mission

its accomplishments and goals

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"iscussion A

What is important or *usiness writing in'our opinion1 (upport 'our response,

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E?ecti9e *usiness Writing

*e c"ncise an5 rele9ant 2 get straight to thepoint and stick to it3 do not include an'unnecessar' or supplementar' inormation

Check ="ur gra--ar an5 s7elling 9er=

care:ull=2Mistakes will create a ver' *adimpression, ou should alwa's *e polite and respectul3 even

i complaining E,g,

I would be grateful if you could send me ...

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Gra--ar an5 Language in

*usiness Writing 7 !urn nouns into ver*s0 Instead o We would like to make a recommendation

thatCD sa' We recommend thatCD 7


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@ui #


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"iscussion

Which t'pes o written communicationdo 'ou oten use1 &ive an e5ample,

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!'pes o Written%ommunication Written c"--unicati"ninvolves an' t'pe o

message that makes use o the written word, Email Internet we*sites letters proposals telegrams a5es postcards contracts advertisements *rochures and news releases

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General *usiness Ti7 3 3 3

&enerall'3 it is an e5pectedand common *usinesspractice to keepphotocopies or hard6paper4 copies o an'communication 'ou send toanother person regardingan' *usiness matter,

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Discussi"n> Wh= 5" ,e nee5 t" kee77h"t"c"7ies ": an= ,ritten c"--unicati"n+What is ="ur "7ini"n+


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$dvantages and

"isadvantages o Written%ommunication(ome advantages o written communication

are0 =o need or personal contact ) 'ou can tell

an emplo'ee he or she has to workovertime through an email instead o ace)to)ace,

(aves mone' ) 'ou can send an email

instead o calling long distance, Written proo ) provides written proo in

case o a dispute,

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$dvantages and

"isadvantages o Written%ommunication(ome disadvantages o written

communication are0 "ela' in communication ) it ma' take a

while to get to the intended recipient, Lack o secrec' ) once it is on paper3

an'one can read it,

%ostl' ) i the sender and receiver aresitting ne5t to each other3 'ou still have tospend mone' on paper or Internet service,

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"iscussion

What do 'ou do *eore 'ou start writingsome documents in English1 &ive ane5ample,

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G tips or efective *usiness

writing +, Bn", ="ur au5ience0 $ message aimed atever'one oten appeals to no one, -, Bn", ="ur -essage ) decide what 'ou are

tr'ing to achieve

., Think like a re7"rter2 Make sure 'ourdocument includes the answers to the Five?uestions0 Who3 what3 where3 when and wh'

A, *anish !u,"r5s 6e,g, downsize, cuttingedge, holistic, benchmarking, synergy, tipping

point)and clichs 6In a jiy0 !his meanssomething will happen soon9 he time of my life9!t the speed of light4

, A9"i5 the arg"n 6arg"nis the speciali8edlanguage o a particular #eld3 trade3 social or

cultural group3 occupation or proession,4

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G tips or efective *usinesswriting

, Bee7 it tight2 (hort sentences3 short paragraphs andshort documents have a *etter chance o capturingreaders/ attention, !hat is particularl' true o e)mailsand other electronic documents *ecause we read moreslowl' on screen than on paper,

, 4ake it 7lain an5 si-7le Write a clear su*@ect line or 'our e)mail ut deadlines and other vital points in *old Break up messages with descriptive su*heads ut lists in *ullet ormat

Make sure the most important inormation is at the topG, $r"":rea5

(pell checkers are useul tools3 *ut the' are ar romperect, !he' will rarel' alert 'ou when 'ou have used anactual word in the wrong conte5t, rooread 'ourdocuments *eore printing them or hitting send,D

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"iscussion

Which tips rom the list do 'ou use in

'our writing1 "o 'ou use some other tips1 &ive an

e5ample,

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+J %ommon Mistakes inBusiness English Writing +, I am writing in respect o our recent

purchase,

I am writing in reerence to,,, I am writing with regard to,,, I am writing regarding:concerning,,,our

recent purchase,

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+J %ommon Mistakes inBusiness English Writing -, We would like to regret the dela',

Weregret the dela', We would like to apologi8eor the dela',

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+J %ommon Mistakes inBusiness English Writing ., I ensure:insure 'ou that our products

are o the highest ?ualit',

$ssureK person 6help remove their dou*t4 Ensure:insureK act 6help guarantee the

act4 I assure 'ou that our products are o the

highest ?ualit', We have a ?ualit' controlprocess to ensurethat ever' item is reerom deects,

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+J %ommon Mistakes inBusiness English Writing A,>our order will *e shipped until

Wednesda' at the latest, se *'or a single3 speci#c event,

se untilor a continuous event,>our order will *e shipped *'

Wednesda' at the latest,

>ou will *e perorming themaintenance until-th une,

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+J %ommon Mistakes inBusiness English Writing , I would like to re?uest some

inormations a*out 'our services,

inormationN uncounta*le noun It is =EOE< pluralP

I would like to re?uest some

inormationa*out 'our services,

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+J %ommon Mistakes inBusiness English Writing , We e5cept all ma@or credit cards,

$ccept) receive willingl'

E5cept)e5cludeWe acceptall ma@or credit cards,We ofer ree shipping e5ceptto BiH,

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+J %ommon Mistakes inBusiness English Writing , We appreciate 'our cooperate,

$ter articles 6a3 an3 the4 and possessives

6m'3 'our3 his3 her3 our3 their4 use a noun

We appreciate 'our cooperation,

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+J %ommon Mistakes inBusiness English Writing G, I want 'ou to send me the #les right

now,

In proessional communication3 it isimportant to *e politeP

Especiall' when making re?uest3 giving anorder or e5pressing criticism,

%ould 'ou please send me the #les as soonas possi*le1

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+J %ommon Mistakes inBusiness English Writing Q, the conerence *egins on rida' Gth@ul' it will *e held in los angelescaliornia

In English 'ou capitali8e the #rst word oeach sentence3 proper names3 names ocities3 countries3 languages3 names o da'so the week and months3 the word RI/

!heconerence *egins on Frida'3Gthul',Itwill *e held in Los $ngeles3 %aliornia,

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+J %ommon Mistakes inBusiness English Writing +J, I look orward to hear rom 'ou,

$ter the e5pression look orward to3 alwa'suse a noun or ver* K )I=&

I look orward tohearing rom 'ou, I look orward to visiting 'our compan',

6ver*4 I look orward to the visit, 6noun4

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@ui #&


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Efective Writing For theWorkplace

+J tips or efective *usinesswriting

How to write a*out the topicintelligentl'


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E?ecti9e Writing F"r theW"rk7lace

Bn", "ur Au5ience

What are 'ou tr'ing to sa' tothis person1

What e5actl' are 'ou tr'ingto sa'1 "ecide what details must *e

included in the report ormemo,

Look or graphic elements toadd to 'our presentation3especiall' i 'our reportcontains man' statistics,

$void wordiness andunnecessar' large words,

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E?ecti9e Writing F"r theW"rk7lace $unctuati"n an5 Gra--atical Err"rs!he most common mistakes include0

misuse o apostrophes splitting o in#nitives using contractions in ormal writing misuse o commas incomplete sentences ending a sentence with a preposition ver*s not agreeing with su*@ects pronouns not agreeing with their antecedents

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"iscussion G

lease punctuate this sentence0

Woman without her man is nothing

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E?ecti9e


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Gen5er2Neutral Writing

(ome *usiness writers have suggestedplurali8ing the pronoun as a solution to thepro*lem,

e,g,

SEver'one should open their report to page +,S I 'ou must3 use She or she

e,g, SEver'one should open his or her report to page +,S

&.


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@ui %&/


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Writing clearl=

se an o*@ective sentence&ive 'our reason or writing in 'our #rstsentence so 'our reader immediatel'understands wh' 'ou are writing,

Teep sentences grammaticall' simple *'avoiding complicated constructions such as Snotonl'3 *utCS or Sin spite o the act thatCS

se simple word order principles when 'ouwrite3 such as the (O;M! principle0(u*@ect Oer* ;*@ect 6Manner lace !ime4 SI am writing to con#rm our meeting on !uesda' at

.pm,S

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Writing clearl=

Write short sentences3 with one idea in eachsentence, $void using too man' commas or*rackets: parentheses3 which can make 'oursentences over)long,

"onUt write with over)ormal wordsse general *usiness words rather than old)ashioned ormal words, For e5ample3 avoidSa*ove)mentionedS 6use Sa*oveS49 SherewithSand Shere*'S

%heck 'our writing *eore 'ou send it%heck 'our spelling and make sure 'ourpunctuation is correct,

$void shortening words too much 6wld9 pls etc4

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"iscussion Q

%oncise this sentence0

!his polic' has a tendenc' to isolate

some communities,

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(olution'%


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C"ncise !usiness ,riting

lan what 'ou want to write *eore 'ou startwriting,ut 'our points into paragraphs *eore 'oustart3 so that 'ou onl' write what is relevant and

'ou can avoid repeating the same ideas, 7 Find shorter wa's o e5pressing 'oursel

with modal ver*s 6might3 could3 would etc4instead o using longer phrases,E,g,

It is unlikel' to happen N It might not happen!here is a necessit' to : It is necessar' to N Wemust : We have toFor a*ilit' N can : canUt!here is a possi*ilit' that N We can : We could

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7 Edit out unnecessar' words


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"iscussion +J

%oncise this sentence0

Legislators are alread' in the process o

reviewing the statutes,

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(olution

(olution to this sentence0

Legislators are alread' 6in the process

o4 reviewing the statutes,

')



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Write using ver*s rather than nounclauses, Oer*s give 'our *usiness writingmore impact than heav')sounding noun

phrases, For e5ample3 use SdiscussS instead o

Shave a discussionS,;ther e5amples0

Shave a meetingS 6meet4 Sgive consideration toS 6consider4 S*e o concern toS 6concern4

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C"ncise !usiness ,riting $void clichs%lichs make 'ou sound unimaginative,

E5amples o clichs are0

Sto all intents and purposes Sto think outside the *o5S Sto push the envelopeS

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"iscussion ++

!r' to concise this sentence0 Which part would 'ou avoid or replace1

"ue to the act that their ha*itats are*eing restored3 orest creatures are alsore)esta*lishing their population *ases,

(0


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(olution

(olution0 6"ue to the act that4Because their

ha*itats are *eing restored3 orestcreatures are also re)esta*lishing theirpopulation *ases,

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H", t" ,rite c"urte"usl=

Being polite!hinking a*out the tone 'ou use when

'ou write,

utting 'oursel in 'our readerUs shoes toanticipate what 'ou reader will thinkwhen the' read 'our letter or email,

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$cknowledge letters and emails Write something short to let them know

'ou will answer more ull' later,

S!hanks or 'our email, IUll get *ack to 'ouwithin the ne5t da' : tomorrow : ne5tweek,S

I 'ou are going on holida' and will *e

awa' or more than a ew da's3 considersetting up an autoresponder to repl'automaticall' to emails,

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!hank someone or their work or input

SIUm sorr' 'ou didnUt get the pro@ect3 *ut thanksor 'our work,S

S!hank 'ou or #nding me the inormation a*outV, I reall' appreciate 'our help,S (how 'ou care Even i 'ou cannot help a person3 avoid

sounding unriendl' or direct,SWe are sorr' to inorm 'ou that we are nolonger manuacturing this item,SSWe would like to apologi8e or thismisunderstanding,S

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H", t" ,rite c"urte"usl=Introduce *ad news to soten the impact

Snortunatel'3 the compan' has decided to closeits oces in London,SSWe regret to inorm 'ou that 'our application has

*een unsuccessul,S Write using polite phrases ) $void making

demands with phrases like I want, Insteadwrite0SI would like some inormation on 'our rangeo printers,SSI would *e grateul or some inormation on'our range o printers,SSI would appreciate 'our help with an order,D

('

H", t" ,rite a!"ut the


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H", t" ,rite a!"ut thet"7ic intelligentl= Be tentative rather than dogmatic

Serhaps 'ou could considerCS or S%ould 'ou letus know 'our ideas onCS

Teep negotiations open *' using would ratherthan is:are,For e5ample3 S!hese prices would *e too lowS rather than S>our

prices are too lowS, se past orms to put distance *etween 'ou and

the other person and to make 'ou sound lessde#nite, SWe were hoping orCS 6rather than SWe are hoping

orCS4SWe wanted to knowCS 6rather than SWe want toknowCS4

((

H", t" ,rite a!"ut the t"7ic


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H", t" ,rite a!"ut the t"7icintelligentl=

Be neutral rather than conrontationalour customer servicerepresentatives are rude,

se words with a positive ocus instead o anegative ocus

SissueS or SmatterS 6instead o Spro*lemS4SinconvenienceS : SinconvenientS 6rather thanSdicult'S or SdicultS4SmisunderstandingS 6rather than SargumentS4

()

H t it t l


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Minimi8e pro*lems *' using ?uali#ers such asSratherS3 Sa littleS3 SsomewhatS or Sa slightS, SWe have a pro*lem with the accountS *ecomes

SWe have a slight pro*lem with the account,S

7 $void S'ouS%hange the ocus o the sentence to avoidsounding as i 'ou are accusing the reader,

Instead o writing S'ouS3 write SthereS or SweS

S>ou made a mistakeS *ecomes S!here seems to*e a mistake,S>ou saidS *ecomes SWe understood,S

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$ t ti tli


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!he Business Letter


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THE BUSINESS LETTER

A letter is a message written on letterhead paper

and addressed to someone outside the

organisation. It is usually sent through the mail.

The body of the letter is made up of the

introduction, middle and conclusion.

The introduction opens the letter, establishes

rapport and acknowledges any previous

correspondence or contact.

The middle of the letter contains all details and

information. The conclusion outlines any actions and/or

information required along with a polite ending.

)

"i i +-


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"iscussion +-

Which t'pes o *usiness letters do 'ou

know1 &ive an e5ample,

)#

T=7es ": !usiness letters


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T=7es ": !usiness letters

good news letters 7 in?uir'3 re?uest3acknowledgement

cover3 thank)'ou and acknowledgement letters letter to reuse an invitation or re?uest *ad news letter ) open with a courteous greeting3

e5plain the situation3 state the *ad news close with a positive paragraph i,e, how the'

could improve3 encouraging them to appl' againin the uture

complaint letter

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H t it : l l tt


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H", t" ,rite a :"r-al letter

in the correct ormat short and to the point relevant ree o an' grammatical or spelling

mistakes polite3 even i 'ou are complaining

well)presented

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Rules :"r ,riting


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Rules :"r ,riting


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"iscussion +.

"o 'ou use the ma@orit' o these ruleswhile 'ou are writing the *usinessletters1

$re there an' other rules that 'ou use1 I'es3 which ones1

$dvice0 !r' to use them in 'our *usinesswritingP

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F"ll", these si-7le rules t" get="ur e-ails n"tice5 an5 acte5u7"n

Follow these simple rules to get 'ouremails noticed and acted upon0

"onUt overcommunicate *' email Make good use o su*@ect lines Teep messages clear and *rie Be polite %heck 'our tone rooread

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+, "onUt ;vercommunicate *'

Email Beore 'ou *egin writing an email3 ask'oursel0

SIs this reall' necessar'1

$void sharing sensitive or personalinormation in an email and do not writea*out an'thing that 'ou3 or the su*@ecto 'our email wouldnUt like to see

Whenever possi*le3 deliver *ad news inperson,

)/


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-, Make &ood se o (u*@ect Lines

$ *lank su*@ect line is more likel' to *eoverlooked or re@ected as Sspam3S soalwa's use a ew well)chosen words to

tell the recipient what the email is a*out, For a message that needs a response3

'ou might also want to include a call toaction3 such as Slease repl' *' =ovem*er ,S

.0

- Make &ood se o


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-, Make &ood se o(u*@ect Lines $ well)written su*@ect line delivers the most

important inormation3 without the recipienteven having to open the email, !his serves asa prompt that reminds recipients a*out 'our

meeting ever' time the' glance at their in*o5, *a5 Ea-7le

(u*@ect0 Meeting

G""5 Ea-7le (u*@ect0 $(( rocess Meeting ) +J a,m, Fe*ruar'

-3 -J+A

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., Teep Messages %lear and

Brie Emails need to *e clear and concise, Teep 'our sentences short and to the point,!he *od' o the email should *e direct and

inormative and it should contain all inormation I 'ou need to communicate with someone

a*out a num*er o diferent topics3 considerwriting a separate email or each one,

!his makes 'our message clearer and it allows'our correspondent to repl' to one topic at atime,

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E5amples


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E5amples

(u*@ect0


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A, Be olite!he messages 'ou send are a reection o

'our own proessionalism3 values andattention to detail3 so a certain level oormalit' is needed,

$void inormal language3 slang3 @argon andinappropriate a**reviations,

%lose 'our message with Sourssincerel'3S or S$ll the *est3S depending on

the situation,


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, %heck the !one When we meet people ace)to)ace3 we use

the other personUs *od' language3 vocal toneand acial e5pressions to assess how the'eel,

Email ro*s us o this inormation and thismeans that we canUt tell when people havemisunderstood our messages,

>our choice o words3 sentence length3punctuation and capitali8ation can easil' *emisinterpreted without visual and auditor'cues,

.'

"iscussion +A0


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"iscussion +A0Which e5ample is *etter one

and wh'1 E5ample +0 Emma3

I need 'our report

*' p,m, toda' orIUll miss m'deadline,

Harr'

E5ample -0 Hi Emma3

!hanks or all 'ourhard work on that

report, %ould 'ouplease get 'ourversion over to me *' p,m,3 so I donUt miss

m' deadline1 !hank 'ou ver' muchP

Harr'

.(

, rooreading


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, rooreading

Finall'3 *eore 'ou hit SsendS take amoment to review 'our email orspelling3 grammar and punctuation

mistakes, $s 'ou prooread3 pa' careul attention

to the length o 'our email, eople are more likel' to read short3

concise emails than long3 ram*ling ones3so make sure that 'our emails are asshort as possi*le,

.)


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) Si-7le Ea-7les ":

*usiness E-ail Writing inEnglish

3 Su!ect Line $lwa's have a su*@ect line that summarises *rie' and

clearl' the contents o the message, or e5ample3


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) Si-7le Ea-7les ":


%3 Think ": ,h" ="ur rea5er is g"ing t" !e=ote the diference *etween inormal and ormal0

Inormal 7 hanks for the email of 1& 'ebruaryFormal 7 hank you for your email recei(ed on 1&'ebruary

Inormal 7 orry, I can*t make it.Formal 7 I am afraid I will not be able to attend themeeting.

Inormal 7 +ould you-Formal 7 I was wondering if you could.-

(ome emails to colleagues can *e inormal i the'are riends, !his is the st'le that is closest tospeech3 so there are oten ever'da' words andconversational e5pressions that can *e used, For instance3 /on*t forget*3 +atch you later*3 +heers*,

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) Si-7le Ea-7les ":


&3 *e 9er= care:ul ": ca7ital letters7unctuati"n s7elling an5 !asicgra--ar

&ive 'oursel time to edit what 'ou havewritten *eore 'ou push the (end *utton,

In toda'/s *us' world3 it is ver' eas' tosend out man' emails without checking

them so make a conscious efort to edit,

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) Si-7le Ea-7les ": *usinessE-ail Writing in English '3 Think a!"ut h", 5irect "r in5irect ="u

,ant t" !e%onsider these0 "irect 7 I need this in half an hour.

Indirect and polite 7 #ould it be possible to ha(ethis in half an hour-

"irect 7 here will be a delayIndirect 7 I*m afraid there will be a slight delay.

"irect 7 It*s a bad idea

Indirect 7 o be honest, I*m not sure it would bea good idea. B' ad@usting 'our tone3 'ou are more likel' to

get a more positive response rom 'our reader,

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) Si-7le Ea-7les ": *usinessE-ail Writing in English (3 *e 7"siti9e Look at these words0 helpful, good 0uestion, agreed,

together, useful, I*d be delighted, mutual, opportunity. =ow look at these0 busy, crisis, failure, forget it, I can*t,

it*s impossible, waste, hard

!he words 'ou use show 'our attitude to lie so choose'our words wisel',

)3 Get :ee5!ack se &rammar %heckers to prooread 'our

writing instantl', !r' and get some eed*ack on the emails that 'ouwrite in real lie,

(tud' the English in the emails 'ou receive, I it is awell)written email3 look careull' at some o thelanguage used,

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How to Write a erect

roessional Email in English Begin with a greeting e,g, "/ear illian, "/ear 3rs. 4rice,"

"5i 6elly," "o #hom It 3ay +oncern7"

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roessional Email in English!hank the recipient "hank you for contacting !8+

+ompany."

"hank you for your prompt reply." "hanks for getting back to me."

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roessional Email in English (tate 'our purpose

"I am writing to en0uire about "or "I am writing in reference to "


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roessional Email in English %losing remarks "hank you for your patience and

cooperation."or

"hank you for your consideration." "If you ha(e any 0uestions or concerns,

don9t hesitate to let me know."

"I look forward to hearing from you."

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roessional Email in English End with a closing)!he last step is to include

an appropriate closing with 'our name, "8est regards," "incerely,"and "hank you,"

avoid closings such as

*est ,ishesor Cheersas these are

*est used in casual3 personal emails, Finall'3 *eore 'ou hit the send *utton3

review and spell check 'our email one moretime to make sure it is trul' perectP

/.

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F"r-at


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Addresses: 1 "ur A55ress>our address should *e displa'ed in the topright)hand section, !his will ena*le the

person that 'ou are writing to3 to repl', #1 The A55ress ": the 7ers"n ="u are

,riting t"!his address should *e displa'ed *eneath

'our address on the let)hand side3remem*er to include the name o theperson that 'ou are writing to 6i known4,

00

F"r-at


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Date:!his should *e displa'ed on the right)hand

side o the page on the line *eneath 'ouraddress and should *e written in ullormat0

e3g3 +st anuar' -J+ X the #rst o anuar'

anuar' +st-J+ X anuar' the #rst BE +st anuar'3 -J+ $E anuar'+st3 -J+

0

F"r-at


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Salutation & Greeting: 1 Dear Sirs64a5a-s3

I 'ou do not know the name o the person that 'ouare writing to3 use the greeting S"ear (irs:Madams3S,In some circumstances it is useul to #nd a name3

especiall' i 'ou are making a re?uest as this willshow that 'ou have done 'our homework and 'ouare more likel' to receive a response,

#1 Dear 4r3 "nesI 'ou know the name3 use one o the ollowing titles0

4r) or a male4rs) or a married emale4iss) or an unmarried emale4s) or a emale whose status is unknown or wouldpreer to remain anon'mousDr) or a person with the status o a doctor

0#


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Business letter writing0 Mrs3

Miss or Ms1 S"ear MadamS or S"ear Mrs K surnameS1!he old distinction *etween married 6Mrs K

surname4 and unmarried 6Miss K surname4 areno longer used, Instead3 use Ms 6K surname4, Msis pronounced 6Mi884 and is used or all women 7

whether married or not, I 'ou are repl'ing to a letter in which the woman

has written her name as Mrs K surname3 then itis #ne to repl' to her using Mrs K her surname,

I 'ou are writing to a person in a compan'

whose name 'ou donUt know3 'ou can start withS"ear (ir:MadamS, I 'ou know or sure that the person is a woman3

*ut 'ou donUt know her name3 'ou can writeS"ear MadamS,

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F"r-at


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Concluding: 1 "urs :aith:ull=3

I 'ou do not know the name o the person3conclude with S>ours aithull'3S,

#1 "urs sincerel=3I 'ou know the name o the person3 concludewith S>ours sincerel'3S,

%1 "ur signature(ign 'our name3 then print it underneath thesignature, I it is potentiall' unclear what 'ourtitle would *e then include this in *rackets ne5tto 'our printed name,

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E5ample0 (tructure o a letter


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A-3 &re'hound


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Here are some useul phrases


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or each section o 'our letter 4aking re:erence SWith reerence to 'our letter3 ICS

SIn response to 'our letter3 I can

con#rmCSSWith regard to 'our memo3 ICSSFollowing our phone conversation3 IC,,SSI am writing with reerence to 'our

en?uir',SS!hank 'ou or 'our letter oCS

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or each section o 'our letter Re7l=ing t" a reKuest S$s 'ou re?uested3 I am enclosing a

*rochure a*out our adventure holida's,S

S$s 'ou suggested3 I am sending 'ou m'%O,SSIn answer to 'our en?uir'3 I amenclosing inormation which I hope will

*e useul to 'ou,SS$s promised3 I am sending 'ou theCS

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or each section o 'our letter Esta!lishing c"ntet S>our name was given to me *' 6source4S

SM' colleague3 err' ones3 suggested that I writeto 'ou concerningCSSI have *een advised to contact 'ou regarding 'ourpolic' on insurance claims,SSI am the Marketing Manager o a search engineoptimisation compan'3 and I am writing to 'ou toask i 'our compan' would *e interested inpromoting CS

4aking re:erence t" s"-ething ="ur rea5erkn",s

S$s 'ou ma' alread' know : have heard3 theroduction "ivision is merging withCS

0/



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or each section o 'our letter Sa=ing thank ="u S!hank 'ou or 'our letter in which 'ou

en?uired a*outCSS!hank 'ou or 'our advice regardingCS

SI am writing to thank 'ou or 'ourassistance,S

In:"r-ing SIt has come to our notice thatCS

SI am writing to inorm 'ou thatCSSlease *e advised thatCSSI am writing to advise 'ou thatCS

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seul phrases


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seul phrases

C"nr-ing SI am writing to con#rm C,S

SI would like to con#rm C,S Asking :"r in:"r-ati"n "r a59ice

SI am writing to en?uire a*out C,SSI would *e interested to receive urther detailsa*out C,SSlease could 'ou give me the necessar' detailsconcerning C1SSI would *e grateul or 'our adviceconcerningCSSI would appreciate 'our advice on CS

seul phrases


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se u p ases

E7laining an5 clari:=ing SI am writing to e5plain CS

SI would like to clari' certain pointsregardingCS

SI would like to take this opportunit' to clari'CS 4aking a suggesti"n "r gi9ing a59ice SIn response to C,, ma' we suggest that 'ou

contact C,SSWith regard to 'our en?uir' a*out C we advise'ou to C SSWe would like to advise all our customers to CS

#

seul phrases


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p

Encl"sing Slease #nd enclosed C,S

SEnclosed please #nd CS

SEnclosed is a CSSEnclosed are C,SSI am enclosing a CSSI have pleasure in enclosing CS

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seul phrases


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p

A7"l"gising Slease accept our apologies or this

misunderstanding,S

SWe apologise or our mistake and wewould like to take this opportunit' toassure 'ou that it will not happen again,SSWe hope that this misunderstanding has

not caused 'ou too muchinconvenience,S

'

seul phrases


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p

Re:erring t" a -eeting SI look orward to seeing 'ou onCS

SI look orward to meeting 'ou onCS

SI would *e delighted to arrange ameeting with 'ou,S

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seul phrases


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p

Asking :"r acti"n SI would *e grateul i this matter could

*e resolvedCS

SI would appreciate urther inormationonCSSI would *e grateul or urther advice,SSI would *e grateul i 'ou could send

meCS

)

seul phrases


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p

;?ering hel7 Slease do not hesitate to contact me i I

can *e o urther assistance,S

SI 'ou would like an' more inormation3please do not hesitate to contact meonCSSlease eel ree to contact me again i I

can *e o urther assistance,S

.

seul phrases


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p

E7ressing urgenc= S$s this matter is now urgent3 we would

appreciate a prompt repl',S

SWe look orward to hearing rom 'ou at'our earliest convenience,SS"ue to the urgenc' o the situation3 Iwould appreciate receiving 'our advice

as soon as possi*le,S

/

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urpose o the Business Memo Business Memo !ips Memos (tep *' (tep

#

"iscussion +


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What is a *usiness memo in 'our

opinion1 When do we use and write the memo1

##

Memorandum


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Memorandum

$ memorandum isconsideredinsideD

correspondence, It is written to

someone in 'our

compan',

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What should 'ou know a*outB i 3 - h


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Business 3emos- hey . . .

are almost alwaysused withinan organi8ation are usuallyinormal in st'le are normallyunction as a non)sensitive communication are short and to)the)point have a direct tone : language

have a *usiness tone : no slang or @okes do not re?uire a salutation 6ormal greeting4 do not have a complimentar' closing as does a *usiness

letter 6E="4 have a ormat ver' diferent rom a *usiness letter

mayaddress one person or a group o individuals

Examples: T"> Mr, ohn "oe3 %E; o epsi

or

T"> $ll (tudent (upport (ervices articipants

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Memorandum


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$ memo is less ormal than a letter, It usuall' conve's one idea and is likel'

to *e short,

Efective memos are clearl' written withthe o*@ective stated in the #rst sentence,

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How to Write a Business


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Memo4urpose of the 8usiness

3emo

!he primar' purpose o the*usiness memorandum

6commonl' reerred to asa memo4 is to allow timel'communication to a largenum*er o emplo'ees or

other mem*ers o anorgani8ation,

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Business Memo Tips


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!hink a*out 'our intended audience3 andsend the memo onl' to those who need it,

!hetone o a memo is generall' airl'ormal3 so choose 'our wording

appropriatel', It is inappropriate to *e tooinormal 6using slang3 or e5ample

%onciseness and clarit' in language arealwa's *est

se active rather than passivevoice whenever possi*le

#)

Memos (tep *' (tep


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#.

Memos consist o0 heading section an opening paragraph or section

the *od' section and a closing paragraph or section

Memos (tep *' (tep


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5eading!;0 6recipientsU names and @o* titles4

F


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:pening!he opening paragraph or section states the

purpose o the memo, For e5ample3 the memo is in response to a

particular pro*lem3 state the pro*lem clearl' (ave the details o the memo or the ne5tsection, For longer memos 6memos longerthan a*out a page43 the opening sectionmight *egin with a *rie overview o the rest

o the document 6'ou can also include thisinormation in a separate S(ummar'S sectiona*ove the opening paragraph4,

Memos do not *egin with a salutation,

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Memos (tep *' (tep


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8ody In the *od' 6or discussion4 section o the memo3

include an' inormation the reader might need toknow, "o not include inormation that is notimportant or readers,

Teep in mind that memos are meant to *e *rie6most are not longer than a page4, I 'ou have included an attachment3 such as a graph3

chart3 list3 or a more detailed summar' o research#ndings3 'ou can do so in the closing section,

For longer memos3 use headings to help the reader?uickl' grasp the main points o the memo, I 'ourmemo is longer than a page3 repeat the S!oS line3 thedate3 and the su*@ect line on and add a page num*erto su*se?uent pages,

!r' to keep sentences and paragraphs short and

concise

%

Memos (tep *' (tep


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Memos (tep *' (tep

+losing In the closing paragraph or section3 indicate 'our

recommendations3 the action 'ou want the readerto take, Make sure to include enough inormation toclearl' conve' 'our re?uest,

I some readers ma' not have it3 then 'ou shouldinclude 'our contact inormation3 such as 'our workphone num*er or e)mail address,

!raditionall'3 memos have not included signaturelines,

=o closing remark such as incerelyor 8estregardsis necessar',

I 'ou have included an' attachments with 'ourmemo3 identi' them here, For e5ample0

$ttached0 Ma' - !raining (eminar $genda

%#

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%%


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Ti7s :"r ,riting the -e-"s

"ecide i a memo needs to *e sent Identi' 'our purpose or

writing 6propose3 issue or provide4

=arrow 'our topic %onsider 'our audience

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Ti7s :"r ,riting the -e-"s

$void language that is too casualFor e5ample3 avoid writing things like He' gu'sP $n'wa'3 I wanted to tell 'ou

a*out an important *usiness matter,DInstead3 get right to the point0 IUm writing to provide ever'one with a

progress report or ro@ect D, $void using emotional language

%'

!ips or writing the memos


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!ips or writing the memos

our memo should *e eas' to read and!imes =ew


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!o0 =orthwest $rea (ales (taf

From0 Management

"ate0 +thMa'3 -J+

RE>=ew Monthl'


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How oten do 'ou write memos1 Whom do 'ou write to1 &ive an e5ample,

%.


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I-7"rtant $"ints t"Re-e-!er

se the ollowing structure to *egin a memo04E4; !o0 6person or group to whom the memo is addressed4 From0 6person or group sending the memo4 RE>6the su*@ect o the memo3 this should *e in !"l54 !he term SmemorandumS can *e used instead o SmemoS, !he tone o a memo is generall' riendl' as it is a

communication *etween colleagues, Teep the memo concise and to the point, I necessar'3 introduce the reason or the memo with a

short paragraph, se *ullet points to e5plain the most important steps in a

process, se a short thank 'ou to #nish the memo, !his need not

*e as ormal as in a written letter,

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ut it in the write order0


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+, !hank 'ou, -, From0 T,T, Wong3 (ales ., !o0 ulia Wong3 Human


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., !o0 ulia Wong3 Human


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What is a proposal in 'our opinion1 When do we write proposals1

"e#nition


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roposal ) Ycounta*le3 uncounta*leZ a ormalsuggestion or plan9

the act o making a suggestion to submitconsideracceptre!ect a

proposal

"#x$ord %earners Dictionar'(

Deniti"n>

$ document that ofers a solution to apro*lem or a course o action in response toa need,

&%

How to Write a roposal


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Here are suggestions or developing a proposal0 3$ proposal should de#ne a pro*lem and descri*e a

solution that will persuade *us' readers to support it, #3Emplo' acts3 not opinions, %3$nal'8e 'our plan or pro@ect3 demonstrating

possi*le outcomes, &3$n' discussion o #nancial or other resources

should *e conducted careull' and should present arealistic picture o the e5pense re?uired,

'3 Be meticulous :m[\t]k@[l[s: or ver' precise anddetailed in writing3 editing and design o theproposal,


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$ proposal should include the

ollowing elements0

Eecuti9e Su--ar=0 (tate the rationale or putting theproposal into efect3 and summari8e the proposal, 6!hisallows a decision maker to ?uickl' get the gist o theproposal,4

State-ent ": Nee50 "etail wh' the plan or pro@ect theproposal recommends is necessar',

$r"ect Descri7ti"n0 E5plain speci#cs o the plan orpro@ect3 and how it will go into efect and how it will *eevaluated,

*u5get Anal=sis0 rovide and e5plain how the plan orpro@ect will *e #nanced and categori8e and annotateoperating e5penses,

;rganiati"n Details0 I the proposal is *eing su*mitted toan outside part'3 provide inormation a*out the *ene#ciar'organi8ation3 including its mission3 its stakeholders and whoits serves3 and the scope o its programs and services,

C"nclusi"n0 (ummari8e the proposal/s main points,

&'

"iscussion +G


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What should 'ou do *eore writing theproposals1

What are the elements that 'ou shouldocus on1

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Beore Writing a roposal


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Interview past and prospective*ene#ciaries


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Writing rocess

Indicators ) pro@ect/s purpose and results intomeasura*le units Input ) the investment o resources 6human3

material or #nancial4 invested in the pro@ect ;utput ) the results achieved $ctivit' plan ) a description o the ow3 timeline

and responsi*ilities or the pro@ect/s activities


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&/

"iscussion +Q


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"o 'ou use some particular template orwriting the proposals or 'ou do it *''oursel1

Have 'ou ever written a proposal1

'0

TE4$LATE F;R $RE$ARING


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$R;ECT $R;$;SALS I, ro@ect %over sheet II, ;rgani8ational histor'3 mission3 vision

and structure

III, Background and anal'sis o the pro*lemto *e addressed IO, roposed goal3 o*@ectives3 target

population and implementation plan O, $nnual pro@ect *udget OI, $ttachments

'



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$R;ECT $R;$;SALS I3 $r"ect C"9er sheet M includes contactinormation3 pro@ect director3 pro@ect period3indigenous :]n\d]d^[n[s: population that 'ourorgani8ation represents or works with3 and

pro@ect summar' II3 ;rganiati"nal hist"r= -issi"n

9isi"n an5 structure7 include a ew *rieparagraphs e5plaining how 'our organi8ationwas esta*lished3 its mission3 vision andstructure3 as well as its record o working onindigenous issues

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$R;ECT $R;$;SALS

III3 *ackgr"un5 an5 anal=sis ": the 7r"!le-t" !e a55resse57 provide an anal'sis o the#eld3 what are the e5isting gaps and challenges3and what e5actl' is the pro*lem to *e addressed1

Which target groups are afected *' this pro*lemand how can the proposed pro@ect:program helpaddress the issue1

IV3 $r"7"se5 g"al "!ecti9es target

7"7ulati"n an5 i-7le-entati"n 7lan7 Whatis the overall goal o the program:pro@ect3 andwhat are the o*@ectives1 How will the pro@ect *eimplemented1

'%



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$R;ECT $R;$;SALS

V3 Annual 7r"ect !u5get) provide a lineitem *udget in (_ or Euros currenc' with shortnarrative e5planations or each line item3 whichcan *e ootnoted to the *udget, $ sample*udget is attached on the ollowing page,

VI3 Attach-ents> ;verall organi8ational*udget 6operating *udget4

List o other potential sources o support 6i

an'4 B')laws o association:organi8ation3 whereappropriate

'&

Ino


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!he previous template is intended toserve as a sample to assist in writing apro@ect proposal, !he organi8ationshould eel ree to use other ormats3 aslong as all the a*ove)mentionedelements are included in the proposal,

ro@ect proposals should *e no longer

than +J pages3 although shorterproposals would *e preerred,

''

"iscussion -J


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Is this template similar to the one that'ou use in 'our organi8ation1

What other elements do 'ou include in

the proposals and it is not mentionedhere1

'(

%onclusion


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$lwa's0 lan ;rgani8e

Write

')

"iscussion -+'.


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What is the meeting minutes1 Have 'ou ever written an' minutes1

'.

"e#nition'/


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4inutes3 also knownas 7r"t"c"lsor n"tes3 are the instantwritten record o a meeting or hearing,

!he' t'picall' descri*e the events o themeeting3 starting with a list oattendees3 a statement o the issuesconsidered *' the participants3 and

related responses or decisions or theissues,

'/

H", t" Take 4inutes at a *usiness4eeting

(0


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Ch""se "ur T""ls a laptop or a ta*let computer a note*ook and pen

se a !emplate!hese templates t'picall' have sections

that include S$ttendees3S S$ction Items3SS=ew BusinessD3 S!imeS and so on,

(0

"iscussion --(


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What are the elements o the minutes1 What is involved with meeting minutes1

(

What is in9"l9e5 ,ith -eeting-inutes+

(#


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re)lanning


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$ well)planned meeting helps ensureefective meeting minutes,

I the %hair and the (ecretar' or minutes)taker work together to ensure the agenda

and meeting are well thought out3 it makesminute taking much easier,

For e5ample3 depending on the meetingstructure and the tools 'ou use the minutes)

taker could work with the %hair to create adocument ormat that works as an agendaand minutes outline as well,

(%

4eeting agen5a "utline>

(&


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It is important to get a cop' o the meetingagenda and use it as a guide or outline ortaking notes and preparing the minutes 7 withthe order and num*ering o items on theminutes matching those o the agenda,

!he names o all the meeting attendees "ocuments that are sent out with the agenda or

handed out in the meeting 7 copies o handouts

should *e stored with the meeting minutes oruture reerence and or sharing with those whowere una*le to attend the meeting,

(&

"iscussion('


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-hat should be included in therecord ta.ing/

('

0+ 1ecord ta.ing , 2hat should beincluded/

((


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"ate and time o the meeting =ames o the meeting participants and

those una*le to attend $cceptance or corrections:amendments to

previous meeting minutes "ecisions made a*out each agenda item3 ore5ample0 $ctions taken or agreed to *e taken =e5t steps Ooting outcomes Motions taken or re@ected Items to *e held over =ew *usiness

=e5t meeting date and time

((

Ti7s that -ight hel7 ="urn"te taking>()


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g

Create an "utline7having an outline 6or template4 *asedon the agenda makes it eas' or 'ou to simpl' @ot downnotes3 decisions3 etc, under each item as 'ou go along,

I 'ou are taking notes *' hand3 consider including space*elow each item on 'our outline or 'our hand)writtennotes3 then print these out and use this to capture

minutes, Check2"? atten5ees as the= enter the r""-) i 'ou

know the meeting attendees3 'ou can check them of asthe' arrive3 i not let them introduce themselves at thestart o the meeting or circulate an attendance list the'

can check)of themselves, Rec"r5 5ecisi"ns "r n"tes "n acti"n ite-sin 'our

outline as soon as the' occur to *e sure the' are recordedaccuratel'

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Ti7s that -ight hel7 ="urn"te taking>(.


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g

Ask :"r claricati"n i: necessar=7i thegroup moves on without making a decision oran o*vious conclusion3 ask or clari#cation othe decision,

D"nOt tr= t" ca7ture it all7 'ou can/t keep upi 'ou tr' to write down the conversation3 so *esure to write @ust the decisions3 assignments3action steps3 etc,

Rec"r5 it7consider recording the meeting6e,g,3 on 'our smart phone3 iad3 recordingdevice3 etc,4 *ut *e sure to let participants knowthe' are *eing recording,

(.

3+ The Minutes -ritingProcess(/


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;nce the meeting is over3 it is time to pulltogether 'our notes and write theminutes,

!r' to write the minutes as soon ater the

meeting as possi*le,


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$s the ocial minutes)takerD or(ecretar'3 'our role ma' includedissemination o the minutes, However3*eore 'ou share these3 *e sure that the

%hair has reviewed and either revisedand:or approved the minutes orcirculation,

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!emplate o the minutes)#


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4EETING 4IN


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3 ATTENDANCE> Na-e3 Title;rganiati"n

-, 4EETING L;CATI;N Building0

%onerence


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&3 AGENDA PAgen5a Ite- Q

`=otes on discussion PAgen5a Ite- #Q

`=otes on discussion

'3 4EETING END MEE!I=& (%HE"LE E="0 `HH0MM Meeting $ctual End0 `HH0MM, $"st 4eeting Acti"n Ite-s

)3 DECISI;NS 4ADE.3 NET 4EETING =e5t Meeting0 `Location `"ate `!ime

(ample +)'


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(ample -)(


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(ample .))


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(ample A).


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"iscussion -A)/


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"o 'ou use the similar template orwriting the *usiness meeting or 'ou have'our own template within 'our

organi8ation1 (upport 'our response,

(el)assessment.0


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What was the most interesting or me atthis we*inar was,,,,

Was it useul1 $re 'ou going to use some o these tips

and advice1


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Thank ="u :"r ="urtt ti

Documents

Efficient+and+Effective+Writing+in+English