BUSINESS ENGLISH WRITING

April 10, 2016

What is communication?Transmission of a message Sending & receiving information, ideas, attitudes, emotions. Establishment of personal or organizational relationship ……

What are the objectives of communication? To

be understood exactly as we intended; To secure a desired response to what we communicate; To build up and develop goodwill between the sender and the receiver of the message.

goodwill A

good relationship, as of a business enterprise with its customers or a nation with other nations.友好关系

Barriers to CommunicationDifference in perception between senders & receivers Lack of interest in the subject matter Difference in languages Difference in cultures–a biggest barrier

Difference in culturesAttitudes and value—human, nature, time, change, etc. 2. Religion—rituals, sacred objects, beliefs 3. Law—civil or business 4. Associations—family, class, race, nation, society1.

Think and TalkWe sometimes send a message and do not achieve the desired response. Cite an incident from your own experience where you spoke or wrote to someone but the response was not what you expected. Do it now!

Business Writing–Verbal Communication 1.

2.3.

Functions of Business Writing To inform To influence To entertain

To inform

Messages to inform are used to convey the vast amount of information needed to complete the day-to-day operations of the business—explain instructions to employees, announce meetings and procedures, acknowledge orders, accept contracts for services, etc. The major purpose of most of these messages is to have the receiver understand a body of information and concentrate on the logical presentation of the content.

To influenceIn addition to providing information, a business message must also influence the reader’s attitudes and actions. These messages might include letters promoting a product or service and seeking support for ideas and worthy causes presented to supervisors, stockholders, customers/clients, and others.

To entertain

To secure the desired response, it is necessary to have an adequate knowledge of the English language and an understanding of human nature. The writer should have an acquaintance with the particular interest and, if possible, the emotions of the reader. It seems easy enough, for example, to ask payment of a bill, but it is quite difficult to secure payment without offending the reader and losing his or her future patronage. No communication is wholly successful unless it retains the reader’s goodwill.

Various Forms of Information for Daily Operation Internal External

communication Note Memorandum Notice / announcement E-mail Resume ……

communication Letters of enquiry, offer, counter-offer, order, claim Thank-you/Invitation Notice Letters of application ……

Know your audience Business

writing is pe

rsuasive

writing. At the most basic level, business writing seeks to convince the reader that what is being said is true. Some business writing will try to persuade the reader to take an action or think about something a certain way.

Know your audience You

will be able to write most persuasively if you know your audience and their expectations and if you organize your message to address their needs.

Know your audience

Sometimes you will know your audience personally. Other times you will not know your audience personally, or you will need to write to more than one person.

When you know your reader Put

yourself in your reader’s place and look at your message through that person’s eyes.

If

your message does not meet your reader’s needs or if it isn’t written at his or her level of understanding, your message may be ignored.