AUA Extension |Class 15 English for Business Communication – Essentials

FEEDBACK: WRITING MORE CONCISELY (Handout from previous class)

SPEAKING: EFFECTIVE BUSINESS WRITING Read through the email below and then, in pairs, discuss how it can be improved. Be prepared to tell the rest of the group about specific changes you would make (give concrete examples).

LANGUAGE FOCUS: SENTENCE CONSTRUCTION i) Look at the following three sentences. What kind of sentences are they? Brian left the office. Trevor stayed there. It was late. How can you make compound, complex and compound-complex sentences from these three?

ii) See Worksheet 3 (Tasks D4 & E3).

SPEAKING: EMAIL ETIQUETTE A) Make a list of important rules or principles about email writing in a business context (e.g. “Top 5”).

B) Compare your list with ‘web wisdom’ on the other side of this page. What similarities are there? What new ideas are there? What are the most common points? AUA Extension |Class 15 English for Business Communication – Essentials

C) How do you think your email writing could be improved?

1. Use a "hook" 2. Support the hook A 3. Be succinct 4. State the most Important things 1. Write a meaningful subject line. first 5. Write for Scannability 2. Keep the message focused and readable. 6. Use the active voice 3. Avoid attachments. 7. Use the right tone for your B 4. Identify yourself clearly. audience 5. Be kind -- don't flame. 8. Use language that counts 6. Proofread. 1. Make it Clear. 7. Don't assume privacy. 2. Keep it Simple and Short 8. Distinguish between formal and informal situations. 3. Don’t Be Vague 9. Respond Promptly. C 4. Good Use of Language 10. Show Respect and Restraint. 5. The importance of Reflection 6. Be Polite 7. Is it Necessary? 1. Be concise and to the point 2. Answer all questions, and pre-empt further questions 8. Set Time Aside for Writing Emails 3. Use proper spelling, grammar & punctuation 4. Make it personal 20. Do not request delivery and read receipts 5. Use templates for frequently used responses 21. Do not ask to recall a message. 6. Answer swiftly 22. Do not copy a message or attachment without 7. Do not attach unnecessary files permission 8. Use proper structure & layout 23. Do not use email to discuss confidential 9. Do not overuse the high priority option information D 10. Do not write in CAPITALS 24. Use a meaningful subject 11. Don't leave out the message thread 25. Use active instead of passive 12. Add disclaimers to your emails 26. Avoid using URGENT and IMPORTANT 13. Read the email before you send it 27. Avoid long sentences 14. Do not overuse Reply to All 28. Don't send or forward emails containing libelous, 15. Use the bcc: field or do a mail merge defamatory, offensive, racist or obscene remarks 16. Take care with abbreviations and emoticons 29. Don't forward virus hoaxes 17. Be careful with formatting 30. Keep your language gender neutral 31. Don't reply to spam 18. Take care with rich text and HTML messages 32. Use cc: field sparingly 19. Do not forward chain letters

FOR NEXT CLASS: A) Revise the following text to make it more concise:

You will be interested to know that you can now read about the final outcome of our meeting at the beginning of last month on March 3rd in the form of a short bulletin, which can be picked up from central office. The aforementioned bulletin affords you the opportunity to be fully and completely informed about changes that have been proposed in the last few weeks. As you will see, in view of the fact that we are experiencing a financial crisis, there are three possible options that we can pursue at this point in time: the first is to close the Gyumri branch, the second approach is to reduce staff by 10%, or, finally, we could relocate the office to premises where costs of renting office space are not so extortionate. In addition to the above, we can write letters to potential donors and try to raise extra funds.

B) Complete tasks A, B, D, E on Worksheet 3 (to hand in).