Good Writing Skills

Introduction
Do you like writing? Whether you do or not, when doing business, writing is a very important and
necessary skill. In actual fact, writing is little different from other forms of communication such as
speaking. The same rules apply to writing as to speaking. To speak well you need to:
 be logical
 be concise
 be clear
 be accurate
 use appropriate intonation
It’s the same for writing, (in writing, formality replaces intonation in speaking) and both speaking and
writing have to take cultural differences into account.
There are of course many types of written communication; letters, emails, reports and so on. For each of
the various types of writing, we need a different format, and address a different requirement and so a
different format is necessary.
Above all, it must be remembered that writing is a very creative and disciplined process; writing
should never be regarded as a dull chore. The writer has to clear the head of all the clutter, ignore the
temptations and interruptions around and concentrate on the task required.
It is creative since the writer must imagine themselves in the eyes of the Target Reader. To be able to
communicate concrete and abstract concepts in such a way that the Target Reader does not need
clarification.
It is disciplined; not only does the subject matter and details need to be organised; they also have to be
expressed logically.
An integral part to all the above is: planning, drafting, editing, revising, proof-reading and writing under
pressure.
Finally, once mastered, in addition to having the desired effect, it will be a pleasure to read.

Part 1
Look at the text below.
 Who is writing and why?
 Do you think it can be improved?
 How?
Hello John
He took $600 out of his account on Wednesday the 14th of June because he wanted to buy his wife a
present for her birthday. Mr Clark has an account with the Midland Bank. He has also just lost his
job. His credit withdrawal limit is $500 per day on his cash card. Do we continue with his credit
rating?
His credit rating at our bank is band A.
Lots of love
Nataliya
 All formal and business correspondence we edit a piece of business writing using the
FIVE C’s!
They are:

CLEAR
CORRECT
COMPLETE
CONCISE
COURTEOUS

CLEAR meaning: ______________________________________________________________

______________________________________________________________

CORRECT ______________________________________________________________
______________________________________________________________

COMPLETE ______________________________________________________________
______________________________________________________________

CONCISE ______________________________________________________________
______________________________________________________________

COURTEOUS ______________________________________________________________
______________________________________________________________

As a first draft, we put the letter in order. i.e. we apply the first three C’s: CLEAR,
CORRECT and COMPLETE.

Dear John,
Mr Clark has an account with the Midland Bank. His credit withdrawal limit is $500 per day on his
cash card. His credit rating at our bank is band A. He took $600 out of his account on Wednesday
the 14th of June. He has also just lost his job. Do we continue with his credit rating?
Yours sincerely
Nataliya
For the second draft, we make the letter more CONCISE, i.e. we create logical and more
complex sentences. This can be done by using relative clauses, linking words and other
grammatical structures to show the relationship between ideas and focusing on the
information required..

Dear John

Mr Clark, whose credit rating at the Midland Bank is band A, took $600 out of his account on the
14th of June despite his withdrawal limit being $ 500 per day.

Do we continue with his credit rating if he has also lost his job?

Yours sincerely

Nataliya

The final draft is to now polish the above, especially to make it more COURTEOUS.

Dear John

I would like to bring to your attention that Mr Clark, whose credit rating at the Midland Bank is
band A, took $600 out of his account on the 14th of June despite his daily withdrawal limit being
$500.

Could you clarify whether we should continue his current credit rating taking into consideration that
he has recently lost his job?

Yours sincerely,

Nataliya
Part 2

 You are a manager in a large company. You have been informed that a member of your staff
often arrives late for work.
 Write to him a memo about the problem:
 Saying how often the member of staff arrives late
 describing the effect on other staff
 suggesting what the member of staff should do about the situation.
 Write 40-50 words.

Example 1
Dear Mr Jones,
I'm pleased to inform you that you were arriving two hours later during the last week. In addition we
had to do additional work to complete our duties in the correct time.
I suggest you should focus on arrive at time.

Best Regards

Example 2
This is to draw you attention on the information reaching us about your constant lateness to work.
The effect of your lateness is breaching your conditions of employment and reduces the moral of
other staff.
I suggest that you cultivate a good habit of punctuality with effect from this memo. Or a disciplinary
action would be taken against you.
Regards.

Example 3
Dear Mr. Jons,
I have been informed about your late arrivals at work. The report said that you arrived ate 9 times
this month and this situation is causing some complains among your peers.
I suggest you should do something about this because if not I am afraid strong decisions will be
done.
Best Regards,
Homework
Rewrite the above email meeting all the criteria required
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

And finally

Writing a Business Letter/email

The term "business letter" makes people nervous. Many people with English as a second language
worry that their writing is not advanced enough for business writing. This is not the case. An
effective letter in business uses short, simple sentences and straightforward vocabulary. The easier a
letter is to read, the better. You will need to use smooth transitions so that your sentences do not
appear too choppy.

A business letter is not a place for chit-chat. Unlike business conversations where a certain amount
of small talk is used to break the ice, a business letter should be clear and concise. By taking time to
plan your letter, you will save time in the writing and proofreading stages. During the planning
stage, ask yourself a few simple questions. Jot down your answers to create an outline before you
start writing.

Who am I writing this letter/email to?

Identifying your audience always comes first. Are you writing to more than one person, to someone
you don't know, or to someone you have known for a long time? This will help you determine how
formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient
does not know you. You may also need to find out the updated address and title of the recipient.
This is a good time to confirm the correct spelling of first and last names.

Why am I writing this letter/email?

The main reason for the letter should be understood from the subject line and first few sentences.
You may cover more than one thing in one business letter, but there will almost always be a general
reason for the letter. Identify your main goal and what you hope to accomplish.
Are there specific details I need to include?

Gather any dates, addresses, names, prices, times or other information that you may need to include
before you write your letter. Double check details rather than relying on your memory.

Do I require a response?

Many types of business letter require a response. Others are written in response to a letter that has
been received. Before you start writing, determine whether or not you require an action or response
from the recipient. Your request or requirement should be very clear. In some cases you may even
need to provide a deadline for a response. If you do require a response, how should the recipient
contact you? Indicate this information clearly as well. You may want to provide more than one
option, such as an email address and a phone number.

How can I organize my points logically?

Think about how you would organize your thoughts if you were speaking rather than writing to the
recipient. First you would introduce yourself. Second you would state your concern or reason for
writing. After the main content of your letter you would include information on how you can be
contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer
sympathy. An example outline is given below:

BEC Exam Questions and Practice

Analyse the exam questions 1 & 2 and the sample answers. How would you rate them and
why? Then complete the guided answers in questions 3 & 4

Question 1
Your company has introduced new SAGA accounting software and you think you need training in
its use. Write a memo to your line manager:

 saying what you need

 describing a suitable course
 asking for permission to attend

Write 40-50 words.

Sample Answer

To: Line Manager

From:
Date: 8th June
Subject: new SAGA accounting software

I need training in how to use our new SAGA accounting software. The local business college is
offering a course next month which deals with SAGA. The cost of the course is very reasonable and
it won't interfere with my work. Can you please give me authorization to attend?
Question 2

You are the manager of the customer services department in your company. A new assistant
manager has been appointed to start work next month.

Write an email to all the staff in your department:

-  introducing the new assistant manager
-  describing the experience of the new assistant manager
-  explaining why a new assistant manager is needed in the department.

 Write 40-50 words.

Sample Answer

To: All customer services staff

Subject: New assistant manager

I am glad to announce you of the arrival of Hans Mota. He will be joining us for our new assistant
manager.
He has worked for several years at TRD, so he has the strong background in customer services in
our sector. He has a diploma in marketing.
We need him as we are growing so rapidly.

Question 3 (Guided writing)

Your company's Sales Department has asked you to give a talk next Friday on your most recent
project.

Write an email to Mrs Jay in the Sales Department:

Agreeing to give the talk and suggesting a time

Saying what equipment you will need
Requesting information about the participants

Fill in the gaps using between one and two words.

To: Anna Jay

From: A N Other
Subject: Talk Next Friday
I _____ _____ _____ give the talk suggested ___ you and __ ______ 9.30 am, after the break,
would be the _______ time.
_________ equipment: - Overhead projector
Flipchart with pens
______ _____ ______ ______information about the people _________.

Alistair
Question 4

You would like to go to a seminar on presentation skills.

Write an email to your line manager:
-requesting time off work to go to the seminar
-saying when the seminar is
-explaining why you want to go
Write 40-50 words on a separate sheet.

Fill in the gaps below with a word or phrase.

To: Nick Johnson

From: Roger Jones
Subject: 1___________________

2___________________ a seminar on 3rd April. It 3__________ presentation skills.

4________________________ many presentations to customers, this seminar will be very
5__________.

6_________________ if it's possible to 7______________ work to attend the seminar?

Thanks

Angela