5. Communicating in Writing

13. května 2009 v 15:38 |  AJ
5. Communication in Writing


1. Letter, fax or e-mail
2. 7 Steps
3. Parts of business letter
4. Golden Rules
5. Memorandum

We can separate communication in writing for business and personal communication.

Types of personal communications are: postcards, e-mail, letters…

Types of business communications are: Letters, Fax or e-mail, Memos (memorandum), Notes, Report.

1. Letter, fax or e-mail

In business we need communicate with our business partner and we can do it by business letter. Sending a letter is usually the first step to start a making business or partnership. Business letters are usually sent to unknown people and so they are more formal than private letters. Our correspondence makes a very important impression. Good impression makes our original paper and writing. It is important for our image.

Writing a letter in English is much harder than writing one in your own language, careful planning is essential. Imagine, for example, you have to write a letter introducing your company to a prospective customer… you should follow these seven steps:

2. "7 Steps"

1. Write down your AIM: what is the purpose of this letter?
2. ASSAMBLE all the relevant information.
3. ARRANGE the points in order of importance. Make rough notes.
4. Write an OUTLINE in note form.
5. Write a FIRST DRAFT.
6. REVISE your first draft by considering these questions:
- does it cover all the essential points?
- is the information correct and clear (jasný)?
- are the grammar correct?
- does it look attractive?
- will it give the reader the right impression?
7. Write, type or dictate your FINAL VERSION.

3. Parts of business letter

A typical business letter has following parts:

The letter head - is usually printed and it contains the full name, the full address of the sender, telephone number, number of fax and the number of the bank's account.
There should be a firm logo:
This is very important point of our letter. To the reader it gives much information about us.

The address and the date - address is usually on the left and the date is on the right side. The number of the house in the address comes before the name of the street. Post code in Great Britain follows the name of the state. The whole post code is on the same line - in the USA. When we send our letter to a certain person in the company, we write attention under the address.

The greeting- In Great Britain we can use greeting as Dear Sirs, Dear Madam or Dear Mr. Brown.

The body of the letter - the first line of the body of the letter always starts with a capital letter.

The close of the letter - In Great Britain we can close the letter yours faithfully or yours sincerely. In the USA we can close the letter yours truly or Best wishes.

The signature and enclosures - if we send enclosures we write attention under the letter.

4. Golden Rules
For writing letters (including faxes and memos) we can use these "Golden Rules":

 Give your letter a heading.
 Decide what you are going to say before you start to write or dictate a letter.
 Use short sentences.
 Put each separate idea in a separate paragraph.
 Use short words that everyone can understand.
 Your letters should be: clear, complete, concise (stručný), courteous (zdvořilý) and correct (bez chyby)

5. Memorandum (memo)

Memorandum is confusing memo (vnitřní sdělení). Memo is a kind of business communication in writing between management and employees.

It's important to take notes on business conversations, rather than rely on your memory. As you know everybody do his or her notes otherwise (jinak).

When we make notes we can remember:
- keep notes short
- use abbreviations
- Use the dash -
- put each separate idea on a new line
- use new paragraphs, headings, CAPITAL LETTER and underlining

It's important in any writing and - especially in business - to be clear about the aims and purpose of your writing. To help your reader to make sense of you've written: be accurate (přesný), be brief (stručný), clear (jasný), be decisive (rozhodný).


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