This book serves as a guide for writing effective business English in a global context. It emphasizes clarity, conciseness, and understanding the audience, which often includes non-native English speakers. The author addresses common writing pitfalls, grammar and punctuation, and provides practical tips for various business communications like emails and letters. The text highlights the evolving nature of business English and the importance of adapting style for different cultural expectations. Ultimately, it aims to equip readers with the confidence and skills to write professional and impactful business communications that achieve their objectives.
Business English Writing Skills Review
Study Guide
This study guide is designed to help you review the key concepts presented in the provided excerpts on business English writing. It covers various aspects, including audience awareness, clarity, common errors, formatting, and specific business communication types.
I. Understanding Your Audience:
- Defining Readers and Customers: Recognize the interchangeable use of terms like readers, target readership, customers, and audience. Understand that “customer” encompasses both external buyers and internal colleagues, suppliers, and public sector contacts.
- Global vs. Specific Audience: Determine whether your writing is intended for a specific group of English users or a worldwide audience. This will influence your word choice and style.
- Reader Expectations: Emphasize the importance of understanding and meeting the expectations of your target readership, including their potential familiarity with different English variations.
II. Clarity and Conciseness:
- Central Philosophy: Reinforce the core principle of effective business English: creating clear, concise messages and avoiding verbosity. Understand that every word counts.
- Avoiding Misunderstandings: Focus on strategies to minimize confusion, including careful word choice, avoiding idioms, clichés, and unnecessary nuances that may be interpreted differently.
- Plain Language: Advocate for the use of simple, accessible language over complex or overly formal vocabulary. Understand that intelligent business writing prioritizes understanding.
- Checking for Understanding: Implement methods to ensure your words are understood by your readers, including asking for feedback and being open to clarification.
III. Common Writing Challenges:
- Native vs. Non-Native English Speakers: Recognize that both groups face unique challenges in business English writing.
- Impact of First Language: Be aware of how first language conventions can influence English writing (e.g., gendered nouns, pluralization, reflexive pronouns).
- Standard vs. Non-Standard English: Understand the importance of using standard English for global business communication and the potential pitfalls of using localized or informal variations (e.g., Singlish).
- Homonyms: Be aware of homonyms and their potential for causing confusion.
- Abbreviations and Acronyms: Use them judiciously, always defining them on first use unless they are universally recognized. Be cautious of culturally specific meanings.
- Online Dictionaries and Cut-and-Paste: Recognize the potential for errors and inappropriate language when relying solely on online dictionaries and using cut-and-paste without careful context analysis.
- Tone and Style: Understand the impact of formal, informal, and neutral tones in business writing and the importance of choosing an appropriate style for the audience and context. Avoid barrier words and curtness.
IV. Grammar and Punctuation:
- Importance of Accuracy: Emphasize that correct grammar and punctuation are crucial for clear communication and maintaining professional credibility.
- UK vs. US English: Be aware of key spelling and grammar differences between UK and US English and maintain consistency.
- Common Errors: Review examples of grammatical mistakes (e.g., verb tense, subject-verb agreement, incorrect word forms) and punctuation errors (e.g., comma usage, apostrophes).
- Parts of Speech: Understand the basic functions of nouns, pronouns, adjectives, verbs, adverbs, prepositions, conjunctions, and interjections.
- Verb Tenses: Pay particular attention to the appropriate use of present simple and present continuous tenses.
- Subject-Verb Agreement (Concord): Ensure that verbs agree in number with their subjects.
- Question Tags: Understand their function and how to form them correctly.
- Transitional Words and Phrases: Recognize how these words and phrases create fluidity and logical connections in writing.
- Punctuation Marks: Understand the correct usage of various punctuation marks, including commas, full stops, quotation marks, apostrophes, hyphens, brackets, colons, and semicolons.
V. Formatting and Structure:
- Paragraphing: Understand how paragraphs organize ideas and improve readability.
- Headings and Bullet Points: Recognize the value of using headings and bullet points to signpost information and break up text.
- Date and Time Formats: Be aware of different international conventions for writing dates and times and the potential for confusion. Recommend using unambiguous formats when necessary (YYYY-MM-DD).
- Numbers and Measurements: Understand potential differences in the interpretation of large numbers (billion, trillion) and decimal points. Be aware of metric and imperial measurement systems.
- Addresses: Note the difference between UK postcodes and US zip codes.
VI. Specific Business Communication Types:
- E-mail:Emphasize the need for careful checking before sending.
- Understand the use of CC and BCC and related privacy concerns.
- Discourage multi-lingual and overly long, embedded email threads.
- Advocate for clear subject lines, concise content, and a clear call to action.
- Stress the importance of appropriate tone and avoiding informal language in professional contexts.
- Letter Writing:Identify the purpose and desired impact of the letter.
- Consider the format, font, and readability.
- Use informative subject headings.
- Follow appropriate salutations (Dear Sir/Madam, Dear Mr./Ms. [Surname]) and sign-offs (Yours faithfully, Yours sincerely, Best regards) based on whether the recipient’s name is known.
- Ensure consistency with open or closed punctuation.
- CVs and Covering Letters:Highlight the importance of clear, concise language and avoiding “over-Englishing.”
- Use correct terminology (mobile vs. cell).
- Focus on key strengths and relevant experience.
VII. Quality Control:
- Proofreading: Implement effective proofreading techniques, such as reading aloud or reading backwards, to identify errors.
- Spellcheck and Grammar Check: Use these tools but recognize their limitations and the importance of selecting the correct English variety.
- Seeking Feedback: Don’t hesitate to ask for help from others when unsure.
- Learning from Mistakes: Maintain a list of commonly made errors for quick reference.
Quiz
Answer the following questions in 2-3 sentences each.
- Why is it important to consider your audience when writing business English?
- What is the central philosophy of effective business English writing, according to the text?
- Give an example of how a common idiom could cause confusion in international business communication.
- Why might relying solely on an online dictionary be problematic for business writing?
- Explain the difference between the UK and US English conventions for writing dates.
- What is the potential misunderstanding that can arise from using the phrase “next Tuesday”?
- Why should you define abbreviations and acronyms when using them in business writing?
- What are some negative consequences of sending business emails too quickly without checking them?
- What are the key elements to consider when writing a formal business letter?
- Why is it important to avoid “over-Englishing” in business communication, particularly in CVs and covering letters?
Answer Key
- Considering your audience is crucial because it helps you tailor your language, tone, and style to ensure your message is understood correctly and achieves its intended purpose. Different audiences may have varying levels of English proficiency, cultural backgrounds, and expectations.
- The central philosophy of effective business English writing is to create clear and concise messages while avoiding unnecessary words. The fewer words used, the more important it is to ensure those words are accurate and appropriate for the context.
- An example of idiom confusion is the phrase “to pull someone’s leg.” A non-native speaker might literally interpret this as a physical action, rather than understanding its intended meaning of joking or teasing. This can lead to misunderstanding and misinterpretation of the message.
- Relying solely on online dictionaries can be problematic because they may offer multiple translations with subtle differences in meaning or suggest overly formal or archaic words that are not commonly used in contemporary business English. Additionally, they may not provide sufficient contextual information for appropriate usage.
- The UK English convention for writing dates typically follows the Day/Month/Year (DD/MM/YY) format, while the US English convention uses the Month/Day/Year (MM/DD/YY) format. This difference can lead to significant confusion, especially when only numbers are used (e.g., 01/02/03 could be January 2nd or February 1st).
- The phrase “next Tuesday” can be ambiguous because it could refer to the immediate upcoming Tuesday or the Tuesday of the following week. This uncertainty can lead to missed appointments or scheduling errors, especially if the day of the week the message was written is not considered.
- You should define abbreviations and acronyms on their first use because not all readers may be familiar with them, especially in a global business context. Providing the full form in brackets ensures clarity and avoids potential misunderstandings, promoting effective communication.
- Sending business emails too quickly without checking can result in spelling and grammar mistakes that damage your professional image. It can also lead to an abrupt tone, failure to answer questions properly, or emotional overreactions, all of which can negatively impact the recipient’s perception of you and your company.
- Key elements to consider when writing a formal business letter include identifying the letter’s purpose and desired impact, using a standard and readable font, including a clear subject heading, using the correct salutation and sign-off based on whether you know the recipient’s name, and ensuring your key messages are presented clearly and concisely.
- Avoiding “over-Englishing” is important because using exaggerated or overly complex language that deviates from natural English can sound unnatural, confusing, and even meaningless to native English speakers. In the context of job applications, it can undermine the candidate’s credibility and obscure their actual qualifications.
Essay Format Questions
- Discuss the challenges faced by both native and non-native English speakers when writing for a global business audience. What strategies can be implemented to mitigate these challenges within a company?
- Analyze the impact of tone and style in business email communication. How can writers ensure they adopt an appropriate and effective tone for different recipients and situations?
- Evaluate the importance of grammatical accuracy and correct punctuation in business writing. How can errors in these areas affect a company’s professional image and its communication effectiveness?
- Explore the differences in date, time, and numerical conventions across different English-speaking regions and internationally. What best practices should businesses adopt to avoid misunderstandings related to these conventions in their global communications?
- Discuss the evolution of business letter writing in the digital age. While some traditional conventions remain, what are the key adaptations and considerations for writing effective business letters today?
Glossary of Key Terms
- Business English: The variety of English used in professional and commercial contexts, focusing on clear, concise, and effective communication for business purposes.
- Target Audience/Readership: The specific group of people for whom a piece of writing is intended. Understanding their background, knowledge, and expectations is crucial for effective communication.
- Verbosity: The use of more words than necessary; wordiness. Effective business writing aims to minimize verbosity.
- Idiom: An expression whose meaning cannot be understood from the literal meanings of the individual words (e.g., “to kick the bucket”).
- Cliché: An overused phrase or expression that has lost its original impact and can make writing seem tired and unoriginal (e.g., “in this day and age”).
- Nuance: A subtle difference in or shade of meaning, expression, or sound. While part of language, relying heavily on nuances can lead to misunderstandings in cross-cultural communication.
- Homonym: A word that is spelled and pronounced the same as another word but has a different meaning (e.g., “principal” and “principle”).
- Acronym: An abbreviation formed from the initial letters of other words and pronounced as a word (e.g., “NATO”).
- Abbreviation: A shortened form of a word or phrase (e.g., “Ltd.” for Limited).
- UK English: The variety of the English language commonly used in the United Kingdom.
- US English: The variety of the English language commonly used in the United States.
- Spellcheck: A computer program or feature that checks the spelling of words in a text.
- Grammar Check: A computer program or feature that checks the grammatical correctness of sentences in a text.
- Tone: The attitude or feeling conveyed in a piece of writing (e.g., formal, informal, courteous, direct).
- Salutation: The greeting at the beginning of a letter or email (e.g., “Dear Mr. Smith”).
- Sign-off: The closing of a letter or email before the sender’s name (e.g., “Yours sincerely”).
- Proofreading: The process of carefully reading and correcting a written text before it is published or sent.
- Concord (Subject-Verb Agreement): The grammatical rule that a verb must agree in number and person with its subject.
- Transitional Words/Phrases: Words or phrases that connect ideas and sentences, creating a smooth flow in writing (e.g., “however,” “furthermore,” “as a result”).
- Postcode (UK): A group of letters and numbers that identifies a specific area for postal purposes in the UK.
- Zip Code (US): A numerical code that identifies a specific geographic area for postal purposes in the US.
- “Over-Englishing”: The act of non-native English speakers using exaggerated or overly complex English that sounds unnatural and can obscure meaning.
Briefing Document: Effective Business English Writing
This briefing document summarizes the main themes and important ideas from the provided excerpts of a book focused on improving confidence and competence in writing English for global business. The central philosophy emphasizes creating clear, concise messages and avoiding verbosity, highlighting that precision becomes crucial when using fewer words.
Main Themes:
- Importance of Clarity and Conciseness: The overarching theme is the need for business English to be easily understood by a global audience. The author repeatedly stresses the importance of clear and concise communication to avoid misunderstandings and achieve business objectives.
- “My central philosophy is this: writing business English effectively for international trade is about creating clear, concise messages and avoiding verbosity. But the fewer words you write, the more important it is that you get them right.” (Preface)
- “Throughout this series you will see that writing business English is about reducing verbosity, avoiding misunderstand-ings and crafting clear, concise messages. But the fewer words you write, the more important it is that you get them right.” (Chapter 3)
- Understanding Your Audience: A key element of effective business writing is knowing who you are communicating with, including their potential level of English proficiency, cultural background, and expectations.
- “Throughout this book I use the terms readers, target reader-ship, customers and audience interchangeably. I use ‘cust-omer’ both in its most common usage as a person who buys goods or services from a business, and in the broadest sense of signifying a person that you deal with in the course of your daily work.” (Chapter 1)
- “The advice I constantly give is: reflect the expectations of your target readership. One size will not fit all.” (Chapter 3)
- “Naturally, it is essential to be reader-driven when you write.” (Chapter 3)
- Navigating Differences in English Usage: The document highlights the variations between UK and US English (spelling, grammar, vocabulary) and the challenges posed by anglicized words and expressions used in different parts of the world. Consistency in chosen English variety within a company is emphasized.
- “unless I indicate otherwise, the spelling and grammar used in the series are the UK English variety requested by my publishers, to follow their house style.” (Chapter 1)
- “Terms that are understood in Western Europe may not have the same currency in Asian markets and so on. Just because English-sounding words and expressions have crept into your company usage, this does not mean they are internationally recognized.” (Chapter 1)
- Examples of confusing anglicized terms are given: “‘a parking’ (UK English: a car park; US English: a parking lot) or ‘presentation charts’ used predominantly in Germany (UK English and US English: presentation slides) or ‘handy’ in continental Europe (UK English: mobile phone; US English: cellphone) or ‘beamer’ in France and elsewhere (UK English: projector).” (Chapter 1)
- Avoiding Common Pitfalls: The excerpts detail numerous common errors and confusions, including the misuse of idioms, clichés, nuances, online dictionaries (leading to overly complex or inappropriate vocabulary), homonyms, incorrect grammar, punctuation, and tone.
- Examples of idioms and the caution advised: “‘to be the bee’s knees’ means to be really good, to be excellent. ‘Over the moon’ means delighted. ‘To get the drift’ of something means to get the general meaning. ‘To pull the wool over someone’s eyes’ means to deceive them or obscure something from them.” (Chapter 3)
- “Non-NE writers can wrongly feel they must choose the most complicated ‘intelligent-sounding’ choice – which is often the longest – when they come face to face with a bewildering selection of words to choose from. So out goes ‘outcome’, that almost everyone will understand, and in comes ‘consecution’.” (Chapter 3)
- Example of homonym confusion: “We can provide the services you outline in principal but we request a supplementation. … The correct word would be ‘principle’.” (Chapter 4)
- The dangers of terse or overly formal/informal tone in emails are highlighted. “‘Done.’ … is so often seen as discourteous. Just by adding three words and changing the reply to ‘I have done that’ can improve readers’ perception.” (Chapter 4)
- Importance of Proofreading and Seeking Feedback: The need to thoroughly check written communication for errors in spelling, grammar, and meaning before sending is strongly emphasized. Seeking help when unsure is also encouraged.
- “One thing is sure: nobody ran a spellcheck or grammar check.” (Chapter 4, discussing a poorly written company entry)
- “Always check your writing before you issue it. If you are not sure, ask for help from someone who will know.” (Chapter 5)
- Adapting to Modern Business Communication: The evolving nature of business English, influenced by the rise of email and a trend towards informality (while maintaining professionalism), is discussed.
- “This is largely because e-mail is today’s predominant business writing and globally people write for it in a style that is halfway between conversation and formal writing. What’s more, it is having a noticeable effect on the way people write other documentation.” (Chapter 3)
- Specific Writing Conventions: The document provides detailed guidance on various aspects of written communication, including:
- Dates: Highlighting the differences between UK (DD/MM/YY) and US (MM/DD/YY) formats and recommending the YYYY-MM-DD format for clarity when there is doubt. Confusion around terms like “next Tuesday,” “in a couple of weeks,” and “fortnight” is also addressed.
- Time: Emphasizing the need for clear time notation to avoid missed appointments and deadlines.
- Numbers and Measurements: Pointing out the different interpretations of “billion” and “trillion” across countries and explaining the use of commas and decimal points in English. The differences between metric and imperial systems are also noted.
- Addresses: Mentioning the UK use of “postcodes” versus the US “zip codes.”
- Common Confusions: Providing explanations and correct usage for frequently mixed-up words like “programme/program,” “receive/recieve,” “stationary/stationery,” “licence/license,” “remember/remind,” “there/their,” “where/were/we’re,” “may/can,” “should/must/have to,” and “borrow/lend.”
- Abbreviations and Acronyms: Advising to write them in full at the first mention, unless they are universally recognized. The importance of understanding “incoterms” in international trade is highlighted.
- Email: Offering advice on avoiding sending too quickly, using the draft folder, being mindful of the “cc” field, managing multi-lingual threads, embedding responses cautiously, structuring emails clearly, and maintaining appropriate tone.
- Letter Writing: Discussing the purpose and impact of letters, formatting considerations (font, subject heading), and providing examples of salutations and sign-offs for different situations. Guidance on addressing individuals with correct titles is also included.
- CVs and Covering Letters: Providing a template for a UK English CV and cautioning against “over-Englishing” in describing suitability for a role.
- Punctuation and Grammar: Offering a refresher on basic punctuation marks, nouns and gender in English, parts of speech, comma usage, apostrophes, plural formation, articles, paragraphs, verbs and tenses (with specific attention to the present continuous tense), subject-verb agreement, question tags, comparison of adverbs, and transitional words and phrases.
Most Important Ideas and Facts:
- Global Readership: Business English writing should primarily aim for clarity and understanding across diverse international audiences.
- UK vs. US English Awareness: Be conscious of the differences between these major varieties of English and maintain consistency within your communication.
- Avoid Jargon and Colloquialisms: Use plain language and avoid idioms, clichés, and overly nuanced expressions that may not translate well or be universally understood.
- Context Matters: Tailor your language and style to your specific audience and the purpose of your communication.
- Professionalism: Errors in English, including tone and formality, can negatively impact your and your company’s credibility.
- Structure for Clarity: Organize your writing logically with clear paragraphs and headings to aid comprehension.
- Actionable Steps: Clearly state the purpose of your communication and any required actions, including who, what, and when.
- Leverage Checklists: Utilize the provided checklists for action at the end of each chapter to improve your writing practices.
- Continuous Learning: Recognize that business English is constantly evolving and commit to ongoing improvement.
This briefing document provides a foundational understanding of the key principles and practical advice presented in the source material for writing effective business English in a global context. By focusing on clarity, audience awareness, and attention to detail, individuals and organizations can enhance their communication and achieve their business objectives more effectively.
Effective Business English Writing: A Concise Guide
FAQ on Effective Business English Writing
1. Why is clear and concise writing so important in global business English?
In international trade, effective business English is paramount for creating clear, concise messages and avoiding misunderstandings. Since fewer words are often used, it’s crucial that each word is precise and correctly conveys the intended meaning to a diverse global audience. Ambiguity or the use of jargon and culturally specific expressions can lead to confusion, wasted time, and potentially damaged business relationships. Ensuring clarity and conciseness helps to streamline communication, improve efficiency, and project a professional and quality-conscious corporate image.
2. Who should you consider your “customers” or target readers to be in business writing?
The term “customer” in the context of business English writing should be interpreted broadly. It includes not only external individuals or entities that buy goods or services but also internal colleagues, suppliers, and those in the public sector with whom you interact in your daily work. Therefore, when writing, you should consider the perspective and potential understanding of anyone who might read your message, regardless of their direct purchasing role.
3. What are some key challenges posed by the variations within the English language (e.g., UK vs. US English)?
One significant challenge is the existence of different correct spellings (e.g., “recognize” vs. “recognise”), grammatical nuances, and vocabulary (e.g., “car park” vs. “parking lot,” “mobile phone” vs. “cellphone”) between different varieties of English, primarily UK and US English. Companies need to make active decisions about which variant to use for consistency and to avoid undermining their corporate image. Furthermore, anglicized words used in specific regions or within companies may not be universally understood, leading to confusion for a global audience.
4. How should businesses approach the use of idioms, clichés, and nuances in their written communications?
Idioms, clichés, and nuances should be approached with caution in business writing, especially for a global audience. Idioms, being language-specific expressions, can be misinterpreted by non-native speakers. Clichés are overused expressions that can make writing seem tired and ineffective. Nuances, subtle differences in meaning between words, can also lead to misunderstandings as interpretations can vary between native speakers and across cultures. It is generally advisable to avoid them in favor of clearer, more direct language to minimize the risk of confusion.
5. What are some pitfalls to be aware of when using online dictionaries and the “cut and paste” function for business writing?
While online dictionaries can be helpful, they may suggest overly complicated or contextually inappropriate words (e.g., “consecution” for “outcome”). Non-native writers might mistakenly choose these “intelligent-sounding” but less common words, hindering understanding. Similarly, using “cut and paste” without careful consideration of context can lead to grammatically incorrect or nonsensical writing, as phrases may not fit the new context. It’s crucial to prioritize clarity and common usage over overly complex vocabulary or blindly copied text.
6. How has the style of business English evolved, particularly with the rise of email?
Business English today often seems more informal than in the past, influenced significantly by the prevalence of email communication. The style of email tends to fall somewhere between conversation and formal writing. This informality is also affecting other forms of business documentation, leading to a more accessible and straightforward style that focuses on expressing facts simply. While this shift promotes reader engagement, it’s still essential to be mindful of audience expectations and maintain professionalism where appropriate.
7. What are some common grammatical and punctuation areas where both native and non-native English writers can struggle in business writing?
Both native and non-native English writers can encounter difficulties with various aspects of grammar and punctuation. Some common issues include the correct use of commas, apostrophes (especially the difference between possessive “its” and contraction “it’s”), subject-verb agreement (concord), and question tags. Additionally, understanding and correctly applying the different verb tenses, particularly the present continuous versus the present tense, can be challenging. Even seemingly simple aspects like writing dates and times can lead to confusion due to differing international conventions.
8. What are some key considerations for writing effective business emails for a global audience?
When writing business emails for a global audience, it’s crucial to be clear, concise, and culturally sensitive. Avoid overly informal salutations unless you are certain it is appropriate for your recipient. Summarize the main points of message threads to ensure clarity and avoid multi-lingual threads. Be cautious when using the “cc” field due to privacy concerns. Design your emails with readability in mind, using clear fonts, good layout, and sufficient white space. Most importantly, clearly state the purpose of your email, any required actions, and relevant timeframes to ensure a response. Always proofread for spelling and grammar errors using the appropriate variety of English.
Effective Business English: Principles and Practices
Business English is the variety of English used for dealing with business communication. It is a major language of commercial communication, the internet, and global access to knowledge. However, it’s important to note that there are many variants of Business English, and this can present challenges if communication is not designed thoughtfully for the target audience.
Why is Effective Business English Writing Important?
Effective Business English writing is crucial because it can win business, lose business, and communicate the framework for achieving results. Readers judge writing for what it is, and poor writing can lead to confusion, misunderstanding, customer complaints, and even customers walking away. Clear and concise messages are essential. Writing is a fundamental skill for individuals and businesses, and developing it throughout one’s career is important. English business writing, in its various forms, is a common route to the market.
Challenges in Business English Writing:
- Differences between ‘standard’ and ‘variant’ English: UK English is not the same as other variations like US, Australian, or Singapore English. Consistency in the chosen variant within a company is vital for a strong corporate image.
- Native vs. Non-Native English Speakers: While there are more non-native speakers of English than native speakers, both groups face common problems in business writing. Non-native speakers may struggle with translating from their native language and choosing the right English words. This can lead to over-complicated or incorrect messages. Native speakers can be complacent and assume their writing is clear.
- Global Business Context: Business English is often directed at a non-native English audience. Mixing English with native language patterns can create sub-varieties that are unintelligible to foreign readers. Anglicized words used in specific regions may not be understood globally.
- Evolving Nature of English: Business writing and the English language are constantly changing, leading to increasing diversity in style. There’s a move towards more ‘people’ words and informality.
- Common Confusions: Both native and non-native writers can be confused by idioms, clichés, nuances, homonyms, abbreviations, acronyms, and the active vs. passive voice. Relying solely on online dictionaries and cut-and-paste can also lead to errors.
Key Principles of Good Business English Writing:
- Clarity and Conciseness: Aim for clear, concise messages, avoiding verbosity.
- Understanding the Audience: Consider how readers see themselves and how they might perceive the writer’s message. Adapt writing style to different cultures.
- Accuracy: Ensure writing is free of mistakes in spelling, punctuation, and grammar. Mistakes can negatively impact a company’s credibility.
- Appropriate Tone and Style: Choose a style that is appropriate for the audience and the purpose of the communication, often finding a middle ground between overly formal and informal. Avoid jargon where possible.
- Reader-Focus: Write from the reader’s perspective, empathize with them, and use positive, proactive language. Consider their feedback on writing.
- Purposeful Writing: Every piece of business writing should have a clear purpose and desired outcome.
- Quality Matters: Getting writing right the first time is essential. Checking and double-checking work is a worthwhile investment of time.
Specific Areas in Business English Writing:
- E-mail: This is the predominant form of business writing. Structure e-mails clearly, use readable fonts, and be mindful of tone and appropriateness. Avoid multi-lingual threads and over-conciseness.
- Letter Writing: While less frequent than emails, letters still require adherence to certain conventions regarding format, salutations, and closings. Personalizing letters can be beneficial for relationship building.
- Punctuation and Grammar: These are aids to understanding and clear communication. A good command of these increases confidence.
- Everyday Business Writing: Pay attention to differing conventions for writing dates, times, and numbers in a global context to avoid misunderstandings.
The Word Power Skills System:
The source introduces a four-step system for premier business writing: be correct, be clear, make the right impact, and focus on readers as customers. This system emphasizes the importance of accuracy, clarity, impact, and customer-centricity in business communication.
In conclusion, effective Business English writing is a vital skill for success in today’s globalized world. It requires attention to detail, an understanding of the audience and cultural context, and a commitment to clarity and accuracy. By focusing on these aspects, individuals and companies can enhance their communication and achieve their business objectives.
Business English: Native and Non-Native Writers
The sources discuss native English (NE) and non-native English (non-NE) speakers and writers in the context of business English, highlighting their definitions, common challenges, and potential strengths.
For ease of reference, the source defines a native English (NE) speaker or writer as a person whose first language is English, and native English (NE) writing as their writing. Conversely, a non-native English (non-NE) speaker or writer is defined as someone whose first language is not English, and non-native English (non-NE) writing refers to their writing. It’s noted that there are more non-native speakers of English than native English speakers. In fact, over 1 billion people speak English, and this number is projected to increase significantly. This underscores that English is no longer exclusive to native English-speaking nations but acts as a bridge across borders and cultures.
Both native and non-native speakers share common problems when writing English for business. However, non-native English writers face unique challenges:
- They have an extra step in the writing process: translating their thoughts from their native language into English before writing them down.
- Simply translating can lead to over-complicated or incorrect messages, a focus on specific words rather than overall meaning, and losing sight of the business need for a call to action.
- Non-native writers may unintentionally create sub-varieties of English by mixing English with the language patterns of their native country, such as Chinglish, Manglish, and Singlish, which can be unintelligible to foreign readers.
- They might struggle with anglicized words used in specific regions that are not universally understood.
- There’s a tendency for some non-native English writers to feel a compelling need to choose the most complicated vocabulary, which the source terms “over-Englishing the English“, based on a mistaken belief that complex words sound more intelligent. However, in business, readers prefer simplicity and clarity.
Non-native English writing can also pose problems for native English speakers:
- Native speakers may not fully understand the non-NE writer’s meaning or may understand only some aspects.
- They might almost understand but fail to ask clarifying questions.
- Over time, repeated exposure to a non-NE writer’s approximation of an English word can lead native speakers to almost accept it as correct, even if it’s not in a dictionary, though its meaning might not be entirely clear (e.g., ‘automisation’).
- Native speakers can be unsure whether they should correct non-NE writers’ mistakes.
- They can be irritated by overly concise or overly complicated non-NE writing.
Interestingly, the source points out that non-native English writers can have an advantage. Forward-thinking companies often actively encourage and train their non-NE employees to perfect their business English writing skills, emphasizing the customer’s perception of quality and professionalism. This can ironically lead to non-NE staff making more effort than native speakers to avoid confusion and misunderstandings.
Conversely, native speakers can be complacent, assuming their English proficiency is a given and that everyone understands them. This complacency can lead to mistakes and a loss of competitive edge. The source provides examples of native English writers making errors that had negative consequences.
Ultimately, the source emphasizes that the goal is not necessarily to achieve the proficiency of a native English speaker but to reach the level of competence needed to succeed in all business writing. Both native and non-native speakers need to focus on clarity, conciseness, accuracy, and understanding their audience to write effectively in business English.
Effective Business Email Communication Strategies
The sources highlight that e-mail is by far the predominant form of business writing today, with inestimable billions sent worldwide each day. Conservative estimates suggest that upwards of 75 percent of our business writing is e-mails. Despite this overwhelming prevalence, very few companies offer training or specific advice on how to write effective business e-mails.
The source poses crucial questions about our approach to business e-mails:
- How many do you write in a week at work?
- Do you treat them all as professional, corporate communication?
- Do you always check if e-mail is the right medium for the message, or would a phone call or face-to-face conversation be more effective?
The overuse of e-mail can lead to inefficiency in the workplace and a loss of traditional problem-solving skills. When writing e-mails for global business, non-native English writers may write over-concisely to avoid mistakes, which can result in a lack of clarity. Furthermore, formatted messages can become indecipherable on handheld devices if features like font, colours, and bullet points are lost. As e-mails are rapidly replacing letters, it is essential to maintain standards in them, recognizing that they are equally important as other forms of corporate communication.
Several e-mail scenarios to watch out for are discussed:
- Sending too quickly without checking for spelling, grammar mistakes, abrupt tone, or unanswered questions can negatively impact how readers judge your e-mails.
- Using the draft folder can be helpful if you are pressured and cannot complete an e-mail immediately, allowing time for review or assistance.
- The use of CC (carbon copy) is for copying others on an email. While generally fine internally, including external recipients in the CC field can raise privacy and data protection concerns.
- BCC (blind carbon copy) sends a copy without revealing the recipient’s address to others, useful for confidentiality.
Multi-lingual e-mail threads can be frustrating and confusing if recipients cannot understand the language used. It is recommended to summarize main points in English, avoid multi-lingual threads, and start each message afresh to ensure clarity for all recipients.
Embedding responses within an e-mail thread can become confusing, especially with multiple contributors and variant English. It’s advisable to start a new e-mail rather than letting embedded messages become hidden. Using different colours for embedded comments can also lead to misinterpretations, as colours (like red) can have negative connotations in some cultures. Using all capitals can be perceived as shouting according to e-mail etiquette.
The structure of e-mails is crucial for readability. Readers generally dislike solid blocks of text. Using an easy-to-read font, good layout, and white space through paragraphs can greatly improve comprehension, especially for those less proficient in English. Every e-mail should have a clear purpose, time frame, and call to action to ensure a response. If an e-mail has no purpose, it should not be written.
Designing how you write e-mails involves considering:
- Corporate communication guidelines: Are there specific styles or fonts to use? Is the font readable (e.g., Arial, Tahoma, Verdana) and of an appropriate size (12 point or above)? Is standard English being used? Are spellcheck and grammar check used with the correct English variety?
- Tone and appropriateness: Introduce the right tone for your audience. Consider the opening salutation (e.g., ‘Hi’, ‘Hello’, ‘Dear’ with first name, title and surname, or just first name) and use mirroring techniques in cross-cultural situations. Always refrain from writing anything you wouldn’t say face-to-face or want others to see.
- Subject heading: Use a meaningful subject heading and refresh it regularly to reflect the current content of the e-mail thread.
- Regularly refresh e-mails: Consider stopping e-mail threads after a few messages and starting a new one with a recap of key points.
Before sending an e-mail, it’s important to:
- Reread and check for correctness at every level.
- Ensure it doesn’t include inappropriate previous threads.
- Check if attachments are included and are in English if necessary.
- Explain why someone has been copied in.
- Ensure the subject heading is good and the e-mail is easy to read (font, size, etc.).
After sending, check if you have achieved the desired outcome and if your English has been effective.
Finally, before pressing send, ask yourself:
- Is e-mail the right communication medium? Is your English professional and fit for purpose?
- Would you be comfortable saying this face to face or having it seen by others?
- Would it be a problem if the e-mail were forwarded without your knowledge?
- Did you systematically address all points in the e-mail you are replying to?
- Have you run a spellcheck and grammar check in the correct English variety?
- Have you developed the right rapport with your readers and met their business and cultural expectations?
- Have you checked your meanings?
In essence, the source emphasizes that while e-mail is a powerful and pervasive tool, it requires careful consideration of clarity, tone, audience, and purpose to be effective in a business context.
Effective Business Letter Writing in English
The sources emphasize that while business English letter writing has evolved, certain conventions should still be followed to achieve your objectives. It’s crucial to identify the purpose of your letter (to inform, instigate action, etc.) and consider its potential impact and the desired feeling in the reader.
Regarding format, the source provides an outline for setting out a business letter in English:
- Your company name and contact details
- Addressee’s name and job title
- Addressee’s company or organization name
- Number or name of building
- Name of street or road
- Post town
- Postcode (UK addresses)
- County, district, or state
- Area code or zip code (US addresses)
- Country
- Date
- Reference number
- Opening salutation (with or without a comma, depending on house style)
- Heading
- Main body of text
- Closing salutation (with or without a comma, depending on house style)
- Name of writer
- Position in organization
- Enc. (refers to enclosures, if there are any)
The source notes that even within the UK, there are differing conventions for placing the date and address, as well as for salutations and endings. Other countries will also have their own conventions. Therefore, one size does not fit all, and you need to adapt based on your chosen house style.
For the opening salutation, if you do not know the name of the person you are writing to, the UK English convention is “Dear Sir or Madam”. In this case, the letter should end with “Yours faithfully”. However, if you know the person’s name, you should use it in the salutation (e.g., “Dear Mr Smith”, or informally “Dear Yusuf”) and end the letter with “Yours sincerely”. It is advisable to try to ascertain the name of the person you are writing to, as personalizing your letter writing can be crucial for business success. In US English, a letter ending with “Dear Sir or Madam” could conclude with “Sincerely”, “Best regards”, or “Yours truly”.
The source also discusses open punctuation in business letters, where you can choose to either include or omit a comma after the opening and closing salutations. However, consistency in your choice is important.
When addressing letters, always check the spelling of the recipient’s name and their correct job title, as readers are justifiably offended by incorrect personal details. If you are unsure of a foreign or unfamiliar name’s gender, you could try to make enquiries or use the person’s full name (e.g., “Dear Chris Palmer”) to avoid embarrassment. Standard titles used in English include Mr, Master, Mrs, Ms, and Miss, with common practice today being to write “Mr” and “Mrs” without a full stop. “Dr” is used for both male and female medical doctors and PhD holders.
For addressing envelopes, maintain a professional approach, as this is often the first point of contact. Incorrect details can lead to the mail being returned unopened.
The source briefly mentions CVs and covering letters, noting that a good, customized covering letter sent with your CV can improve your chances of getting an interview. Avoid using standard letters and make sure to send them to the correct person with accurate details. “To whom it may concern” is used when the recipient’s name is unknown, such as in open references.
Overall, while standard formats exist, the source emphasizes the need to adapt your style to the circumstances and your readers. You can be innovative and move away from overly formal language. It’s important to build in rapport and politeness in your letters. Finally, always use spellcheck and grammar check (in the correct variety of English) before sending your letter, and avoid embellishing or over-complicating your writing. Regularly ask yourself if you achieved the desired result from your letter and if the English you used was effective.
Business Writing: Punctuation and Grammar Essentials
The sources emphasize that punctuation and grammar are crucial aids for clear communication in business writing. They help readers understand messages and allow writers to feel more confident and in control of their English writing. A good command of these can lead to improved confidence for the writer and satisfaction for the readers because sentences are designed to work effectively.
Why Punctuation and Grammar Matter:
- Unpunctuated writing can be difficult to decipher, hindering the understanding of the intended meaning. Unlike poetry, business writing should aim for clarity, and punctuation serves as an aid in achieving this.
- Punctuation helps readers understand messages and highlights where emphasis needs to go.
- Grammar helps structure business writing into manageable sections, aiding readers in understanding the meaning.
- Poor punctuation and grammar can create a negative impression of the writer and their company.
- Mistakes in grammar can make a writer sound unhelpful and can misdirect the benefit of communication away from the customer.
Punctuation Marks and Their Usage:
The source provides a list of common English punctuation terms and symbols:
- Capital letters (upper case) and lower case.
- Comma (,): Signifies a brief pause and is used to link lists of items, groups of words, adjectives, actions, and adverbs. It should not be used in place of a full stop to separate complete statements; a conjunction is often better for fluidity.
- Full stop (UK English) or period (UK and US English) or dot (.): Used to separate complete statements.
- Speech or double quotation marks or inverted commas (“ ”) and speech or single quotation marks or inverted commas (‘ ’).
- Question mark (?).
- Exclamation mark (!).
- Apostrophe (’): Shows where one or more letters have been left out of a word (contraction, e.g., I’m, it’s, you’ll). It also shows possession or ownership (e.g., student’s rights, students’ rights, men’s, children’s), with specific rules for singular and plural possession, and irregular forms like “its” which is possessive but takes no apostrophe. Be careful not to use an apostrophe followed by ‘s’ to signify a plural meaning (e.g., tomatoes, companies, not tomato’s, company’s).
- Hyphen or dash (–): Can be used to break up text and make longer sentences more manageable, similar to commas, and can act as a point of emphasis.
- Slash or stroke (/).
- Brackets ( ( ) ) and square brackets ( [ ] ): Used to break up text, especially lengthy passages, to avoid overwhelming the reader. Asides can be placed within commas or brackets.
- Ampersand (&).
- ‘At’ sign (@).
- Colon (:).
- Semicolon (;).
- Asterisk (*).
Grammar Elements:
- Nouns and Gender: English nouns and pronouns have four genders: masculine, feminine, common, or neuter. Unlike many other languages, the definite article (‘the’) and indefinite articles (‘a’, ‘an’) do not change according to gender. Non-native English writers should be mindful of not applying their native language’s gender conventions to English words, such as referring to neuter words as “he” or “she”. Note that there are exceptions where inanimate objects like ships and sometimes cars are referred to as “she”.
- Parts of Speech: English words are categorized into nouns, pronouns, adjectives, verbs, adverbs, prepositions, conjunctions, and interjections. Understanding these categories is essential for constructing grammatically correct sentences.
- Verbs and Tenses: Verbs express an action or state of being and have different tenses (present, past, future, and continuous forms). The simple tenses (present, future, past) are the starting point for global business writing. Subject-verb agreement (concord) is important to ensure the verb form matches the subject. Non-native English writers sometimes forget to check this.
- Comparison of Adjectives and Adverbs: Adjectives and adverbs have positive, comparative, and superlative degrees to show comparison. Short words typically add “-er” for comparative and “-est” for superlative, while longer words use “more” and “most”. There are also irregular forms (e.g., good, better, best; bad, worse, worst).
- Transitional Words and Phrases: These words and phrases (e.g., and, but, however, for example, therefore) improve the fluidity of writing by creating links between ideas and paragraphs, making it easier for the reader to follow the writer’s train of thought.
- Active and Passive Voice: Most companies prefer the active voice in business writing, where the subject performs the action. The passive voice, where the subject is acted upon, is generally less direct.
- Nominalization: This involves using nouns in place of verbs, which can sometimes make writing sound pompous and obscure the message in business contexts. Using the verb form often provides more energy and clarity.
- Question Tags: Used in conversation and increasingly in emails to encourage a response and check agreement or understanding (e.g., It’s a good outcome, isn’t it?). Non-native speakers can find them tricky to master, requiring a balance of the same verb on both sides and a negative in the questioning part.
The source advises to identify areas of punctuation and grammar to improve and to use spellcheck and grammar check (set to the correct English variety) as tools, but to be aware that they are not fail-safe, especially with homophones. Ultimately, the goal is to write clearly and correctly so that readers understand the message without extra effort.
By Amjad Izhar
Contact: amjad.izhar@gmail.com
https://amjadizhar.blog
Affiliate Disclosure: This blog may contain affiliate links, which means I may earn a small commission if you click on the link and make a purchase. This comes at no additional cost to you. I only recommend products or services that I believe will add value to my readers. Your support helps keep this blog running and allows me to continue providing you with quality content. Thank you for your support!
