Business Letter

CHAPTER 1Getting Started: Writing and Your CareerPhilip C. KolinUniversity of Southern Mississippi

Copyright Cengage Learning Inc. All rights reserved.*

WritingAn Essential Job SkillWriting is a part of every job:It keeps business moving.It allows individuals working for a company to communicate with one another and with the customers and clients they must serve.


Writing for the Global MarketplaceThe Internet, e-mail, express delivery, teleconferencing, and e-commerce have shrunk the world into a global village. Companies must compete for international sales to stay in business.To be a successful employee in the global market, you will need to adopt a global perspective.Dont presume that you will be writing only to native speakers of American English within or outside of your company.To communicate with non-native speakers, use international English, a way of writing that is easily understood, culturally tactful, and diplomatic.


Using International EnglishHere are some guidelines to help you write international English:Use clear, easy-to-understand sentences.Avoid jargon, idioms, and unfamiliar abbreviations.Choose clear, commonly used words.Select visuals and icons that are free from cultural bias.When in doubt, consult someone from the native speakers country.


Four Keys to Effective WritingIdentify your audienceWho will read what I write?Establish your purposeWhy should they read what I write?Formulate your messageWhat do I have to say to them?Select your style and toneHow can I best communicate?


Identifying Your AudienceWho will read what I write?Who is my audience?How many people will make up my audience?How well does my audience understand English?How much does my audience already know about my writing topic?What is my audiences reason for reading my work?What are my audiences expectations about my written work?What is my audiences attitude toward me and my work?What do I want my audience to do after reading my work?


Establishing Your PurposeWhy should they read what I write?The most important rule in occupational writing: Get to the point right away.Since your purpose controls the amount and order of information you include, state it clearly at the beginning of every e-mail, memo, letter, and report.


Formulating Your MessageWhat do I have to say to them?A message includes the details and scope of your communication.Scope refers to how much information you give readers about those key details.Details are those key points you think readers need to know.


Selecting Your Style and ToneHow can I best communicate?Style is how something is written rather than what is written. It involves choices about paragraph construction, sentence length and patterns, and word choice. Adapt your style to different messages, purposes, and audiences.Tone expresses your attitude toward a topic and toward your audience. It is especially important, because it reflects the image you project to readers and determines how they will respond to you, your work, and your company.


Characteristics ofJob-Related WritingJob-related writing serves six basic functions:Providing practical informationGiving facts, rather than impressionsSupplying visuals to clarify and condense informationGiving accurate measurementsStating responsibilities preciselyPersuading and offering recommendations


Ethical Writing in the WorkplaceEthical writing means doing whats right and fair and being honest and just with your employer, co-workers, and customers.Common ethical phrases include public trust, equal opportunity employer, core values, global citizenship, fair play, full disclosure, fair trade, and social responsibility.Unethical business dealings are represented by phrases such as cover-ups, spin doctors, bid rigging, kickbacks, planned obsolescence, and price gouging.


Ethical Requirements on the JobSupply honest and up-to-date information about yourself in your rsum and job applications.Respect co-workers, customers, and suppliers in conduct that avoids bullying, discrimination, or any other unfair and unprofessional action.Refuse to use language that makes false claims or tries to deceive readers.Avoid language that excludes others on the basis of gender, race, national original, religion, age, physical ability, or sexual orientation. Maintain accurate and current records at work.Comply with all local, state, and federal regulations to insure a safe, healthy work environment, products, and/or services.


Ethical Requirements on the Job (continued)Adhere to your professions code or standard of ethics.Follow your companys policies and procedures.Honor guarantees and warranties and meeting customer needs impartially. Cooperate fairly with your collaborative team.Respect all copyright obligations and privileges.


Some Guidelines to Help You Reach Ethical DecisionsFollow your conscience and to thine own self be true.Be suspicious of convenient (and false) appeals that go against your beliefs.Meet your obligations to your employer, your co-workers, your customers, and the global community.Take responsibility for your actions.Honor confidentiality at work.


Some Guidelines to Help You Reach Ethical Decisions (continued)Document your work completely, carefully, and honestly.Keep others in the loop.Treat company property respectfully.Think green in the workplace.Weigh all sides before you commit to a conclusion.


Writing EthicallyYour writing as well as your behavior must be ethical.In your written work, strive to be fair, reliable, and accurate in reporting events, statistics, and trends.Unethical writing is usually guilty of one or more of the three Ms: misquotation, misrepresentation, and manipulation.


Examples of Unethical WritingPlagiarismSelective misquotingArbitrary embellishment of numbersManipulation of information or contextUsing fictitious benefits to promote a product or serviceUnfairly characterizing (by exaggerating or minimizing) hiring or firing conditionsManipulating international readersMisrepresenting through distortion or slanted visuals