written business communication

Question 1

cultural patterns (3)

Accepted Answer

1. high and low context cultureslow context: Explicit (USA): Want to say 100 things, say 150America, Canada, Western Europeclear, specific, unambiguous. Rely on the spoken on written, not on the relationship high context: Implicit (China): Want to say 100 things, say 70 + nonverbal cues (CONTEXT)East Asian, Southern American, Southern Mediterranean, Arab Countries (common values and assumptions) 2. collaborative and individual culturesteam/group vs me 3. polychronic and monochronic culturesmonochronic: time is linear, in a certain time things will be accomplished, agendas and watches, time is the day's driver. Most of the business worldpolychronic: time is flexible. Important is the very moment. Dinner can be long. relationship-based

Question 2

planning your writing

Accepted Answer

type of business correspondence(purpose of writing, possible audience, type of writing) identifying your audience (formal or informal style?) confidentiality (is it confidential, can I send this as an email?)

Question 3

effective business correspondence (8)!!!

Accepted Answer

1. address a person whenever possible (not department or title) 2. open with an informative subject line or opening sentence 3. stress benefits to the reader 4. use you in positive situations, but avoid it in bad situations 5. assume a team approach (we offer our customers ... ) 6. lists, paragraphs, headings, bullit boints for easy reading 7. avoid business jargon 8. timely, but never send in anger

Question 4

formal vs informal writing (6)

Accepted Answer

job specific vocabulary/complex sentences vs general voc and short, simple sentences structured and detailed vs. loosely structured no contractions, personal pronouns usually 3rd person vs. contractions, all pronouns domain-specific conventions vs. discussion like use some passive voice vs. uses active voice audience likely external vs. audience can be internal

Question 5

informal greeting (one person / more persons)

Accepted Answer

Dear... Hi... Hello... Hi everyone... hello everyone... hi everybody...

Question 6

informal closing (one person / more persons)

Accepted Answer

cheers... yours... see you soon... regards... best to all...

Question 7

formal greeting (one person / more persons)

Accepted Answer

Dear... Dear all... Dear coworkers... Dear colleagues

Question 8

formal closing (one person / more persons)

Accepted Answer

Best regards... kind regards... sincerely...

Question 9

the 4 C's

Accepted Answer

Clarity:not vagueThings are not efficient - vague: what is not efficient?? Conciseness:not wordy eg Thank you for your interest, instead of e long sentence Completeness:Does your answer really address the question asked?So why are you leaving your current job - I had enoughThis is clear and concise but not complete. It's too vague Correctness:timing, delivery, and precisioneg what would you do with cultural problems? strict rules and guidelines - badly timed!

Question 10

Dateline written and numbers USA GB International

Accepted Answer

USA: March 4, 2018 (3/4/2018) GB:4 March 2018 or 4th March 2018 (04/03/2018) YYYY-MM-DD 2018-03-04

Question 11

salutation letter USA

Accepted Answer

Dear Mr. Smith, Dear John, Dear Sir or Madam, NOT LADIES AND GENTLEMEN

Question 12

salutation letter USA

Accepted Answer

Dear Mr. Smith: (colon in a business letter) Dear John, Dear Sir or Madam, NOT LADIES AND GENTLEMEN

Question 13

using quotation marks

Accepted Answer

USA:double quotation marks, commas and periods inside GB:single quotation marks,

Question 14

Comma rules (13)

Accepted Answer

1. a list of series, but not when only twoWe chopped, sliced, and cooked the vegetablesWe were prepared to play and to win 2. Need to separate an introductory phraseWhile driving, he glanced in the mirror to check behind him 3. setting apart a transitional expressionHe warned, however, that the test could be difficult 4. setting apart a parenthetical word or phraseThe child, although small, is strong and healthy. 5. setting apart an appositive (they rename or describe sth in a different way)The car, a Mercedes, sped along the highway. 6. setting apart a non-restrictive clause (provides more information, but is not important to the meaning of the sentence)The cookies, baked to a crisp and sprinkled with sugar, tasted good. 7. separating two clauses, having a single subject, that are connected by "fanboys".= for, and, nor, but, or, yet, sodoes not apply if each of the clauses has a different subjectThey went to buy pizza, but came back with ice cream (same subject)They went to get pizza but the store was closed (different subject) 8. Separate an independent clause from a dependent clause (needs the independent clause to make sense)When the bell rang (dependent), the students all rushed to their classrooms. 9. Separating the day from the year, and also after the year, but not when any part of the date is omitted (ausgelassen)On December 19, 2000, there was a huge fire in our town.The boy was born in December 2000. 10. Separating city from a stateMy aunt lives in Redwood City, California. 11. Using a name or title that directly addresses a personWill you, John, take this woman to your lawfully wedded wife? 12. Separating an adjective with "ly" from other adjectivesThey were a couple of lonely, troubled misfits 13. where there are two adjectives where the word and can be used between themPercy grew up to be a rugged, handsome man.

Question 15

capitalization (4)

Accepted Answer

1. personal pronoun I 2. first word of a sentence, including after a salutation 3. proper Names of people, places and things 4. names of the month, days of the week and holidays

Question 16

good paragraphs

Accepted Answer

one main idea per paragraph state the idea clearly in the top sentence and then relate the other sentences to the top sentence

Question 17

basic business letter body

Accepted Answer

greeting 1st paragraph:- opening sentence introducing your purpose- supporting sentence- supporting sentence 2nd paragraph:- transition sentence to develop your purpose- supporting sentence- supporting sentence 3rd paragraph:- restatement of the main idea, not word for word- general statement- general statement and request for further contact closing

Question 18

written communication: the new normal

Accepted Answer

- fast-paced time: clear and concise - take the time required to establish and maintain rapport - accentuate the benefits - what kind of message would you want to receive? Shift from I or we to YOU! replace Before we can pay your invoice, we have to update your customer information in our systemwithPlease fill out the attached form and return it to us to speed payment your invoice

Question 19

e-mail etiquette

Accepted Answer

1.) To: correct name and address 2.) From: signature at the bottom, your (and your company's) name or other contact info 3.) CC: Only to those who really need one 4.) BCC: Confidential copy 5.) Re: Make subject meaningful - change the subject line in lengthy conversations 6.) Attachement: Don't forget, attach it before you write the email! 7.) Salutation: Must be - personal touch and sign of respect 8.) Priority: Use the flag only of necessairy 9.) Identify or introduce yourself, if they might not know you 10.) Keep it short and simple (KISS) increases the chance that they read it! 11.) add background info if necessairy 12.) speed and simplicity. respond quickly and easy 13.) be patient awaiting a respond 14.) Proper grammar, spelling and punctuation 15.) write short sentences and spaced between paragraphs to increase readability 16.) Don't use jargon or slang 17.) 18.) do not assume it's confidential 19.) don't end abruptly - summarize line at the end 20.) check - Is your message clear and unambiguous?

Question 20

memorandum (memo) outline

Accepted Answer

HeadingDate: August 8, 2018 (full date)To: Josef Master (present them in parallel fashion and use full names, personal)From: Aline GrindsSubject: Precise, Concise, and Rememberable (Make it memorable) BodyOpening: Builds on the subject line and usually states your main pointif persuasive or bad news the main point can be build up instead of stating it firstMiddle: Supporting details and discussion. Use listings for readability!Closing: Focuses on outcomes, responses, and action common in-house messages that help get work donethey are short and sweet, both concise and reader-friendly

Question 21

business letter

Accepted Answer

precise and clear, not confusing or distracting and hard to read or understand letterheadOffice (no name)Streetstate and countryDate Name, Titlelonger than two words then title below: General managerAdress Dear Mr. Brown: Opening: Introduce the topicMiddle: Explain and supply detailsClose: Identify the action needed and who is responsible for that action good or neutral news: State your main point early and expand upon in (main point - details)bad news or persuasive message: build up to the main point (background - main point)

Question 22

How to write a business letter/memorandum (4 steps)

Accepted Answer

prewrite:purposeaudience (information needs)gather informationlist of the main pointsarrange logical order draft:draft your letter from that listOpening: introduceMiddle: supply detailsClose: identify the action that should be taken revise:read the letterconsider how the reader understands itcheck details and logicconsider a (professional) tone refine:read one more timeprecise meaning (no ambiguous wording)accurate spelling (especially names)correct grammar, punctuation, and mechanicstake a look at the overall design

Question 23

business email 4 tips + language tips (3)

Accepted Answer

1. Use first names (usually) It's polite. Surname creates distance 2. Don't leave a blank "hello" It seems rude. But it's ok to write without anything 3. Keep it short People are busy! Don't say how are you. Say 'I hope you're fine' 4. Short and clear subject line - taste of what to expect "Job application, senior manager with 5 years of experience" "This new app will turn the property market on it's head" 5. Remove the word very!!! It enhances the text!!! 6. Avoid the passive voice use the active voice easier to read, sounds more confident, persuasive and friendly We scheduled the meeting, instead of the meeting has been scheduled 7. Use positive language Instead of "don't hesitate to contact us if you have any questions" (subconscious message = don't bother me) Do let me know if you have any questions

english grammar (Subject) / written business communication (Lesson)