BUSINESS

CORRESPONDENCE
1. BUSINESS WRITING DO’s & DON’Ts
2. NEWSLETTER

UALE1032/MPU32023
ENGLISH FOR BUSINESS
 Writing Style
Improve your writing style by:
•Being creative in what and how you write
•Making your writing look visually attractive by
leaving a line space between paragraphs
•Using numbered points or bullets appropriately
•Using headings of a consistent style
•Considering the appropriate tone in your writing
•Structuring your messages logically
 Language and Tone
• Use plain language
• Remember that you are dealing with
a person as well as a situation
• Put yourself in the shoes of the
recipient
• Consider the best way of dealing with
the specific situations
Do:
1. Use 21st century language
Instead of Say
We refer to your letter of 21st October Thank you for your letter of 21
2012. October 2012

As spoken in our tele-conversation Thank you for calling me this

today. morning.

Please revert to me soonest possible. I hope to hear from you soon.

Should you require any further Please give me a call on 05-2874722 f

clarification please do not hesitate to you have any questions.
i contact the undersigned.
Do:
2. Remember your ABC
Accurate Check facts carefully Include all relevant
details Proofread thoroughly

Brief Keep sentences short Use simple

expressions
Use non-technical language

Clear Use plain, simple English Write in an

easy, natural style Avoid formality or
familiarity
Do:
3. Be courteous and considerate

•Reply promptly
• Understand and respect the recipient’s point
of view
•Do not reply if your message is wrong /
sounds offensive
•Be tactful
Do:
4. Use appropriate tone
Instead of
We cannot do anything about your
problem.
This problem would not have
happened if you had calculated the
figures correctly.
The new system you proposed is
completely illogical.
Say
Unfortunately we are unable to help
you on this occasion.
The problem may be resolved by
calculating the figures correctly.
I have some suggestions on the
new system you proposed.

I am writing to complain because I I am very dissatisfied with the

was treated really horribly in your standard of service I received in your
store today. store today.
Do:
5. Write naturally and sincerely
Instead of Say
I have pleasure in informing you I am pleased to tell you
We do not anticipate any increase in We do not expect prices to rise.
prices
I should be grateful if you would be Please let ŵe kŶoǁ…
good enough to advise us…
Please favor us with a prompt reply. I hope to receive a prompt reply.

Please revert to me soonest I hope to hear from you soon.

possible.
Do:
6. Include essential details
Instead of Say
My flight is at 12.30 on My flight AX341 from Hong Kong will arrive
Thursday. at KLIA 2 at 12.30pm on Thursday 12
October.
I enjoyed your speech last I enjoyed the speech you gave on sustainable
month. living at the Business and Environment
conference last month.
Our Customer Service Mr David Lee, our Customer Service
Manager will contact you Manager, will contact you within three days.
soon.
Do:
7. Be consistent
Instead of
The people attending will be
John Wilson, G Turner, Mandy
Harrison and Bob from Sales.
I confirm my reservation of a
single room on 16/7 and a
double room on 17 Oct.
Say
The people attending the next committee
meeting will be John Wilson, Gloria Turner,
Mandy Harrison and Bob Turner.
I confirm my reservation of a single room
on 16 July and a double room on 17
October.
UALE 1023 / MPU 32023
English for business

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UALE 1023 / MPU 32023 English for
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Business
 A newsletter is a printed report of
information and ideas that is
distributed on a regular basis (e.g.,
monthly or semi-annually) to a group
of interested people.

Newsletters are typically from two to

eight pages in length. They vary
considerably in cost, quality and
content.
 To update stakeholders on current news and happenings

To share content with customers and potential customers

To introduce / promote new or existing products and services

UALE 1023 / MPU 32023 English for
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UALE 1023 / MPU 32023 English for
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 WHAT ARE THE STEPS IN
PRODUCING A NEWSLETTER?

•Decide whether you will publish

the newsletter yourself or use
professionals.

•Follow the steps for all newsletters.

General steps for all newsletters.
• Decide what will be in the issue and how
much of each will be included -- for
example, articles, features, news notes, and
opinion pieces.
• Design the layout for the newsletter.
• Write the articles for the newsletter.
• Edit the articles-- for content, for style, and
for space.
• Check the final copy one last time for any
errors in printing or editing.
WHAT ELSE SHOULD YOU KNOW ABOUT
NEWSLETTERS?
• Words and graphics
Layout Basics
UALE 1023 / MPU 32023 English for
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Business
 ASSIGNMENT 1
Creating Company Newsletter
 CO 1: Use the correct format and conventions in
business memo, newsletter, and letter writings

Task:
Produce the next issue of your company newsletter.
Published to keep stakeholders updated regarding the recent
happenings in your company.
1. Various topics of your choice.
2. Members 5-6/group.
Three main sections:
Introduction An introduction of your company.
 Brief history; mission and vision
A Word from the Introduction of the current company newsletter
Editor-in- Chief  Volume and frequency of the newsletter (yearly/quarterly)
 Timeline of newsletter (the duration to create a newsletter)
 Overview of the contents(must include): Profiler-Meet the
Team
Give information on the team members who are involved. Explain on
their job description in the company along with their roles and
responsibilities in writing their parts in the newsletter.
Contents Write-up: Reports/Newsflash/Products/Feature Stories
Each write-up relates to past and Future (Must have a balance of
BOTH write-ups)
i. Past write-ups: min of 5/6
ii. Future write-ups: in of 5/6
*The length of each write-up must be around 400-500 words.
Total write-ups for contents: 5/6 for depending on the number of
members in each group.
An introduction of your company….
INTRODUCTION

Brief history; mission and vision

EFB is related to: Who are we??
I. Business Administration
II. Banking and Finance
III. Entrepreneurship
IV. Financial Economics
V. Retail Management
VI. Finance
VII. Marketing
VIII.Accounting
 Try to match according to your area of
studies…
What is the nature/business of your
company?
Ex: F&B(hotel/restaurants/bakery & etc),
general services (audit/printing/supplying
and etc), logistics and many more….
Example of Newsletters but not limited to any of
these below:
• Reports: Annual financial report
• Newsflash: Promotion or retirement of staffs
• Products: Introduction or review of new products
• Feature stories: Events organized-teambuilding, annual
dinner etc.
Please do create your own company, logo and other necessary details!

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Do not plagiarize the existing company’s details!

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 Always remember, you must have a vision before
Vision & Mission
It outlines what the organization
wants to be, or how it wants the
world in which it operates to be.
It is a long-term view and
concentrates on the future.
It can be emotive and is a source
of inspiration.
For example, a charity working
with the poor might have a vision
statement which reads "A World
without Poverty
you can start a mission!!!
 Defines the fundamental
purpose of an organization or an
enterprise, succinctly describing
why it exists and what it does to
achieve its vision.
 For example, the charity above
might have a mission statement
as "providing jobs for the
homeless and unemployed".
UALE 1023 / MPU 32023 English for
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 A WORD FROM
THE CHIEF EDITOR/
EDITOR-IN-CHIEF
 Information to include…
1. Introduction of the current company newsletter
2. Volume and frequency of the newsletter
(yearly/quarterly)
3. Timeline of newsletter (the duration to create a
newsletter)
4. Overview of the contents(must include)-Profiler-Meet the
Team:
•Give information on the team members who are involved.
Explain on their job description in the company along with
their roles and responsibilities in writing their parts in the
newsletter.
CONTENTS
 A collection of write-ups/articles related to your
company
• Write-up: Reports/Newsflash/Products/Feature Stories
• Each write-up relates to past and Future (Must have a balance of
BOTH write-ups)
• Past write-ups: min of 5/6
• Future write-ups: in of 5/6
• *The length of each write-up must be around 400-500 words.
• Total write-ups for contents: 5/6 for depending on the number of
members in each group.
 Newsletter Content Ideas
 Industry news: Business newsletters are an excellent way to
inform your customers about what’s new in the industry.
 Company news: Anytime your business has anything
newsworthy, it should go out in your newsletter as well as
press releases and other venues. Company news could be
anything from showcasing recent work you’ve done for a
client to announcing a new location.
New product/service announcements: Make your
subscribers feel special by making them the first to know
about a new product you’re offering. Exclusive knowledge or
access will make them repeat buyers and brand
ambassadors, and help you build pre-launch buzz.

Success stories or customer spotlights: Customers want to

know about each other and how your product helps them,
especially if you serve a more technical market.
 Photos: Images capture attention and boost interest, can
accompany almost all of the above content ideas. Show
behind-the-scenes at your business, your product in action, a
recent event, and more.
Suggested Some Articles for the newsletter may include:
1. All meeting and seminar information
2. Executive board information
3. Local upcoming events
4. Treasurer’s report
5. Advertisements
6. Workshop information
and many more…….
SAMPLE NEWSLETTER
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 Evaluation criteria and rubrics for the
newsletter (60 marks)
i. Group Evaluation (20 marks)
Introduction 5 marks
Chief Editor’s Note 5 marks
Design & Creativity 10 marks

ii. Individual Evaluation (content of the newsletter) (40 marks)

Requirement: Each member must contribute one write-up to the
content of the newsletter.
Content & Organisation 20 marks
Language 20 marks

TOTAL: 40 MARKS
THANK
YOU