Basic Business Communications Nick Mercuro, Austin Moore, John Skinner

Basic Business Communications
Nick Mercuro, Austin Moore, John Skinner
What are the Basic Elements of
Professional Writing?
Know the Purpose and Scope of Your Document
Respond in a Professional and Timely Manner
Identify/Write to Your Audience
Understand the Needs of Your Reader
Organize and Structure Your Document
Identify the Benefits to the Reader
Be Concise
Substantiate your Claims/Clarify Inquiries
Be Professional /Use Proper Grammar and Spelling
Know the Purpose and Scope of Your
 Before you begin writing, know the purpose for
which you are writing and what you want your
document to accomplish.
 Keep your primary objective in mind (you could even
type it at the top of your document and refer to it
throughout the writing process and then delete it.
 Never ramble or get off point.
Respond in a Professional and Timely
 You are a professional and
it is expected that you are
up-to-date on all tasks and
respond to an issue as
soon as possible.
 It would make no sense
waiting to address and
issue or make a statement
fifty days after the
Identify/Write to Your Audience
 It is important to know who you are writing to so you can
establish the correct writing tone.
 If you are writing with the intent of selling a product or service
to someone or promoting a cause, you may want to ask
-What age are my intended readers?
-What’s their background?
-Where do they live?
-What stage of life are they in?
-What are their INTERESTS?
-What is important to them?
Understand the Need of Your Reader
 Understand what the reader needs or wants from you
so you can anticipate and answer questions through
your email.
 Address potential arguments!
Organize and Structure Your
 Follow the correct writing format and certain styles of
writing whether it be a memo, letter, e-mail, resume,
report, advertisement, project summary, or other
form communication.
Identify the Benefits to the Reader
 Make sure when writing that you explain to the
reader how they are benefiting from your
 It wouldn’t make sense if you wrote a letter and it
served no purpose to the reader.
Be Concise
 Make sure that your writing is tight and on point.
 Do not get off topic or ramble.
 State your thesis and prove your point in as few
words as possible to sure you get your point across.
Substantiate your Claims/Clarify
 Make sure what your are saying s accurate and that there
are no discrepancies.
 You lose all credibility if your facts are false.
 Make sure that your facts and information so that there are
no confusions.
 Check your work and make sure
there are no spelling or
grammatical errors.
 You lose credibility if you are
 Have some else proofread your
work if you are worried you
didn’t catch all your mistakes.
What are the main types of business
 A business letter is usually a letter from one company
to another, or between such organizations and their
customers, clients, and other external parties.
 Letters are used for external communication
Format of letter
 Business reports are a type of assignment in which you analyze a
situation (either a real situation or a case study) and apply business
theories to produce a range of suggestions for improvement.
 Business reports are typically assigned to enable you to:
 Examine available and potential solutions to a problem, situation, or
 Apply business and management theory to a practical situation.
 Demonstrate your analytical, reasoning, and evaluation skills in
identifying and weighing-up possible solutions and outcomes.
 Reach conclusions about a problem or issue.
 Provide recommendations for future action.
 Show concise and clear communication skills.
 Also called memo
 It is a note or document that helps with memory by
recording events or observations
 Used for internal communication
General Format
 Heading: containing the info from where the memo is
coming from and who it is going to.
 Subject: brief description on what the memo is about.
 Body: contains the valuable information on what you
need to remember
Various types
 Memo of understanding: describes a bilateral or
multilateral agreement between two or more parties
 Memo of agreement: a document between parties to
cooperate on an agreed on an agreed upon project.
 Memo of association: governs the relationship
between the company and the outside