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Writing Workshop: Email, Letter & Business Plan

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Writing Workshop: Email, Letter & Business Plan

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About this activity

Taller de escritura de negocios (2 h)

Created by

ernesto mantilla el chama
ernesto mantilla el chama
Colombia

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Writing Workshop: Email, Letter & Business Plan
 

Writing Workshop: Email, Letter & Business PlanOnline version

Taller de escritura de negocios (2 h)

by ernesto mantilla el chama
1

WRITING WORKSHOP

WRITING WORKSHOP

2

Writing for Business: Email, Letter & Business Plan

Writing for Business: Email, Letter & Business Plan

Duration: 2 hours

3

Objective

Objective

By the end of this workshop, students will be able to write clear, concise and professional business texts using appropriate language, structure, tone and purpose.

The workshop focuses on three business communication tools:

  • Email
  • Business Letter
  • Business Plan
4

PART 1 – READ & IDENTIFY

⏱ 20 minutes

Read the most important recommendations from Guidelines for Business Correspondence.

5

Golden Rules for Business Writing

Golden Rules for Business Writing

> “Less is more.”  Write clearly and avoid unnecessary words.

> “get to the point”  State your purpose clearly and avoid unnecessarily long introductions.

> “Consider your readers”  Think about who will read your message and what they need to know.

> “Proofread twice”  Check grammar, spelling, clarity and tone before sending your message.

> “Ask for feedback or (re)action”  Make clear what you expect the reader to do.

6

Task 1

Task 1

In your own words, explain what each recommendation means.

Less is more | | | Get to the point | | | Consider your readers | | | Proofread twice | | | Ask for feedback or action | |

Use your own words. Do not copy the text.

7

PART 2 – BUSINESS EMAIL

⏱ 30 minutes

According to Everyday Business Communication Tools, a good business email should be simple, logical, short, direct, respectful and empathetic. It should also have a clear subject and may include attachments when necessary.

Situation

You work for a company that wants to establish a business relationship with another company.

You need to send an email requesting a meeting to discuss a possible business partnership.

Task 2 – Write the email

Your email must include:

Subject: __________________________

Greeting

Purpose of the email

Relevant information

Request for action

Professional closing

Before you finish, check:

  • Is my subject clear?
  • Is my purpose clear?
  • Is the email short and direct?
  • Is my tone professional and respectful?
  • Have I asked for a specific action?
  • Have I checked my grammar and spelling?
8

PART 3 – BUSINESS LETTER

⏱ 30 minutes

According to Everyday Business Communication Tools, business letters should use an appropriate letterhead, date, salutation, professional tone and signature. The text should go directly to the point after the greeting.

Situation

Your company has received a product from a supplier, but part of the order is missing.

You need to write a formal complaint letter requesting a solution.

Task 3 – Write the letter

Include:

1. Company letterhead

2. Date

3. Recipient

4. Formal greeting

5. Reason for writing

6. Description of the problem

7. Requested solution

8. Professional closing

9. Signature

Writing reminder

> “The first paragraph should state the reason for writing.” Your reader should understand the purpose of your letter immediately.

9

PART 4 – MINI BUSINESS PLAN

⏱ 30 minutes

A business plan is also a business communication tool, particularly when a company wants to communicate with potential investors or partners.

A presentation business plan/pitch deck can include:

  • Introduction
  • Problem
  • Solution
  • Market analysis
  • Business model
  • Marketing plan
  • Financial projections
  • Traction and revenue

Situation

Imagine that you are creating a new product or service.

Task 4 – Write a Mini Business Plan

Write one or two sentences for each section:

1. Business / Product: What is your business or product?

2. Problem: What problem does it solve?

3. Solution: How does your product/service solve the problem?

4. Target Market: Who are your customers?

5. Business Model: How will the company make money?

6. Marketing: How will you promote your product?

7. Financial Goal: What is your main financial objective?

10

PART 5 – FINAL EDITING CHALLENGE

⏱ 10 minutes

Choose one of your texts: the email, letter or mini business plan.

Now become the editor.

THE 5-W CHECK

WHO? Who will read it

WHAT? What information do they need?

WHEN? When is the action/information relevant?

WHERE? Where does the situation apply?

WHY? Why is the message important?

And remember:

> Clear + Concise + Professional + Purposeful

These questions are based on the Wh-questions recommendation in the Guidelines, which encourages writers to consider what the audience needs before writing.

11

FINAL REFLECTION

FINAL REFLECTION

Complete these sentences:

> The most important thing I learned about business writing is...

> The writing skill I need to improve is...

> From now on, when I write a business email or letter, I will...
 
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