NAME & MATRICS NO.: IQRAM BIN MOHD IDRUS [2022798449] MUHAMMAD HAZIM RAZIQ BIN HALIM [2022462362] AINA NURBASYIRAH BINTI IZAL ZAIRUL [2022828522] NIK NURUL SYAFIQAH BINTI NIK NADLEEN [2022739081 ] LECTURER: MADAM NORHAYATI BINTI HUSIN SUBMISSION DATE: 2ND OF NOVEMBER 2023 FACULTY OF ACCOUNTANCY BACHELOR OF ACCOUNTANCY (HONS. ) PORTFOLIO ENGLISH FOR BUSINESS CORRESPONDENCE (EWC662) PART 5 AC220 5C
WWW.REALLYGREATSITE.COM PART A 3. Format for E-Mail 5-7 1. Qualities of Good Business Letter 1-2 4. Format for Business Letter 8-9 2. Format for Memo 3-4 @REALLYGREATSITE Table of Contents ENGLISH FOR BUSINESS CORRESPONDENCE
PART A - NOTES ON QUALITIES OF GOOD BUSINESS QUALITIES OF GOOD BUSINESS LETTER Business letters hold a significant role in every enterprise. They serve as a means for businesspersons to establish and nurture professional relationships, introduce, promote, and finalize transactions. Letters facilitate the purchase and sale of goods, debt collection, building customer goodwill, and resolving crucial matters. While business letters maintain a formal tone, they should still convey warmth and positivity. Even when addressing unfavorable situations, the language should remain courteous, avoiding any semblance of threat or potential misunderstanding. A good business letter also exhibits clear, error-free writing. Below, several qualities of an effective business letter are outlined:- ENGLISH FOR BUSINESS CORRESPONDENCE PAGE 1
1. Clarity: • Clarity in communication is essential for ensuring that the recipient easily understands the message conveyed in the letter. This involves using simple, straightforward language without unnecessary complex text. Unfamiliar words can lead to confusion and misinterpretation, which is something a good business letter aims to avoid. 3. Timeliness: • Sending a letter at the right time is crucial for its relevance and effectiveness. For instance, if a business proposal is timesensitive, sending it promptly can be the difference between sealing a deal or missing an opportunity. A letter that is timely demonstrates that the sender is organized, reliable, and respects the recipient's time 2. Integrity and Sincerity: • This quality emphasizes the importance of honesty and transparency in business communication. It implies that the information provided in the letter should be truthful and reliable. When a business letter conveys integrity and sincerity, it helps build trust between the sender and the recipient. 5. Consistency: • Consistency in information is crucial for clear and effective communication. This means that there should be coherence and harmony in the content of the letter. Inconsistencies can lead to confusion and make it difficult for the recipient to extract the intended message or take appropriate action. 4. Correctness: • Correctness encompasses several aspects of language use, including grammar, spelling, punctuation, and proper formatting. A well-constructed letter reflects professionalism and attention to detail. Errors in language can detract from the credibility of the message and the sender, potentially leading to misunderstandings or a negative impression 6. Informality: • While formal language is often expected in business communication, there are situations where a degree of informality can be appropriate. Striking the right balance between formality and informality can contribute to a more personable and approachable communication style 8. Correctness: • This point reiterates the importance of providing accurate and reliable information. It emphasizes that the content of the letter should be based on factual and up-to-date information. 7. Completeness: • A complete business letter ensures that all necessary information is provided, leaving no room for ambiguity or misunderstanding. This includes addressing all relevant points and answering any anticipated questions the recipient might have. Incomplete communication can lead to frustration and inefficiency, as the recipient may need to seek additional clarification ENGLISH FOR BUSINESS CORRESPONDENCE PAGE 2 Qualities of an effective business letter
2. Format for Memo ENGLISH FOR BUSINESS CORRESPONDENCE PAGE 3
2. Sample for Memo ENGLISH FOR BUSINESS CORRESPONDENCE PAGE 4 REFERENCE https://www.indeed.com/career-advice/careerdevelopment/how-to-write-a-business-memo
PAGE 5 3. Format For Email ENGLISH FOR BUSINESS CORRESPONDENCE Format for email 1. Subject line 2. Email greeting Refers to overall email message structure and layout. It should include a subject line that is informative and brief, a greeting needs to be appropriate between the sender and recipient, a body paragraph must have the purpose of this email, and closing must be polite and professional. Overall, the email should be clear, easy to read, and concise. It is to let the recipient know about the purpose of this email. The subject line should be more specific and need to be clear, and short subject. Hi (name) Hello (name) Dear Mr./ Ms./ Dr./ Professor (Last name) Dear (name) Hi there, Hi everyone, Greeting Greet a person that depends on the level of formality, such as: If you don’t know the recipient's name, you can use a generic salutation such as: 3. Email body The message should only devoted to one topic. The content of the email should be explained. The email should be straight to the point, so it can reduce of time reading. It needs to be easy to understand and followed by paragraphs. 4. Email closing The closing must to be clear and to get the particular job to take action. The ending of email should be a friendly note, for the recipient to keep in touch. 5. Email signature Sincerely Respectfully Polite phrases: Best regards Yours truly
PAGE 6 EXAMPLE FOR FORMAL EMAIL ENGLISH FOR BUSINESS CORRESPONDENCE REFERENCE 30+ Professional email examples and format templates. (2023). Template lab. Retrieved from https://templatelab.com/professional-email-examples/
PAGE 7 EXAMPLE FOR INFORMAL EMAIL ENGLISH FOR BUSINESS CORRESPONDENCE REFERENCE Teacher Julieta. (2022). How to reply to an informal email. Blog. https://teacherjulieta.com/2022/03/29/informalemail/
DECLUTTER YOUR HOME AND FIND MORE PEACE HENRIETTA MITCHELL 4. Format for Business Letter ENGLISH FOR BUSINESS CORRESPONDENCE PAGE 8 REFERENCE Block Letter Format: Rules (with Examples) (2022) https://www.docformats.com/block-letter-format/
DECLUTTER YOUR HOME AND FIND MORE PEACE HENRIETTA MITCHELL Sample for Business Letter ENGLISH FOR BUSINESS CORRESPONDENCE PAGE 9 REFERENCE Elements of a Business Letter (2021) http://www.savvy-businesscorrespondence.com/BizLetterElements.html