UNIVERSITAS NEGERI YOGYAKARTA
FAKULTAS BAHASA DAN SENI
PRODI PENDIDIKAN BAHASA INGGRIS
MATA KULIAH: WRITING FOR BUSINESS COMMUNICATIONFRM/FBS/19-00 Revisi: 00 Februari 2015 Hal.5
Faculty : Department of Arts and Literature English Education Course name : Writing for Business Communication Course code : ENG6214 Credits : 2 Semester : 2 Pre-requisite : Writing for Personal Responses Lecturer :
Nila Kurniasari, M.Pd. Mobile : 0856 411 85 721 Email : firstname.lastname@example.org / email@example.com
Office hour is by appointment
This course is aimed to equip students with plenty of knowledge and practice on writing functional text appropriate to the context. In Writing for Business Communication, students will be given practices on writing formal letters, notes, resume, and other professional documents as well as responding to job ads. Classroom activities include lectures, classroom discussion, group and/or pair discussion, and peer evaluation. Students are expected to work on their writing projects and assignments outside the class to save time and to allow them to access other sources. This course employs collaborative learning and distance learning (e-learning) by employing Besmart. Students will be evaluated by their score on mid-term test, final test, assignments, and classroom participation.
By the end of the course, students will be able to: - Write several types of formal documents using the appropriate language and format - Respond appropriately (in written form) to formal invitations - Express opinions, arguments, and explanations in formal setting
RULES OF CONDUCT
1. Lectures are conducted in 14 16 meetings 2. Students must come to the class on time. Latecomers are permitted to join the class, but may not
sign on the attendance list 3. Should the lecturer be unable to attend to the class, makeup classes or online classes will be
provided to replace the missing lectures 4. Students are allowed to skip classes up to 4 times with or without doctors certificate and/or
parents letter. 5. Assignments must be submitted before deadline without exception (even for students who
cannot attend the class) 6. Students are expected to enroll into online class in Besmart by using the provided account (user:
NIM, password: mm/dd/year of birth) during the first week of the semester
27. Lecturer will give feedback on students assignment and will return them a week after 8. Plagiarism of any form will not be tolerated. This includes copying from online sources without
mentioning the source and/or copying other students work
Week Outline Description Method Material Time
I Introduction Explaining syllabus
Tutorial on Besmart (e-learning) - - 100
II Introduction to Formal writing
Introducing types of formal letters (announcement, thank-you(s), complaint, application, opinion, reporting survey, apology, invitation)
General format for business letters
Academic Writing for
International Students of
Business part 4.1
III Emails Professional emails
Assignment 1 writing an email
IV Meeting minuets Making notes prior and during meeting Lecture,
V Notes Differentiating between notes and letters
Writing Matters unit 2.7
VI Letter of inquiry Writing letters of inquiry for business purposes
Lecture, pair work
Writing Letter B chapter 5
VII Letter of
Writing letters of complaint in professional context Lecture,
Writing Matters unit 2
Workplace Writing pp.9-12
VIII Responding to a complaint
IX Letter of apology
Writing letters of apology in professional context
Lecture, pair work
Writing English in Context unit 9
X Letter of opinionWriting letters of opinion in professional context
Lecture, pair work
Writing Matters unit 2
XI Letter of invitation
Writing professional invitation letters Lecture,
pair work Writing English in Context unit 9
Creating survey (online and offline) Lecture, group
work, e-learning (Google form)
Academic Writing for
International Students of
Business unit 4.3
Writing a report on the results of surveys
Responses to job ads
Writing an application letter Lecture Academic Writing for
International Students of
Business unit 4.2, Writing English in
Context unit 8
200 XV Writing a resume Lecture
XVI FINAL EXAM 100
Hegarty, Carol. 2000. Writing: English in Context. Saddleback Educational Publishing Bailey, Stephen. 2011. Academic Writing for International Students of Business. Routledge. Brown, Kristine & Hood, Susan. 1993. Writing Matters. Cambridge University Press Childs, Leslie & Acott-Smith, Angela. 1999. Writing Letters. CASP Giling, Desmond A. 2013. The Essential Handbook for Business Writing. Greenlink Consulting Polk, Christine. 2009. Workplace Writing. Stockbridge Navickiene, et al. Practical Writing Self-study book. Klaipeda University
No ASSESSMENT TYPE Points
1 Final Exam (UAS) 30
2 Mid-term (UTS) 20
4 Assignments 20x2=40
5 Et cetera (your participation, your cooperation, hard work, diligence) 10
A 86 100 (or 4.00) A- 81 85 (or 3.67 3.99) B+ 76 80 (or 3.33 3.66) B 71 75 (or 3.00 3.32) B- 66 70 (or 2.67 2.99) C+ 61 65 (or 2.33 2.66) C 56 60 (or 2.00 2.32) D 41 55 (or 1.00 1.99) E 0 40 (or 0.00)
Unit 7. Business Letters
Formal business correspondence is usually done by letter as this leaves a written record which can
be kept for reference. Business letters can be of different types with different purposes: to apply for
a job, to inform people of developments, to request action, to propose a service, to complain, etc. To
write a successful business letter you need to use the right tone and to communicate your message
to the reader using straightforward language. The way a letter is written reveals a lot about the
person who is writing it and it also sends a message about the organization the he or she is working
for. It is, therefore, very important to make sure the information, layout, style and spelling are all
correct before you send it.
When writing a business letter, you should follow the standard format. The letter opposite shows
where the following different components should appear on the page.
A letterhead/address (but not name) of writer
b name and address of recipient
f subject heading
g body of the letter
j name and job title
Business letters are usually quite formal in style. A conversational style is therefore not appropriate
and you should avoid contractions, for example. Try to use verbs in the active and not in the passive
form as this will make your letter more dynamic. You should also avoid writing sentences that are
too long and that include complicated or unnecessary language. A straightforward letter will get
your message across more effectively than a long wordy one. There are certain conventions
concerning the correct way to address people ant to close your letter.
OpeningLetters always start with Dear followed by the correct form of address. If the letter is
going to someone whose name you do not know, it starts with Dear Sir, or Dear Madam, or Dear
Sir or Madam, . But if you do know the name, then you can begin with Dear Mr/Ms Taylor, or
Dear Greg Taylor, .
Closing Letters are usually closed in standard ways. At the end of your letter you should include a
short sentence like I look forward to hearing from you. Or Please do not hesitate to contact me
if you need further information. Below that, you should put a closing phrase:
Yours sincerely, (formal, for letters beginning Dear + name)
Yours faithfully, (formal, for letters beginning Dear Sir/madam0
Your truly,/Best regards,/best wishes, (less formal)
Useful phrases and notations
With reference to your letter of the 15th of this month,
It was very kind of you to agree
As I mentioned in my last letter to you
Thank you for taking the time to
Regarding the question of
I will arrange for my secretary for forward the minutes to you for your approval.
I am enclosing a copy of our latest proposal.
Cc (copy sent to another person)
PC (for additional sentence (s) included after the signature)
CarlMays, Robert Ingram, Maria Ibanez
Graduate Research Centre
Our ref: TSBA/DK/136
September 15th 200_
Dear Carl, Robert and Maria,
Confirmation of award
I am very pleased to announce that the project that your team presented to the annual TechStart business award
committee has been selected as this years winner. Congratulations to you all for your excellent rainbow Systems
project, which we hope will now have the opportunity to develop into a viable business venture.
It is a great pleasure for me to be able to confirm this award and to know that your team will now be able to benefit
from the financial and material assistance that TechStart will put at your disposal. We will be arranging a meeting in a
late October with you and all of those who will be involved in the StartUp programme.
In the meantime I am enclosing three invitations for the press conference and award ceremony, which will be held at
TechStarts head office on the 7th October. Both the local and national media have been invited to attend.
Once again, congratulations to you all for your hard work and for the innovative approach that you took throughout this
I look forward to seeing you on the 7th October and to having the pleasure of presenting you with the award in person.
Task 1. Use the sentences below to write the letter.
1 Our company is a well-known and reputable firm with many years experience.
2 We specialize in distributing high quality wines.
3 We have contacts with major retail outlets throughout the country.
4 Our sales network is one of the biggest in the country.
5 We have four warehouses located in Slovenias major cities.
6 We would be willing to share the costs of an advertising campaign to promote your wines.
7 We would appreciate it if we could be appointed your sole distributor.
8 If you are interested in our offer we could discuss the rate of commission and your terms of
9 We can supply references from a bank and our local Chamber of Commerce.
10 We hope you will accept our offer and we look forward to hearing from you soon.
Task 2. Read the letter of creditand answer these questions.
1.When will the seller receive payment for the goods?
2.What information must be included in the letter of credit?
3.Who will pay for the cost of transporting the cases of wine?
4.What does Vivian Eastwood want Denise Morgan to send her?
18 Park Avenue
Los Angeles, CA 90008 Tel: (213) 555 9765
Fax: (213) 555 8521
Ms. Denise Morgan
National Bank of Commerce
35 Main Street
Los Angeles, CA 90005
Dear Ms. Morgan:
Application for letter of credit in favor of Julian Montero srl
We have contacted Julian Montero, the Argentine supplier of the wine we are importing. We will be importing 500 cases of white and red wine and the total value of the contract is US $50.000.
Please open a letter of credit to cover the shipment. Details are as follows:
1. Beneficiary: Julian Montero srl, San Nicolas 1746, Buenos Aires, Argentina.
2. Sr. Monteros bank: Bank of Argentina, Buenos Aires.
3. Irrevocable letter of credit 30 days. To be confirmed by your correspondent bank in Argentina.
4. The letter of credit must cover the enclosed list of wines which specifies the bands and quantities we have ordered.
5. Four clean copies of the Bills of lading.
6. No part shipment permitted.
7. Shipping terms: CIF
We look forward to receiving a copy of your letter to your correspondent bank in Argentina as soon as possible. Please let me know if there is any further information you require.
Task 3. What type of the letter is it? Write the letter according to the example given below.
Regent House, 5th Floor,
12/16 Haymarket, London W1V 5BX
Administration: 020 7285 9981
Reservations: 020 7564 0930
Fax: 020 7285 9984
Mr Roberto Garcia
Universal Imports 15 February 2000
28 Whitechapel Court
London E10 7NB
Dear Mr Garcia
RE: Roxanna Garbey
Roxanna Garbey has been accepted for a position as Passenger Service Agent with far Eastern Airways at Gatwick Airport.
In order for Roxanna to work permit her to visit high security areas. She has given your name as a reference.
I would appreciate it if you could complete the enclosed form and return it to us as quickly as possible. She is due to start work with us on 15 March, but can only do so after we
receive your reference.
Thank you for your cooperation. I enclose a stamped addressed envelope.
J. P. Dent
Bibliography: 1. Tonya Trappe, Graham Tullis, Intelligent Business Style guide, Intermediate Business
English, Longman, 2005
2. David Cotton, David Falvey, Simon Kent, Upper Intermediate Business English, 2003
3. Sheila Cameron, The Business Students handbook, Redwood Books, 1999
4. Thomas S. Kane, Essential Guide to Writing, Berkley Books, New York, 2000
Unit 6. Emails
Email is one of the most commonly-used forms of communication in the international business
word. It is used extensively, requests, results, instructions, recommendations, minutes of meetings,
etc. Email is an effective, rapid and relatively cheap means of communicating with customers and
suppliers, both nationally and internationally. Because of the brevity, rapidity and relative
informality of emails, it is important to check that all information has been given and that the tone is
The emails opposite show where the following different components appear (though a-g may be in a
different order depending on the system being used) ;
a name of the person sending the email
b name of the person/people the email is addressed to
c person/people who will also receive the mail though it is not addressed directly to them
d person/people who will receive a copy without other people knowing
e date (and time)
f information about the content of the email
g files, documents, etc. sent separately rather than included in the actual message or body of the
I body of the email
k name and job title
One of advantages of emails over normal snail-mail letters is that they...