Business English Teaching: Writing skills

By:

Itsaraporn Kaepimai 575080010-6

Kamonrat Kongchan 575080029-5

Teaching Business English: Writing Skills

Business writingCorrespondenceContractsReportsCVsAgendas and minutesWriting for the internet

Business WritingRequires:

◦Planning skills◦Organizational skills

Different from speaking in that:◦Not spontaneous ◦Not near-instantaneous◦Less natural◦More contrived

Approaches to teaching writingProcess ApproachProblem-solving

◦Brainstorming◦Structuring◦Drafting◦Getting feedback

Instructors’ roles◦Act as a language resource◦Provide feedback

Advice Evaluation

Approaches to teaching writingGenre ApproachUse others’ previous writing as

an instrument and reference ◦Study model texts ◦Base their writing on model texts

Approaches to teaching writingCombine 2 approachesProcess and Genre approaches

Study particular features

Compose their own version

Structure of writing

How paragraphs and sentences work together

CoherenceCohesion

Coherence

How to fluently convey, narrate, and organize the idea following the logical order in order to make the text comprehensible and easy to read ◦Flow◦Stick together◦Have topic sentence

CohesionHow to transit from one sentence to

another, and tie them together by using linguistic tools such as

Linking words or connectorsPronounsLexical items

Example

Unlinked Linked

The hotel is famous. It is one of the most well-known hotels in the country. The latest international dancing competition was held at the hotel. The hotel spent a lot of money to advertise the event. Because the hotel wanted to gain international reputation. But not many people attended the event.

The hotel, which is one of the most well-known hotels in this region, wanted to promote its image around the world by hosting the latest international dancing competition. Although the event was widely advertised, not many people participated in the competition.

Work on the new communication facility at Saniza Junction started in January. The foundations were completed in February, and most of the equipment had arrived by the end of March. Additional equipment, including transmitter components, was delivered throughout the months of April and May, and took two weeks to assemble. Commissioning took place in the final week of July, in time for President Kanaso’s opening ceremony on August 1. Unfortunately, the transmitter was totally destroyed in November’s earthquake.

Context of writing

What to consider when we are going to write

AudiencePurposeExpected response

Sample activities for teaching business writingPaired crosswordsCorrecting the emailOther ways

◦Gap-fill◦Mixed/jumbled text◦Sentence matching◦Formality Edition◦Errors detection◦Summarizing◦Verb form correction◦Comprehension task

Paired crossword

Correcting EmailCorrect email by punctuating and

capitalizing the messageUse the email to help them to fill in

the gapsIt’s difficult to say what the………is.

I’ve asked Harry…….send me an email.There’s a problem………the software.

I’ll get back……..you tomorrow sometime.

This might be the……… it doesn’t work.

Gap-fillDear Human Resources Director:I just read an article in the News and

Observer about Taylor’s new computer center just north of Durham. I would like to ______ for a ______ as an entry-level programmer at the center.

I understand that Taylor _______ both in-house and customer documentation. My technical writing skills, as described in the enclosed resume, are well ______ to your company. I am a recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science.

Mixed/jumbled text

I am seeking a optisoni in your engineering tenrmpadet where I may use my training in computer sciences to solve Taylor’s ringeeneign problems. I would like to be a part of the department that opledveee the Internet Selection System but am unsure whether you have a current opening.

Sentence MatchingI am writing

to……I am afraid

that……Thank you

for…….

….your help Please contact us again if we can help in any way.

…..apologize for the difficulties you experienced last week at our branch.

….I will be unable to attend the conference next week.

Formality EditionHey, PaulI want to but your product called Cooking

Buddy, but I don’t know how much it is and how to pay. Can you tell me then?

Dear Paul,

I’ve seen your product, Cooking Buddy, advertised on TV commercial, and I’d like to place an order. Therefore, I wonder whether you could send me some information about the price and payment method.

Errors detection

During the recent ARRGH convent convention in Washington, D.C., one of your sales representatives, Dusty Brown, informed me of a possibility possible opening for a manager in your Data Center. My extensive background in programming and my master’s degree in information systems make me highly qualification qualified for the position.

SummarizingAsk learners to summarize

business texts

Verb form correctionI understand that Taylor produce both in-

house and customer documentation. My technical writing skills, as describe in the enclosed resume, be well suited to your company. I be a recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science. In addition to having taken a broad range of courses, I serve as a computer consultant at the college’s computer center where I help train users to work with new systems.

Comprehension task

Answer question ( ex. what has caused a delay?)Give oral report Identify the purpose or expected response

We are sorry you did not receive your package as promptly as you expected. We experienced an unusually large number of orders, which disrupted our normal delivery schedule. To serve you better and faster, we are busy expanding our staff. Again, we apologize for any inconvenience we might have caused and look forward to filling your future orders in timely manner.

correspondence is the communication or exchange of information in a written format for the process of business activities, the correspondence is generally of widely accepted formats that are followed universally.

Correspondence

Correspondence

Correspondence

- Writing letters

- E-mails

- Mobile phone

- Taxt massage

- Faxes

These are needed to respond back.

These are different from

other documents like

contracts, reports or

minutes which are do not reply.

There are many types of written correspondence from scribbled note and informal e-mail to formal regal contracts and also the multitude of different types of letters and commercial documents dealing with issues

Enquiries - Delivery - Insurance Offer - Payment - Delay Order - Complaints - Credit Acknowledgements Job application

Correspondence

Written contracts are agreement which aim to lesson misunderstanding and provide a formal record for references. It’s a common in the business world and often depends on fine nuances of language.

Contract can be interpreted differently by different cultures. In some part of the world, contracts are seen as binding

documents, detailing and concluding an agreement. Other countries may be seen

as a commitment to do business together.

Contracts

Contracts Contracts normally includes some

or all of the following elements : Introduction with definitions and named of various

parties A time fame for the agreement Terms of payment and delivery Responsibilities and undertaking of each party Insurance details in case of problems Dispute resolution or arbitration arrangements Appendices and other accompanying documents

Sample letter of business contract

Reports

Reports are

documents which offer the reader the results of an enquiry

of some sort (research, technical inspection, visit and

feasibility)

Report normally start off with a title, names of authors and addresses, and the purpose statement giving the reason they were produced. The body of the report is

likely to include paragraphs on background, methodology of enquiry, result, discussion, conclusion and recommendations. A report may also include appendices, a list of reference and an index

Reports

Sample of writing reportsDate: Monday, August 1stTime: 4:00pmDuration: 1 hourAttendees: 10 total, from the Admissions Staff (Director, Assistant Director, four counselors, and support staff)Room: Meeting Room B in the Downey Hall Auditorium Agenda: Reviewing Homecoming Responsibilities Items Discussed:•Need to send out Homecoming visit day info.

●Megan will forward Melissa the Visit Day information that will go in the brochure. Melissa will create and send the brochure (by 9/1).

•Students callers to call prospective students.●Bob will give Brian access to the prospective student lists. Brian will create calling lists for the student callers (by 10/1).

•Prep admissions tent.●Bob will give Trent last year’s supply list. Trent will order all necessary supplies and work with Brian to schedule student workers (by 10/1).

•Give out homecoming info while on fall travel.●Once the Homecoming brochure is created, Melissa will order copies for the counselors to take on fall travel (by 9/7).

Other Info:•Megan in charge of communications. Contact her with any questions or suggestions.•Next meeting is Tuesday, Sept. 1 at 4 pm in the Executive Meeting Room in Sulley Hall.Send report to all attendees, VP of Marketing, VP of Recruitment.

In England, it’s celled CVs.In American, it’s called

resume.

CVs are normally sent together with a cover letter. This is the applicants' chance to highlight what they have to offer, and how they might benefit the company they are applying to.

CVs

Sample of CVs or Resume

Sample of Cover Letter

Agenda and minutes

The Minutes are the written record of that meeting.

The Agendas are list of items which are to

be discussed at a meeting.

Agendas also come in many shapes and sizes, but may include all or some of the following

Objective LocationStart and end timesBreaksDetails of participants, including names of chair

and person responsible for minutesItems to be discussed (with presenters’ name

and time allocated) Additional information or appendices

Sample of Agendas Date/Time: Wednesday, March 6, 2013 7:30 p.m. to 9:30 p.m.Location: Kendall Elementary School, Teacher’s LoungeAttendees: Principal Riddell, Secretary Alena Flora, PTA President Ellen Falbo, PTA Vice President Jennie Jacoby, PTA Fundraising Chair Marge Marks various teachers and parentsOBJECTIVEDiscuss upcoming fundraiser to raise money for fifth grade graduation activities. Decide on fundraiser and assign roles. Choose date.SCHEDULE7:30 to 7:45: Welcome – Ellen Falbo7:45 to 8:15: Discuss fundraiser ideas – Jenny Jacoby8:15 to 8:25: Discuss possible fundraiser dates and decide on them – Ellen Falbo8:25 to 9:00: Vote on fundraiser idea and discuss details – Marge Marks9:00 to 9:15: Question and answer period – Ellen Falbo9:15 to 9:30: Wrap-up – Principal RiddellROLES/RESPONSIBILITIESSet-up: Jennie JacobyMinutes: Alena FloraPaperwork: Alena FloraRefreshments: Ellen FalboSnacks: Marge Marks

Date/Time: January 15, 2013 11 am to 1:30 pmLocation: Conference Room BAttendees: Joe Smith, John Doe, Sally Mill, Jane Green, Sam Jones, Mike Smith, Donna WhiteOBJECTIVEDevelop ideas by quarter for the 2013 product launch dates in accordance with current technology and marketing platforms. Everyone should be prepared to discuss and offer suggestions.SCHEDULE11:00 to 11:15: Plastic (1Q) – Joe Smith11:15 to 11:30: Plate technology (1Q) – John Doe11:30 to 11:45: Vinyl (2Q) – Sally Mill11:45 to 12:00: Various projects (3Q) – Jane Green12:00 to 12:15: Various projects (4Q) – Sam Jones12:15 to 1:15: Platform overview – Mike Smith1:15 to 1:30: Questions and comments – AllROLES/RESPONSIBILITIESRecord meeting minutes: Donna WhiteNote-taking: Donna WhiteMediation: Joe Smith

The format of minutes may includes

- Names of attendees- Apologies (from those absence)- Review of minutes of previous

meetings- Summary of discussion - Record of proposal , decisions made

and voting details- Action points and responsibilities- Details of next meeting

Three types of minutes Minutes written to record internal meeting - These are

attended by company personnel and are only to be used internally. These can be quite informal and may take the format of action note(simply recording names of who is doing what by when)

Minutes written to record meeting with outside agencies (customers or partners) but for internal use only these will often includes subjective comments.

Minutes written to record meeting with outside agencies (customers or partners) but for shared use or publication. These are often the most formal and may form the basis for negotiation or contracts.

Sample of writing minutesFranze Co. Monthly Board Meeting13 February 2013Meeting called to order at 12:00 p.m. by CEO Taylor CooperMembers present:Taylor Cooper, CEOLogan Shafter, CFOMorgan Ely, Senior Vice President, MarketingElyse Chan, Senior Vice President, EngineeringJoyce Comer, Senior Vice President, ConsultingLindsay Rogan, Communication StrategistMark Epstein, Senior Vice President, Human ResourcesShane Hale, Engineering SpecialistMembers absent:(none)Approval of minutes:•Motion: Approve minutes from 14 January 2013 board meeting•Vote: Motion carried•Resolved: Minutes from the meeting on 14 January 2013 approved without modificationBusiness:Motion from Morgan Ely to submit the latest issue of company newsletter, The Newswire, for national awardVote: 10 in favor, 0 opposed, 0 abstainedResolved: Motion carriedMotion from Shane Hale to attain 10% more engineering materials for companyVote: 4 in favor, 6 opposedResolved: Motion failedMotion from Mark Epstein to hire 5 interviewed candidates to fill vacant positions at the companyVote: 6 in favor, 4 opposedResolved: Motion carriedMeeting adjourned at 1:14 p.m. by CEO Taylor Cooper

Sally’s Bakery Business Meeting09 February 2013Meeting called to order at 2:30 p.m. by bakery owner Sally Honer.Employees present:Ashley Logan, ManagerTaylor Cooper, Assistant ManagerAbby Morgan, AssociateMark Sellers, BakerSharon Bess, BakerMembers not present:(none)Approval of minutes:•Motion: To approve the minutes for 05 January 2013 •Vote: Motion carried •Resolved: Minutes from the meeting on 05 January 2013 approved without modification Business:Motion: Owner Sally Honer made a motion to hold baking training seminar on February 26thVote: 4 for, 1 opposedResolved: Motion carriedMotion: Baker Mark Sellers made a motion to host taste testing session during February 26th training seminarVote: 5 for, 0 opposedResolved: Motion carriedMotion: Associate Abby Morgan made a motion to get rid of worst seller, red velvet cupcakesVote: 2 for, 3 opposedResolved: Motion failedMeeting adjourned by Sally Honer, bakery owner, at 3:50 p.m.

Writing for the internetThe internet is used increasingly for

business communication purpose, both internally (as an intranet within a company), and externally, via the World Wide Web.

Employees may be asked to write anything from company newsletters, to sale information on new products, to how to find us’ information

The principle of writing for the web are different from those of many other business documents, in that design and layout play a much more overt role and it may be necessary to written information to audio or video materials or to other website. However, the need to write simple, clear English is also still there.

ConclusionThis skill is significantly different

from speaking skill mainly in its process

It requires systematic process and authentic-like material

The different types of writing require the different methods and activities in teaching