The document provides information on business writing skills such as email writing, report writing, writing agendas, and meeting minutes. It discusses the structure of emails, including addressing, subject lines, attachments, and signatures. It offers tips for email tone and etiquette. Report writing sections cover objectives, types of reports, and steps for writing reports. The agenda section describes objectives and components of an effective agenda. Finally, the meeting minutes section defines minutes, typical content and order, and types of minutes.

1. BUSINESS WRITING SKILLSBUSINESS WRITING SKILLS

2. Good Communication is the bloodGood Communication is the blood
of Successful organizationsof Successful organizations

3. EMAIL WRITINGEMAIL WRITING

4. Structure of EmailStructure of Email
• Addressing
– From, To, Cc, Bcc.
• Subject
– Write a must-open
subject line

5. • Attachment
– An email attachment is a
computer file sent along with
an email message
• Signature
– Generally, a signature is used
to provide the recipient with
your name, e-mail address,
business contact information,
or Web site URL.

6. E-WritingE-Writing
• Message Text
– Present the most important information at the beginning
of your e-mail
– Control your e-mail tone so you can connect with
colleagues and customers
– Summarize the discussion when you forward an email
– Use professional formatting

7. Useful Phrases and NotationsUseful Phrases and Notations
Opening and
closing
• For semi-formal emails,
Hello and Hi are common
openings and Best Wishes
or All the best are often
used to close
• Formal emails, like letter
start with Dear Sir/Madam
or Dear Mr. /Ms. X and
close with Yours sincerely or
Yours faithfully as
appropriate
Exchanging
information
• Are you going to Tuesday’s
Production meeting at
10am?
• Could you mail me the sales
figures for last month by
4pm?
• Here is the brochure on the
new product you asked for
(see attachment).
• I’m sending you the board’s
recommendations with this
mail.
Replying to
emails
• Thank you for your mail.
• I got your mail, thanks.
• Sorry I didn’t get back to
you yesterday but…
• Yes, I will be at the
Production meeting at 10am
Tuesday.
• Thanks for the information
about the appraisal
meeting. I’ll make a note of
it.

8. Phrases to the Function they expressPhrases to the Function they express
Functions
• Making reference
• Explaining the reason for writing
• Requesting
• Enclosing documents
• Confirming
• Giving bad news
• Thanking
• Apologizing
• Referring to future contact
• Finishing the letter
Phrases
⁼ With reference to you letter of 20 February…
⁼ I am writing to enquire about…
⁼ Could you possibly…?
⁼ Please find enclosed…
⁼ I am pleased to confirm that…
⁼ I am afraid that…
⁼ Thank you very much for sending…
⁼ We apologize for the mistake.
⁼ I look forward to seeing you next month.
⁼ Please contact us again if we can help in any way.

9. Email Tone - how you say what you sayEmail Tone - how you say what you say
Bureaucratic tone Personal, professional tone
To whom it may concern Hello, Dear, Hi
As per our discussion As we discussed
Utilize Use
The applicant will be required to… You will need to …
It has come to my attention that.. I have noticed, I have learned
On or before September 16 By September 16

10. Summarize the discussion when youSummarize the discussion when you
forward an emailforward an email
• A summary of what has been discussed in the exchange
• What you have done about the issue
• What you want the new reader to do
• How much, and which parts, of the exchange the new reader
should read
Why you are forwarding the message?

11. PROFESSIONALEMAILPROFESSIONALEMAIL
EXAMPLEEXAMPLE

12. E-MAIL ETIQUETTEE-MAIL ETIQUETTE
• Be informal, but not sloppy.
• Keep messages brief and to the point
• Use sentence case.
• Use the blind copy and courtesy copy
appropriately.
• Don’t use e-mail to avoid personal
contact.
• Remember that e-mail isn’t private.
• Be sparing with group e-mail.
• Use the subject field to indicate
content and purpose.
• Don’t send chain letters or junk mail.
• Your tone cannot be heard in an e-mail.
• Use a signature that includes contact
information.
• Summarize long discussions (replies).
• Be careful with abbreviations.
• Be aware of your perceived tone.
• Never send bad news via text.
• Don’t change meeting times or venues
in a text.
• Always double check when using the
voice-to-text feature

13. REPORT WRITINGREPORT WRITING

14. OBJECTIVESOBJECTIVES
• Understand the purposes of a report.
• Plan a report.
• Understand the structure of a report.
• Collect information for your report.
• Organize your information.
• Use an appropriate style of writing.
• Present data effectively.
• Understand how to lay out your information in an appropriate
way.

15. TYPES OF REPORTTYPES OF REPORT
• Thesis: A long essay or dissertation involving personal
research , written as part of a university Doctorate degree.
• Dissertation: A long essay, especially one written for a
university degree or diploma.

16. STEPS IN WRITING REPORTSTEPS IN WRITING REPORT
1. Logical analysis of the subject matter
2. Preparation of the final outline
3. Preparation of the rough draft
4. Rewriting and polishing of the rough draft
5. Preparation of the final bibliography
6. Writing the final draft

17. WRITING AGENDAWRITING AGENDA

18. OBJECTIVESOBJECTIVES
• A list of matters to be taken up (as at a meeting)
• The agenda is an outline of what the meeting will address.
• Always prepare an agenda for a meeting, even if it is only an informal list of main
topics.
• The agenda should be distributed to attendees a day or two before the meeting.
• For a longer meeting in which participants are required to make a presentation, try
to distribute the agenda a week or more in advance.
• The agenda should list the attendees, the meeting time and place, and the topics
you plan to discuss.
– Notice
– Memo
– Agenda

19. OBJECTIVESOBJECTIVES
• If the meeting includes presentations, list the time allotted for each speaker.
• Finally, indicate an approximate length for the meeting so that participants can
plan the rest of their day.
• The agenda is usually prepared by the Secretary and Chairperson
• Informal groups can use a whiteboard to write out their agenda
• Use descriptive headings, indicating what is to be discussed with each item. No
issue should be raised without a recommended course of action as this will assist
the committee to think about solutions
• Ensure a logical flow from one item to the next.
• A review of the previous meeting’s agenda can ensure continuity and follow up.

20. PROFESSIONALAGENDAPROFESSIONALAGENDA

21. MINUTES OF THE MEETINGMINUTES OF THE MEETING

22. WHAT ARE MEETING MINUTES?WHAT ARE MEETING MINUTES?
• Minutes of Meeting describe specify what was discussed and
decided in a meeting.
• permanent record of the meeting for future reference.
• Include an overview of the structure of the meeting.
• Note down in a concise way the matters that are being dealt
with and decided on during a meeting and to produce the
minutes of the meeting to everyone.

23. THE MINUTES CONTENTTHE MINUTES CONTENT
• Name of the institute
• Date and time the meeting
• Those present and those who could not attend
• A list of the agenda items/topics
• Summary of discussion for each agenda item
• The actions people dedicated to
• Synopsis of any decisions made

24. TYPES OF MINUTESTYPES OF MINUTES
• Minutes of Narration - These include some of the discussions
and important details.
• Minutes of Resolution - These are limited to the recording of
the actual words of all resolutions that were passed.
• Verbatim - This is a full record of all discussions that includes
the names of all speakers, movers and other of any motions,
written in a narrative style.

25. ORDER OF MINUTESORDER OF MINUTES
• Typing or write meeting minutes on a laptop/notepad can
make the process quicker and easier.
• Make a note of who is present. If necessary, pass around a
sign-in sheet.
• Use the meeting agenda as an outline for the minutes.
• Details do not belong in meeting minutes. Do write down any
motions and decisions made and the key findings of any
committee reports.

26. ORDER OF MINUTESORDER OF MINUTES
• Use bullet points to make the minutes easier to read. Each
bullet statement should represent a different finding,
discussion, or decision. Make a note of issues that were tabled
until future meetings
• Transcribe or review minutes as soon as possible after the
meeting, while your memory of what happened is still fresh.
• Before you submit the meeting minutes, proofread for types.

27. MINUTESOFTHEMEETINGMINUTESOFTHEMEETING

28. MINUTESOFTHEMEETINGMINUTESOFTHEMEETING

29. Thank you