September 3, 2019 at 1:01 pm #4882Saket Kumar SinghKeymaster@saket
Write your main takeaways from the class “Business Writing.” Don’t refer to or get influenced by what and how others have written. Rather, recall the concepts discussed in the class and write them in your words. Focus on key concepts or things you learned and how you will implement the same to transform your writing style.
Don’t use bullet points. Write in paragraph form. Your content should have at least 150 words.
All the best!
September 9, 2019 at 8:28 pm #4979Anju BahlParticipant@anju
Key Takeaways From The Class Dated 8th September,2019
Business Writers write to make things happen.Business Writing is thoughtful,clear,concise and direct.It is professional,courteous,but not too formal.There are ten for effective business writing.Avoid nominalisation of verbs,recommend action and don’t refer to individual mental states.Avoid qualifiers.Use clear language and avoid jargon.Make simple sentences with simple structure.Use active voice.Write keeping company in mind.Mention the action agents unless needed to hide their identity.Use Imperative Sentences for recommendations.Avoid use of “should” and “must”.For mastering business writing,visit certain sites.Subscribing to certain newsletter of Business Consulting and Advertising Firms.Various types of business writing are-E-Mail,Business Proposal,Blogs and Articles,SEO Writing,Case Studies,Executive Summary,Business Plan,White Paper and Business Reports.Understanding the Format is the key.Business Writing Hack is that,the conclusion is written first.Avoid postponing the message to the middle part of the writing.Don’t write email when it is about private information,confidential and sensitive information.Anger,frustration,happiness are not expressed here.Pinpointing anyone’s faults in the email is avoided.Focus on one purpose only at one time.Elements of an email are subject line,salutations and introductory lines.Then comes body followed by closing and signature.Mention about the attachments in the email.Message is clear.Subject line is descriptive,specific,concise and clear.It is made intuitive.With change in the subject,the subject line is changed.Salutations for formal and informal writing and certain dos and don’ts were discussed.Closing of email and how it is different formal,informal and casual.Word limit of 500-700 for blogs and articles.It is conversational,concise and addresses the pain points of the potential customers.subtitles and images are used.Some points were discussed regarding SEO.The blog or the content to add value to the reader.
September 22, 2019 at 11:56 pm #5258Anju BahlParticipant@anju
Key Takeaways From Class Dated 15th September,2019
This class was in continuation to a previous class held on Business Writing. SEO Writing was discussed once again.Keyword Planner and Google Trends were told about.Company Profile Writing for big and small organisations was taken up.Challenges faced and possible solutions were also discussed.While writing a Company Profile,some rules are followed.Use different sections,adopt story telling format.Write facts and numbers,highlight benefits for clients.Take into consideration the key elements like geography,key stats,team,founder’s vision,values etc.An overview of the client is given with main objectives in mind.Timeline,the process to adopt,the commercials and payment terms are all taken into account.About the company is also written.Unique Selling Proposition is identified before writing Business Plan.Press Release is also a part of Business Writing.It is an official announcement.The organisation issues it.It includes at least one quote from the company or its spokesperson.How to write a Case Study was the next topic.A sample case study of ABB Shire Infosys,Infosys2 was also discussed.For the success of a business plan assumptions are to be accurate.The case of Uber Cabs Pitch Deck was explained.How Uber introduced the cab culture and how Medallion system nearly vanished.After completion of the entire document an Executive Summary is written. Guest Post can be written at relevant sites.After reading the guidelines,send a personalised pitch.Always include back link in Author’s Bio until the site allows link in the body.Share it on social media.Start writing as a guest blogger at the sites like Site Pro News. Ghost writing was also explained.
Technical Writing was discussed a bit.Technical Communication involves an expert and a learner.Technical means specific and detailed knowledge.Accuracy is of prime importance.Theory Of Love by Robert J.Sternberg was discussed.
October 7, 2019 at 5:04 pm #5426Anil MehtaParticipant@anilmehta
Key Takeaways from Class 4 held on October 6, 2019
Business writing is essentially done to make things happen or to get things done. This requires the content to be thoughtful, succinct, professional and courteous, but not overly formal. In business communications, it is best to start with a conclusion first. The key statement in the beginning induces the reader to go further.
In Class 4, we learned 10 Rules of Effective Business writing, with examples and class exercises. In summary,
1. Avoid changing verbs into nouns. Use strong verbs instead.
2. Recommend action instead of referring to individual mental states.
3. Avoid using words like “presume, imagine” etc. Conviction of business writer is a must.
4. Avoid qualifiers like ‘generally, ‘usually, probably, etc. They weaken the recommendation and raise doubt about the value of the action recommended.
5. Avoid unnecessary jargons. Provide insight and solutions.
6. Use simple sentence structure. Write Short sentences. Avoid writing the obvious.
7. Write in active voice
8. Write from the viewpoint of the company, rather than an individual.
9. Identify agents of action, unless required by the situation.
10. Use Imperative sentences for recommendations.
Blogs at sites, such as HBR, Mckinsey and Forbes, give a good exposure to good quality business writing.
Out of different types of Business Writing, practical tips about e-mail writing and blog writing were discussed in detail in the class.
Writing of Business E-mails
· Don’ts of E-mails: As a matter of fact, E-mail is not a confidential medium. Don’t send personal, confidential or sensitive information through e-mail. Don’t write emotional content [anger, frustration, extreme happiness]. Don’t blame somebody directly and offensively if something goes wrong.
· Elements of an e-mail:
o Subject: Write about one subject only in one mail. Make the subject descriptive, specific, concise, clear, and intuitive. Change the subject line when subject matter changes.
o Salutation: Salutation can be both formal or informal.
o Introductory lines
o Body of the mail
o Closing & signature
o Addressing the message only to relevant and concerned persons. Use Bcc function in case of multiple recipients that you don’t want to reveal.
Writing of Blogs & Articles
The purpose of writing Business Blogs by companies and freelance writers is to inform their clients and promote their businesses. A reader will read a blog only if it gives him some value. Google search also uses an algorithm that shows those blogs on top which provide useful information, and have high content value. To maintain focus, write about only one issue or problem in one blog.
A good blog or business article contains 500-700 words. It is written in a conversational style. It provides an answer to the question raised as the theme of the blog. Especially, it addresses the pain points potential customers face. Using subtitles and images makes the content attractive, readable and easy to understand. SEO Optimization of a blog brings value to the writer by way of more visitors and a higher conversion rate.
SEO optimization is done through keyword insertion in the article. First, write content for normal reading. Then introduce keywords at strategic locations from an SEO point of view. Use the keyword planner to discover keywords in popular use. Use max two keywords in one blog. Keyword density should be 1-2% of the total word count. Place keywords in Title, First paragraph, in some of the subtitles, and in the last paragraph. The keywords density should not affect readability. Use synonyms to break the monotony.
Typical Structure of a Blog comprises of:
· Feature Image. The file name for the image should contain keyword. This increases the chances of catching the search.
· Introduction – Max 5% of word count, say 100.
· Subtitle 1
· Subtitle 2
· Subtitle n
· Conclusion – Max 5% of word count, say 100.
· Hyperlinks – Quotes, facts, strong claims, surveys.
Other forms of business writing were briefly touched upon. They are Business Proposal, Press Release, Case Study, Executive summary, Business Plan, White paper, and Business Reports. The same rules are followed for content in each case, only the format changes. They will be taken up in subsequent classes.
October 8, 2019 at 10:13 am #5436shaloo ahujaParticipant@shalooahuja
Key takeaway of class 4
The class started with the introduction to the topic of business writing.The aim of business writing being the communication tool.Saket informed us that the business writers write to”
Make things happen and “get things done”.The key characteristic of business writing being thoughtful, clear, succinct and direct.Saket spoke about how copywriting and business writing was different
We were explained the 10 rules of effective business writing.The rules are that we should not change “verb” into”noun”, Rev omen action rather than refer to pure quality.Avoiding qualifiers that weaken recommendation.Avoid jargon until necessary. Write short sentences, active voice.To write from the point of view of company.Apart from these rules we were told to avoid using should, must, recognising the value of middle management
He also told us that while business writing understanding the format was the key.We were also told that while writing a business communications it was best to state the conclusion first and also that one of the disease of business writing is postponing the message to the middle part of writing.
We were explained how to write a business email.The difference of writing a formal and informal email was discussed in the class.He discussed with us what all were the necessity of writing a blog.He instructed us with all the pros and cons of writing a blog.The class ended with the note that the topic being vast will be continued in the next class.
October 17, 2019 at 4:57 am #5544Anil MehtaParticipant@anilmehta
Business Writing (Contd from Class 4)
Key Takeaways from Class 5, held on October 12, 2019.
Writing Company Profile
The “About” section on a website summarizes the Company profile. A visitor to the website may be a customer, investor, a job aspirant or an industry analyst. His interest varies with respect to his relationship with the company. To determine the focus of the company profile, try describing your company in one sentence. Use Storytelling format with different sections. Write facts & numbers (only the most compelling ones). Highlight benefits for clients or customers – List key industry challenges and your solutions.
The key Elements covered in a company profile are the Geography, Key Statistics, the Team, Founder’s vision, and company values, etc.
Writing Business Proposals.
A business proposal is for a client we wish to do business with. The client requires a business proposal to assess your capabilities and to know how much you will charge. It starts with the client inquiry.
Start with an overview and include your understanding of the client and its requirements (Goals). Write about what you can deliver, what and how will you do (The process). Back it up with your credentials and your USP. Give Client List, Media Coverage and Awards. Give Commercial terms & conditions. Includes a payment schedule. Attach links of similar work already done. The sample content should be relevant to the client’s requirements. Contact details are given in the end. The maximum length of a business proposal is 10 pages.
Writing Press Release
PR is an official announcement of the company’s news or policies. Charges for writing a press release is almost twice that of article writing because of specific format. Not meeting the format requirements means summary rejection by the newspaper. The writing style remains the same as other forms of Business writing.
Standard PR for print media is 200-250 words and for online publication 300-500 words. It is written in the Third person and is devoid of any sales pitch. It Includes at least one quote from the company or its spokesperson. It should be SE Optimized and include relevant data and facts.
Elements of a PR are A catchy headline, Location, and a dateline. It has a Lead or introductory paragraph that includes facts. Body of PR comprises supporting information, data, etc. Boilerplate is a small paragraph about the organization issuing the PR. Include PR issuing Media agency contact details to answer any queries regarding the PR.
Writing Business Proposals.
A business proposal is for a client we wish to do business with. The client requires a business proposal to assess your capabilities and to know how much you will charge.
It starts with a client inquiry. Devote a couple of pages to it, to show your understanding of the client’s enquiry and requirements. Mention if the business proposal is once-off or of continuing nature. Follow it up with what you can deliver, the process and methodology.
Back it up with your credentials, such as company size, no. of locations, team, mission, and vision. Highlight your USP. Give your Client List, Media Coverage and Awards.
Commercial terms and conditions. Includes payment schedule, Bank details, and other Legal Information, as well as Contact details.
Attach links of similar work already done and Case studies. The sample content should be relevant to the client’s requirement. The maximum length of a business proposal is 10 pages.
Writing Case Studies
Case studies are written to demonstrate the benefits of a product under a given set of conditions. This helps a prospective client to visualize possible benefits he can expect to get in his own usage. A Case Study is always scenario-based. It comprises of a problem, a solution (process), and an outcome. Brief about the subject organization.
Writing Business Plan
A Business Plan is also called Pitch Deck or Elevator’s Pitch. The difference, however, lies in the size and format of the two. A business plan is usually a detailed report, generally, a 30 to a 40-page document, whereas Pitch Deck is summarized in a powerpoint presentation format.
A business plan is made to raise funds, guide a business formation, and study the feasibility of a project. It should be written with this focus. Assumptions play an important role in the accuracy of a business plan. It is written in first person and future tense.
Format of a business plan consists of:
• Executive Summary
• About the company (Mission, vision, and objectives)
• Challenges in the market.
• The products or services
• Market analysis
• Competition analysis
• Sales & marketing plan
• Operational Details
• Personnel summary
• Financial projections – Profit & Loss Statement, Break Even analysis Cash flow, and Balance sheet.
• Feasibility study – Best & worst-case scenarios.
Writing Executive summary
An executive summary is made after making the Business Plan. It is meant to be shared with all the prospective clients, while a business plan is shared selectively with only serious clients. It is a maximum of one to two pages long. An abstract is the term used for it, interchangeably. It acts as a sales pitch.
Executive Summary comprises of Background of the business plan, Problems, and challenges, who we are and how are we going to solve the problem, and what to expect from the document.
Two other forms of business writing, namely Business Reports and White Paper were also briefly discussed.
November 4, 2019 at 11:56 am #5683Sanjay SharmaParticipant@sanjayk6f
We learned significant facts about business writing. It relates to my work and profile. The class began with the meaning of the business writing that “make things happen.”
We learned ten rules of effective business writing, avoid nominalizing verbs. Recommend action rather than refers to individual mental state. Avoid usually, generally. Follow the basics of content writing rules and avoid jargon.
We do research only to follow some standard writers and use critical themes in the opening line. It gives clarity to the reader. We suggested following some standard writers, including McKinsey, Forbes, and hbr.org. We practiced one task in the classroom and knew how to use the main idea in starting.
In the second session, we introduced with terms of business writing, email writing, business proposal, blogs & articles, and SEO writing. We got a brief about the press release, case studies, executive summary, business plan, white paper, and business report. In the last, we learned about Business Email, Blogs & Articles, and SEO writing.
November 9, 2019 at 8:46 am #5724Shaily RaiParticipant@shelz
The thing that differentiates business writing from others is that business writing is mainly done to ‘make things happen’ and to ‘get things done’. There were some key characteristics we had to keep in mind while writing business. This also included 10 basic rules for an effective business writing. They were: 1- Avoid nominalizing verbs. 2-Recommend action than individual mental state. 3- Avoid qualifiers. 4- Avoid Jargons. 5- Write in short sentences. 6- Simple sentence structure. 7- Active voice. 8- Writing in company’s point of view. 9- Identifying agents of action. 10- Using imperative sentences. These points were explained thoroughly.
In order to write an informative business article, it is necessary to have a valuable source of information. Some of the informative sites recommended to us were- mckinsey.com, forbes.com, qz.com, businessinsider.com. An important note to keep in mind was, unlike other forms of writing, business writing is more effective when we start with the conclusion first. We were then told to do a small exercise where we had to write an introduction of- Three ways to improve your personal finances. Next, we were introduced to types of business writing out of which, some were explained. We were told the do’s and dont’s of email business writing. We should only focus on one purpose while writing an email. The format was explained accordingly. Next was SEO writing. Though keywords played a key role in optimizing the website, it was content that mattered in the end. A good, informative content meant more website visitors. The total keyword density in an article should be around 1-2%.White paper, case study and executive summary were also explained. This concluded the first part of business writing. The rest of the types of business writing will be explained in the next class.
December 9, 2019 at 3:30 pm #6053Geetika AhujaParticipant@geetika
Keynotes #Module 4 ‘Business Writing” on 8th December’19
The class on ‘business writing’ was informative as well as educative on ‘how to be a business writer’.
Business writing is all about to make business happen.
Its key characteristics are like, it should be thoughtful, clear, succinct, direct, professional and not over courteous in its approach.
Following some rules, we can make business writing effective. Avoid changing verbs into nouns like use decide not decision. Use the word ‘recommend’ instead of ‘we believe’ or’ we think’. Avoid using jargon. Write simple and short sentences using an active voice. The matter should be written keeping in mind the point of view of the organization like ‘we’ not ‘I’. Mention the agents of actions avoiding any kind of ambiguity. Use imperative sentences as it should start with a verb.
Following some suggestive links and also subscribing newsletters from some business consulting and advertising firms we can improve our business writing skills.
Put the conclusion part first not in the middle in business communication.
The different kinds of business writings are like email, business proposal, blog & articles, SEO Writing, press release, case studies, business plan, and business report, etc. Their different formats and elements were discussed to make them presentable and effective.
Our assignment no. 4 is on SEO writing. Looking forward to attempting it considering all the suggestions and clues.
December 11, 2019 at 4:47 pm #6057nilja patelParticipant@npatel
In the business writing class, we have learned how to master business writing and its significance. We have given the suggested reading sights. And the suggestion to subscribe to the newsletters of business consulting and advertising firms like KPMG, Deloitte, Bain, E & y, PWC, Ogilvy. Additionally, business writing hacks such as: In business communications, it’s best to start with your conclusion first. We take a look at some finance management sights in our session and read the beginner’s guide to managing your money.
Types of business writing: Email, Business proposal, Blogs & Articles, SEO writing, Press release, Case studies, Executive summary, Business plan, White paper, Business reports. We got an overview of all of these types. When we are writing a business Email, we should not write Private information, Confidential and sensitive information, Feelings and Emotions, Whose fault it is when something wrong. Business Email focuses on just one purpose. Then we learned Elements of Emails: Subject line, Salutations, Introductory lines, Email body, Closing & signature and Addressing the message. Moreover, the Blogs & Articles and SEO writing have been cleared to use with the key-points. The typical structure of a blog has been taught. We have discussed details about SEO writing. And, the structure of PR has been shown for example and be cleared. We got the format of a press release.
December 11, 2019 at 9:54 pm #6059Pankaj KumarParticipant@pankaj-spn
The main key takeaway from business writing class held on 08.12.19 are:
The ten effective rules of business writing include avoid nominalizing verbs, recommend action rather than refer to individual mental state, avoid the qualifiers that weaken recommendations or express doubt, avoid jargons until necessary, use short sentences, simple sentence structure, use of active voice, write from the point of view of company, identify agents of action and use imperative sentences for recommendation.
The different types of business writings are Emails, Business proposals, Blogs & Articles, SEO writing, Press release, Case studies, Executive Summary, Business Plan, white paper and Business reports, etc.
The key elements of an email are Subject line, salutations, Introductory lines, Email body, closing, and signature, sending an attachment and addressing the message.
It is advised not to write an email when it is about Private information, confidential and sensitive information, feelings and emotions (Anger, Frustration and Extreme Happiness) and whose fault it is when something went wrong.
While writing the company profile the points to be taken care of are the use of different sections, storytelling format, write facts and numbers, Highlights benefits for the client or customers and use key elements like Geography, key stats, team, founder’s vision, value, etc.
Blogs and Articles should have a word length of 500- 700. It should be to the point, conversational, adding value, addressing pain point points of the customer and optimized SEO. The typical blog structure includes an introduction, body, conclusion, and hyperlinks, etc.
The most important thing while writing SEO is the total keyword density should be 1-2% of the total content.
December 20, 2019 at 11:44 pm #6136Debmitra DasParticipant@debsomadas
This session had great insight into Business Writing. Business Writing has to be short. One has to avoid nominalizing the verb and jargons, actions have to be recommended. Short sentences with simple structure and interactive ones are what recommended here. One has to use active voice while writing. Writers have written from the companies viewpoint. One has to start with a conclusion while writing.
There are various types of Business Writing like Email, Business Proposal, Blogs, Articles, SEO, Press Release, Case Studies, Executive Summary, Business Plan, White Paper and Business Report.
One has to avoid private, confidential or sensitive information while writing a business email. The subject line should be specific, clear and descriptive. Salutations is a must in business writing. Closing can be formal, less formal or casual.
A good Business Proposal should have an overview, goals, timelines, process, commercials, case studies, awards, and contact information. Blog and Article contain between 500- 700 words. They are conversational, to the point, usage of images and SEO optimized.
SEO writing one needs to determine keywords. Keys words should title, sub-title, first paragraph, and last paragraph. Grammar has to appropriate.
December 29, 2019 at 8:59 am #6221geetanjali JhaParticipant@geetanjali
Business Writing is all about KISS- Keep it Short & Simple. The purpose of Business Writing is getting things done. The audience always has to fight for time, hence conclusion has to come first, be it in the form of the subject of the email, or in the first three sentences.
The tone has to be polite and firm, clear, crisp, and succinct. The audience here is knowledgeable and we need to acknowledge the same in our writing.
There are different types of Business Writing such as Email, Business Blogs, Company Profile, Proposals, etc. We learned the ten principles of Business Writing. These can be applied in other writings as well.
SEO is an interesting and useful concept. We learned that as well. How to search effectively was another takeaway.
December 31, 2019 at 12:18 pm #6248rashi tayalParticipant@rashitayal
Business writing is thoughtful , clear and that should type one meaning. It should be short, precise and direct.
10 rules of effective business writing
1) Avoid changing verb into nouns. Verb has action. It is more effective. It is shorter. Always use a verb when you have a option.
2) Reccomend Action rather than refer to individual mental states.
3) Avoid qualifiers that weaken recommendations or express doubt. ( Avoid usually, generally etc)
4) Avoid jargons until necessary.
5) Short sentences.
6) Simple sentences and we should not sat something that is obvious or true. You have to simplify your thinking.
7) Active voice
8) Write from the point of the view of the company. For the company we use “we” .
9) Identify the agents of actions unless there is a good reason for hiding agency.
10) Use imperative sentences for recommendation.
Begins with a verb , assume the subject ‘you’
https.// http://www.mckinsey/com in
Subscribe to the newsletter of business consulting and advertising firms like KPMG, Deloitte, Ogilvy .
These are the best reading they are making the best money out of their writing.
In business communication , its best start with your conclusion. Business audience does not have enough time.
Presentation for investor plan
1) Business plan, pitch deck or elevator pitch.
2) Website – website content , blog , SEO optimised articles.
6) Registering the company
7) Marketing – Brochure, case study, white paper, press releases, advertisements.
8) Production, Service design.
9) Annual reports, Chairman’s message
Don’t write email
• Private information
• Confidential or sensitive information
• Feelings and emotion (Anger, frustration, extreme happiness )
Business email – focus on just one purpose.
Elements of an email
• Subject line
• Introductory lines
• Email body
• Closing and signature
• Sending attachments
• Addressing the message
Subject line – Descriptive, specific, concise and clear , Intuitive.
Change the subject line when the subject change .
Always specified subject line.
Dear sir/ Madam – When you do not know who the recipient of the email is.
Dear Mr John William – It is commonly used whenever you’re in doubt about the name/ forename of the person.
Dear John Wanda – Only if the email is addressed to two persons but not more.
• Do not use the dear with the names of the companies, department etc.
• It is considerd unacceptable unless you are obviously unaware that the person you are writing to is married/ unmarried.
• Dear use it maybe interpreted as too friendly or even arrogant .
Business email – closing
Formal- Sincerley , regards , yours truly
Less formal – Best wishes, warm regards , thankyou
Casual – Thanks, see you soon, cheers
There is a difference between thankyou and thanks . While attaching a attachment name properly.
Blogs and articles
• The typical length of word count is 500- 700 words.
• It should to be the point.
• Adding value
• Seo optimised
• Blogs are intended for some purpose.
How to add value –
• When you know the problem you can add value.
• In a blog \ articles address to one value
Always add value in business email
Typical Structure of the blog
• Feature image
• In introduction ( 5 % maximum 100 words – what , why ,who , when and how )
• Conclusion (5% max 100 words )
• Hyperlinks ( quotes, facts, strong, claim , surveys etc )
• It determine keywords ( careers in content writing)
• The keyword should be 1-2 %
• Keyword in title, subtitle , first paragraph and last paragraph
• Use of synonym rather than using r words again and again
• Identify keywords
January 2, 2020 at 9:46 pm #6254Vaishali JoshiParticipant@vaishalijoshi1310
Key takeaway notes from Business Writing class of batch 30 are as follows:
I came to know about the purpose of business writing. That shows how it makes business writing different from the other forms. Jargon is another thing that I understood clearly in that class. I learned that the thing which makes business writing effectively is its formulation. The conclusion of the writing must be written at the beginning of the article. I got to know about Search Engine Optimization too. How it works and what are its benefits to get most of the visitors to the site. I learned that while writing an email to more than two people, a colon is used after the greetings. I also learned how to effectively write a company profile. The class was interactive as usual. I always find the atmosphere of the class very positive and engaging. The assignments that we are asked to do are always very thought-provoking. Those are like the practical application of the theory that we learn in the class. I can say that the class has a positive impact on me.
January 4, 2020 at 7:49 pm #6257Upasna RaiParticipant@upasna22
The takeaways of class held on 28 and 29th December 2019.
We learned about business writing where its purpose is to get things done. Copy writing is the part of business. Marketing or advertising coordinates to set the business. The key characteristics are thoughtful, clear, succinct, direct, or professional but not formal. The ten rules of effective business writing includes avoiding nomination verb, recommending action, avoidance of qualifiers that express doubt, we must avoid jargon until its necessary, we must use short sentences or simple structures, active voice uses is necessary, we can write the point of view of the company, identify the agents of actions, and use of imperative sentences recommended. Then we learned about the type of business writing like business emails focusing on one purpose, elements of email which is necessarily, We also learned about the business proposals as recommended. We learned about the use and importance of SEO writing. Lastly we learned about the press releases.
We got to know about academic writing module where we studied how academic writing is different. We must use 3rd person or neutral tone, no emotional or informal vocabulary, passive voice is recommended.
January 13, 2020 at 4:02 pm #6299Vishnu Kant SrivastavaParticipant@vkant
Takeaway Notes from meeting dated 29 Dec 2019 on Business Writing (Part-2)
1- Business emails :
Business emails are not for private, confidential information. Feeling and emotions are not part of Business emails. The Business emails should be neutral. When angry, frustrated or in extreme happiness, Business emails should not be used to express them. For complaints also, one should be polite in Business emails and avoid blaming someone.
The complaints emails in business mails, matter be raised to get the things done, rather blaming somebody. When something goes wrong, Business Email should not be used for telling whose fault it was. One Business email should focus on one topic only.
Elements of Business email are subject line, salutations, introductory lines, email body, closing salutations, signature, attachments, and addressing the message.
However, the names of persons to whom and by whom it is written, are to be mentioned. This ensures proper sender and receiver who will be responsible for the talk that takes place
1.1 Subject Line
Most important element of emails is the subject line. It need to be descriptive, specific, concise, and clear. Whenever broad subject or status of a process changes, email chain (trailing mail chain) may also be changed accordingly. It will generate a new thread of conversation for each different stage of business.
1.2 Addressee and Salutations
In Business emails, One should not use department name as only addressee. The “Dear Administration”, “Dear Mrs”, or only “Dear” is also not correct. Also, while Dear Mr. Firstname is correct, the Dear Mr. Surname is not correct. Use Ms instead of Mrs. If we are to address two persons by surnames, then Dear firstname1, firstname2 is correct without including Mr after Dear.
In formal sense, we can use “Dear Sir/ Madam”, “Dear ( Mr first name) Mr Johnson”, “Dear (surname) John” , “Dear Mr Surname”, Dear Clients, To my Clients. In informal sense, we can use Hi Team, Hi Everyone, Hello Associates, Hi Bob, Hello Bob, Dear Bob, Bob.
1.3 Business Emails Closing
Formal Closings are Sincerely, Regards, Yours truly. Informal Closings are Best Wishes, Warm regards, Thanks you. Casual closings are Thanks, See you soon, Cheers.
2- Company Profile :
“About Us” section in website describes the Company profile. Here, the Founder’s vision, if any, is included. The content is divided into different sections, where company’s profile is narrated. Facts and figures are stated here. Only essential numbers are given to keep the content easy and attractive. The profile should address the need of the product or services, it is offering to the clients or customers, explaining void in the market for its product or services. Both Big Companies like GE, and Small Companies like some start-ups have challenges for writing their Company’s Profile. Some Companies’ profile are worth to be studied. They are Forbes, Accenture, Infosys, Randstad (one line story telling), GE.com ( for organizing sections), Genpact (GE connection; though a BPO company, but same is not projected in first page, an average content for profile), Apple (not written any “About Us” page). Sometimes story-telling approach or inspirations is used, but such stories should not be more than two lines, and it immediately should also connect to the product and services of the company.
3- Business Proposals :
Business Proposals are a B2B communication. Different sections are like :
1- Overview: Develop outline of the proposal.
2- Goals: What is goal of project, How is it innovative or new?; How is it a Brand or reliable?; How is it going to help the client?
3- About Proposal: Details of Proposal
4- Time line: Estimated time and milestones
5- Our Product/ Services Process: Details of process? What we require from client ?
6- Commercials & Payments: Milestone wise or stages wise payment plan, Contract norms, conditions, arbitrators, legal compulsions for meeting quality and timelines.
7- Samples: Samples may be enclosed, or its assessments by other clients be referred.
8- About Us: The Company Profile in brief, Infrastructures of company, legal information like registration number or other tax related information, contact details etc…
4- Press release :
A press release is an official announcement by an organization to the news media and to the public. A standard press release for print media is around 200 to 250 words. For internet, it can be 300 to 350 words. To make the press release, at least one quote from the company or its Spokesperson may be included in the content. Avoid sale style. Content may be drafted in third person. Relevant data and facts should be included. Search Engine Optimized content is preferred for press release. It is a neutral news piece. Press Release is charged more than content writing.
The format of Press release is like Headline, Subhead (optional), dateline (the city, country; date of release) and then it follows:
• Lead para: it describes all facts (answers to who, what, when, why, and how).
• Body: it provides additional, background information, statistics. It also provides “Call to action” items also.
• Boilerplate: short paragraph about the company or organization, whose press release it is.
• Source: the press release issuing company’s contact details
• Media contact information: The name, email-id, and phone number of media contact relation officer be provided, who can answer any question about the release.
5- Academic writing :
Academic writing is done for University Assignments, Scholarly Articles, Research Papers, Academic Essays, Review Articles, Thesis etc. Technical Writings is also an academic writing. The following are examples of academic writing :
• Research Paper
• Report Writing
• Case Study
• Literature Review
There are many websites doing this work on payment basis. Many Kolkata based websites undertake this work. UVOCORP is an India’s famous Academic Writing Assistance Agency https://india.uvocorp.com/ .
5.1- Academic writing features :
• Rules or features of Academic Writing: Academic writing is written in third person. It is as neutral piece of content writing as possible. Passive voice is widely used. Long sentences and long paragraphs are acceptable. No emotional sentences are used. Always stick to formal vocabulary. Informal vocabulary is not used. Structure is predefined. Publishing norms are also predefined. Target audience is experts or Professors. The article can be descriptive, analytical, persuasive, and critical.
• Referencing Style: Theory of Knowledge (TOK) is a required core subject in the International Baccalaureate (IB) Diploma Programme (DP). TOK provides an opportunity for students to reflect on the nature of knowledge, and on how we know what we claim to know. A writer on a “Knowledge” may be different from the Expert. Find out the guidelines of Academic Writing and strictly adhere to it. Referencing styles must be followed as per guidelines. In Microsoft Word, under references tab, see option “Style”. It may be fixed accordingly to APA, Chicago, 1EEE etc.
• Word Limit & Language: Use formal, objective, and technical language. Word limit should be ± 10 % of the desired words. Title Page, Table of Contents (ToC), Abstract, Executive Summary, Tables, References, and Appendices don’t become part of word count. Never use I, We, You. Academic Writing should be in third person.
• Use Software: Software, like Microsoft Word, may be used to organize the text. It will help in generating proper references, bibliography etc. Include Table of Contents (ToC), Executive Summary and Title Page for long Academic Writings.
• References or in-text citations: Claims, Data, and Statistics are to be supported by concerned references. If the software is used, the references could be delivered properly in the documents. When referring to a paper written by many authors, the paper may be referred as author name followed by “et. al.” If reference is quoted at the end of sentence, then reference will be as “(author-surname, yyyy)”. If the reference is quoted in the beginning of sentence, the format would be “author-surname (yyyy)”.
5.2- Academic writing Structure or Frame :
Heading, Abstract, Introduction, Literature Review, Methodology, Result, Discussion, and Conclusion are main parts of a Academic Writing.
• Heading should be suitable to the topic on which the content is being presented.
• Abstract is a brief summary of any paper. It quickly explains Purpose, Results , and Conclusion (PRC). It is recommended that Abstract should be written after all other sections are well documented. It should be precise, concise and should not exceed 250 words (one page). It should not include in-text citations. It should be neutral in tone and straight forward. Past tense, Brief and Informative are its features.
• Introduction contains introduction of the research-topic with its background. If there are sub-topics also, each paragraph will introduce the concerned sub-topic. Writing should be funnel shaped in arrangements of thoughts. They will start from general and will go down to the specific items of sub-topic. The in-text citations should be provided for claims, data, researches and statistics. The feature of “Introduction” is that it is explanatory and descriptive.
• Literature Review: It is a discussion of published information, in a particular subject area, and sometimes about the subject area during certain time period. One should keep this information critical, authentic, and detailed. It should be in neutral tone, straight forward, and include in-text citations. It can constitute up to 25% of the total matter.
• Methodology: The methodology is to be described in this section. Sampling of data (size) and methodology applied for sampling. Why this size is taken?. Collection and analysis methods are to be explained here. Research Instruments may be explained.
• Results: This includes results or interpretations of findings. Confirms or rejects the hypothesis. Include tables and statistics. Raw data is not included here. Unnecessary results, not related with the topic of paper, should not be reported here. It should be non-textual and concise.
• Discussion: Describe the significance of results; Interpret it; Point out implications to other areas; Explain the gaps in literature that are filled by this study; Describe further way-forward available to readers.
• Conclusion: It is written to give an everlasting impression to the readers. Restate the research problem. Highlight the findings. Summarize the paper. Tell about importance of research and how any gap in literature is addressed by this research. Introduce way-forward or future use or future scope in further research. It should be concise, clear summary, and matches the objective of the heading of the topic.
5.3- Software and Websites :
The software, App and available web-sites dedicated for this work is recommended for use. In this regard, learn Microsoft Word for References > Insert Citation; References > Bibliography; References > Manage Sources; References > Styles. One can also learn, and use web-site “citethisforme.com.”
January 14, 2020 at 7:53 pm #6306Shallu DeshwalParticipant@shallu
Key takeaway notes from Business Writing class of batch 30 are as follows:
Before you put pen to paper or hands to keyboard, consider what you want to say. Make your point right up front. Don’t use three words when one would clear your message.
Avoid jargon in your writing, these words don’t add value. You should also avoid using grandiose language. We often mistakenly believe using a big word when a simple one will do is a sign of intelligence. It’s not.
Always read what you write, before send any writing piece to anyone. Read it after one or two days after you finish your writing, so you can read it as a reader and find mistakes if any.
Don’t pretend that your first draft is perfect, or even passable. Every document can be improved.
We also learn about press release which is more critical as it’s not an advertisement, it is an announcement in the market for your customers. Don’t try to sell anything in this. Always add Date and Place in the start of this. It should be brief with all important information about your company or product and it must contains any quote of company’s CEO or Company Head.
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