Who is this for?

This leaflet is for anyone who needs to write letters, memos, reports etc. within a business setting.

The aim of this leaflet

To introduce you to some learning materials and tips related to business writing.

Materials in the Language Commons

Learning magazines

The Language Key

This is a monthly business English publication for HK and Asian learners. There are exercises on general writing skills, business writing and common grammatical errors. All answers are provided. If you want something light and useful, look for this magazine in the Language Commons Area A. In each issue, there are writing and grammar tests for you to evaluate your writing skills.

Books

You’ll find books on business English in the Multimedia Area (because they come with cassette tapes and video tapes). If you have difficulties getting the book you want, please ask for help from the counter.

• Business English and Communication C [‘Writing’ Shelf]
  This book is specially written for Hong Kong people who want to polish their business communication skills. The first three chapters cover the theory of business communication and revision of English grammar while the other chapters teach different types of business documents.
• Business Writing for Hong Kong CCC [‘Writing’ Shelf]
  This book introduces you to a wide range of business writing. There are exercises throughout all chapters, with an answer key at the back of the book. It also contains a useful reference guide discussing common weaknesses in Hong Kong people’s written English.
• Errors in Business English CC [‘Writing’ Shelf]
  This book concentrates on errors in written commercial English. Suitable if you want to learn about common errors, and writing skills for letters, memos and reports. In the Preface of the book there is a section telling you how to use this book for self-learning.

• The Complete Book of Contemporary Business Letters C [‘Writing’ Shelf]
  This book provides sample letters for almost every category of business letters and documents. There are also comments and explanations for each of the sample letters.
• International Business English [‘Business’ Shelf, Multimedia Area]
  Covers essential business tasks: writing letters, reports, memos, and many more. Also provides practice in pronunciation. Consists of a student book and cassettes.
• Business Studies [ ‘Business’ Shelf, Multimedia Area]
  This book is suitable for advanced and serious learners. It mainly introduces you to different aspects in business studies and offers examples of authentic texts. There are also exercises for you to practise your writing skills.
  If you want to adopt an integrated approach in learning Business English, you will find this book very useful. The writing exercises in this book are all contextualised.
• A Handbook of Commercial Correspondence C [‘Writing’ Shelf]
  It takes you through different stages of business transactions. It contains excellent explanation of styles and a wide range of business correspondence.

• Business Assignments [Multimedia Area]
  This is a set of eight international case studies with video for advanced learners. In each case, there is a challenging business problem and you are required to solve the problem by employing different skills such as presentations, negotiation etc. The writing materials are authentic and challenging. This book comes with video cassettes and a companion volume, the Information File.
• Right here C [Multimedia Area]
  This set of materials contains a student book, an answer key and 3 cassettes. It introduces you to all the basics of business writing, and contains very interactive activities and excellent language explanations.
• Business English (Linguaphone) [ ‘Business’ Shelf, Multimedia Area]
  It may look as if this is a course book for speaking but you will find it useful as there are a lot of business documents presented and explained. The cases in the book are interesting and authentic. Have a look and see if you like this course.
• BBC Business English [Multimedia Area]
  Thinking of improving your writing skills and other areas such as vocabulary, grammar and reading? Try this course book, which was specially developed for self-learning purposes. It offers various business scenarios and cases. All the writing exercises are contextualised and integrated.

• English Works (2) [Multimedia Area]
  Looking for a ‘crash’ course in business English? This might be the one. It comes with a Students’ Book and a Workbook. While the Students’ Book integrates core business functions and grammar with vocabulary (and pronunciation!), the workbook offers writing exercises for you to consolidate the language covered in the Students’ book. There is also an answer key for the workbook.
• Business English: Homework [Multimedia Area]
  The writing practice is designed in such a way that there are complementary oral practice — suitable for you if you are looking for contextualised writing exercises. There is a key at the back of the book giving answers and suggesting alternatives.
• Business letters for all [‘Business’ Shelf, ‘Multimedia’ Area]
  This book introduces the basics for business letter and report writing. You will probably find the first chapter (‘Form of a business letter’) useful if you are a novice business letter writer. In each of the chapters, there is a section on expressions and phrases.
• Technical Writing & Professional Communication [‘Writing’ Shelf]
  Part 4 of this book consists of units concentrating on different types of technical and business reports. Topics include: long reports, informal reports, proposals, memos and so on.

Materials on the Web

• Business English C
  http://www.io.com/~hcexres/tcm1603/acchtml/genlett.html
  A very comprehensive online Business Writing Course with clear explanation, exercises and examples. The materials and examples are authentic and up-to-date. Highly recommended!
• Professional Writing [Purdue University]
  http://owl.english.purdue.edu/handouts/pw/#sub6
  From this website you can get very useful and comprehensive information on business writing.
  Recommended links include:

• Revision in business writing
• Adding emphasis
• Writing positive, negative and neutral messages
• Sales letters: four point action closing
• Business Writing Essentials
  http://www.duq.edu/facultyhome/stuartkurland/business/business.html
  Tone, word choice, audience analysis and other elements of good writing are discussed and illustrated. There are examples of letters and commentary from language teachers.
• Internet resources for business writing [HKUST]
  http://lc.ust.hk/~learn/engbus.html
  Selected Internet resources from the Center for Language Education of HKUST.

• How to Write an Effective Admission Letter [University of Toronto]
  http://www.utoronto.ca/writing/admiss.html
  An admission letter is a letter or personal statement as part of applying for graduate or professional school. Visit this website if you need to write one.
• Grant Proposal Writing [Washington State University]
  http://www.ialc.wsu.edu/ialc/faculty_teaching/grants/WtngGrantProposal.html
  Writing a proposal to apply for a research grant? This website will give you useful information.

If you want to spend a few hours to brush up on your business writing skills, these websites might be the ones you are looking for:

• Business Writing Updated
  http://www.interlog.com/~flebo/business_update.htm#A
  This website gives you brief information in the following aspects:
  • Business Language Update Guide
  • Guide to Gender-Neutral Writing
  • Avoid Business Clichs
  • The Ten Commandments of Clarity
• Tips for better business writing
  http://www.writing-help.com/writing%20tips.htm
  Offers advice on tone and style, punctuation and ‘problem’ expressions.

• Wordiness: Danger Signals and Ways to React [University of Toronto]
  http://www.utoronto.ca/writing/wordines.html
  Visit this website to learn how to write in a concise manner.
• Unbiased Language [University of Toronto]
  http://www.utoronto.ca/writing/unbias.html
  Recent changes in social awareness have made people think about the ways language tends to downgrade certain groups. Common sense and some specific strategies can help you avoid unintended implications.
• Correct spelling [University of Ottawa]
  http://www.uottawa.ca/academic/arts/writcent/hypergrammar/spelling.html
  If spelling worries you, visit this website.
• Grammar C [Purdue University]
  http://owl.english.purdue.edu/handouts/grammar/index.html
  One of the best sites for grammar — almost all aspects of grammar are covered.

• Top ten least-wanted phrases in business writing C
  http://www.westwords.com/GUFFEY/topten.html
  Shows 10 phrases to avoid in business writing.
• Examples of improved sentences
  http://www.plainwriting.co.za/consultframe.html
  Shows you how messages can be better presented by using language positively and tactfully.
• A letter from the MIT’s Admission Department
  http://funnies.paco.to/MITLetter.html
  “MIT certainly has a proud reputation, but its admissions department went a little overboard in this case.” The two letters in the website are hilarious. Have fun!
• Letters to the Public Assistance Agencies
  http://funnies.paco.to/PubService.html
  Want to have a good laugh? Read these actual statements taken from cards, letters and forms received by public assistance agencies.

MORE tips

Getting started

• Read the Advice Sheet entitled Developing your own Writing Programme (W2) for information on writing strategies and tips for creating writing opportunities.
• Come to the Language Commons and look for this monthly language learning magazine: The Language Key. If you are always busy and feel that you can’t squeeze any time to improve your business English regularly and systematically, you will find this magazine useful. There are different foci in different issues so even if you don’t have time to devise your own learning plan, you are still able to do your learning systematically, with the help of this learning magazine.
• For an introduction to the styles and basic structures of business writing, read Chapters 1 and 2 of A Handbook of Commercial Correspondence, Chapters 1-3 of Business English and Communication, or Part 1 of Business Writing for Hong Kong.

Where to look for sample business documents?

Looking for samples of different types of business letter? Try this: The complete book of contemporary business letters. There are explanations to go with the samples. Highly recommended.

What do you want to improve in your business writing?

• If you want to learn business report-writing from a course book, we recommend Chapter 14 of Business Writing for Hong Kong.
• If you want to learn the basics of Business Writing within a short period, we suggest you visit the websites under the heading of ‘Quick Review of Business Writing’.
• In writing, do you often feel that you lack the vocabulary you need? If this is the case, read the Advice Sheet Learning Vocabulary for Speaking and Writing (V8).
• Do you feel that you want to improve the grammar and sentence structures in your writing? If so, read the Advice Sheets Grammar For Writing (G4) and Sentence Structure and Style (W5).

How can you evaluate your writing?

• Do a Diagnostic test with either AutoLANG or other materials (please read Writing Advice Sheet W2 and Grammar Advice Sheet G3 for information on this), find out your weaknesses in writing and then decide what practice you need to improve your writing skills. You need to identify the areas that need improvement — simply writing more won’t necessarily improve your writing.
• In each issue of The Language Key, there are writing and grammar tests for you to evaluate your writing skills.
• Another effective way to evaluate your writing skills is to make an appointment with the English Writing Centre (EWC) and ask an EWC Consultant to comment on your writing. You can ask in the General Office of the Center for Language Education (Room 3396, near lifts 17 & 18) for information about the EWC, or check out this website: http://lc.ust.hk/~ewc for information about making an appointment with the EWC.

And Now…

If you would like any help or advice, or just a chat about your progress, please get in touch — we are here to support your independent learning! This is how you can contact us:

• see an Adviser, on duty at the Language Commons Advice Desk (for details of advisers and their availability, please go to http://lc.ust.hk/~sac/sacadviser.html)
• e-mail lccommons (lccommons@ust.hk) with your query;
• ask at the reception counter of the Language Commons — if the receptionist cannot help you directly, s/he will pass your query on to one of the Language Commons advisers

Note

The introductory leaflet in this series is Improving your writing (W1).

This advice sheet is part of the Writing series of leaflets supporting independent language learning, produced by the HKUST Center for Language Education Language Commons team. This advice sheet was written by Elza Tsang, Oct 2001. Version 3. If you copy from this advice sheet, please acknowledge the source. Thanks.