Communication in Business Life IB 1

Improve your writing skills: messages

Write these emails

With guidelines for good communication skills / message writing skills in mind, write two of
the messages below (according to good email etiquette in working life). Imagine yourself
being in the situation described and use your imagination as to contents. Be neutral and
polite in style, use correct and formal English.

Task 1: You visited Helsinki International Trade Fair last week and collected company and
product information as well as a lot of business cards. Back home you realize that you need
more info on product X (choose a product), which you are interested in importing. At this point
you only want some more general information, the prices and terms of delivery. Ask for
brochures and prices lists. Make up details on who you are and remember audience analysis,
what will they need to know?

Task 2: Write a message to a potential employer (after a job interview) to inform her that you,
due to compulsory schoolwork are not able to start working as early as you first promised. You
are, of course, still very interested in the position and you hope that this will not affect your
chances of getting the job. Make up the details. How do you express yourself? Remember that
you, at the same time, want to demonstrate good general communication skills, good English
skills, good behavior etc.

Task 3: You had agreed a meeting with a customer to go through terms and conditions for a
potential deal; however, you have to cancel due to something unexpected. The customer is
important and so is this possible deal. How do you express yourself? Remember that it is smart
to give a couple of suggestions for new meeting times. Do not be over-apologetic.

Stick to a factual and professional tone.

P.T.O →
For all messages, consider:

 subject, greetings, structure of message, (introduction, body, conclusion). Remember

that this does not mean that it has to be divided into three paragraphs if it is a short
message. If you write longer message, three paragraphs are ok.
 correct spelling and grammar
 formal and neutral language style (for example: instead of “got” use received, instead of
“bad /lousy” use inferior, and also avoid strong, emotive language, e.g. fantastic,
horrible, beautiful etc.)
 make sure to never explicitly express negative emotions such as anger and
disappointment.
 Coherent, clear and concise text.