Business English
HUBEA1-11
Business Messages and Letters
Eduvos (Pty) Ltd (formerly Pearson Institute of Higher Education) is registered with the Department of Higher Education and Training as a private higher education institution under the
Higher Education Act, 101, of 1997. Registration Certificate number: 2001/HE07/008
By the end of this week, you should be able to:
1 2 3 4
Use oral/written language Demonstrate good language Select and apply the Adapt register, tone, and
appropriately, taking skills, applying correct use of appropriate formats when style to suit the purpose,
audience, purpose, and grammar and syntax to producing effective business context, and audience.
context into account. communicate information documents.
clearly and effectively within
each format.
What will be covered in
today’s lesson?
1. Introduction
2. Short Messages
3. Mobile Messages
Week 2 4. Business Letters
5. The Letter of Application
Lesson 3 6. Curriculum Vitae
Introduction
21st Century Digitalization: Internal Communication: External Communication: Persistence of Conventions:
Simplified and enhanced internal and Digital platforms streamline Digital revolution transformed Despite digital shifts, formats and
external business communication. communication within organizations. interactions with customers and clients. conventions of various communication
Transitioned from physical documents Email, Microsoft Teams, and Slack used Social media emerged as a major types still apply.
to digital channels. for messages, conferencing, and file channel for marketing and customer Professionalism and appropriateness
Email, Microsoft Teams, and Slack now sharing. service. remain crucial in any communication
predominant for communication. channel.
Short Messages - Email & Instant Messaging
Email Communication: Instant Messaging:
Common Usage: Routine correspondence, task Channel: Apps like Microsoft Teams for quick,
assignments, corporate announcements. simple questions.
Format: Opening greeting, body, complimentary Formality: Maintain a formal register with
close, official signature. proper spelling and punctuation.
Tips: Considerations: Emojis, GIFs, and memes are
• Be cautious with "Reply to All." acceptable but use them judiciously. Recognize
that brevity doesn't compromise
• Avoid unnecessary signatures in replies. professionalism.
• Use clear and concise subject lines.
• Organize emails into folders for better
management.
• Compose thoughtfully, as email lacks tone
nuances.
Mobile Messages
• Work Team Chat Groups (e.g., WhatsApp):
• Common Usage: Informing team members about movements, connectivity, or emergencies.
• Risks:
• Blurring lines between professional and social communication.
• Legal ramifications due to information/content sharing.
• Security risks associated with chat groups.
• Caution:
• Clearly define the purpose of chat groups.
• Be mindful of legal implications.
• Consider security risks associated with information sharing.
• Avoid communication that may violate labour laws.
• After-Hours Communication:
• Consideration: Communicating via mobile messages after hours may violate labor laws.
• Benefits: Quick, cost-effective, and discreet communication.
• Risks: Improper use may lead to misunderstandings or conflicts.
• Format:
• Standard Structure:
• Company letterhead at the top.
• Company's address (top right).
• Receiver's address below to the left.
• Salutation, subject line, and body paragraphs.
• Complimentary close, writer's signature, and
Business Letters- name at the end.
• Block Format:
• Suitable for various types of letters:
Key Elements • Enquiry, complaint, acknowledgement,
• Style:
appointment, acceptance, resignation, etc.
• Principles:
• Politeness and Courtesy: Emotions should
not overpower professionalism.
• Avoid Jargon and Slang: Maintain a formal
and professional tone.
• Clarity and Conciseness: Clearly convey the
message without unnecessary complexity.
The Letter of Application
Purpose: Refers to Advertised Job: Content: Format: Approach:
Never Send CV Alone: Tailored to a specific job Not a CV Repetition: Business Letter Format: Body as Advertisement:
•Always accompany your CV vacancy, whether from a •Avoid duplicating information •Adhere to the appropriate •Present the letter's body as a
with a letter of application. newspaper, internet, friend, or present in the CV. business letter format. personal advertisement.
other sources. •Directly references the applied •Highlight strengths and unique
position, emphasizing qualities.
strengths and suitability. •Differentiate yourself
positively while maintaining
honesty and ethics.
Curriculum Vitae
Importance of a CV: Formatting: Creating the Right Impression:
A CV (Curriculum Vitae) introduces you to Typed, well-prepared CVs in a block Keep CV up-to-date, error-free, and
a company when applying for a post, format convey professionalism. relevant.
providing personal details, qualifications, Maintain methodical, neat, and prepared Short, clear, and organized CVs are more
experience, and interests. impressions. effective.
Tailor your CV to the position you're
applying for.
Avoid jargon, clutter, and unnecessary
details.
Items to Include in a CV
Personal Formal Employment General: References: Addendum: Declaration:
Information: Qualifications: Particulars:
Name, addresses, Tertiary education Current and previous Personal interests, Provide three character Include certified copies End with a declaration
telephone, email, ID, (most recent first), jobs in chronological hobbies, sports, references with names of relevant documents of correctness and
nationality, passport, secondary education, order. achievements, and contact (qualifications, ID, etc.). truthfulness.
date of birth, other qualifications. Business name, community work, information. Do not include original Include signature,
languages, driver's superior, address, leadership roles. Avoid family members documents. name, and date.
license. email, telephone, as references.
dates, main job
functions, reason for
leaving.
Class
discussion
Discuss the difference between a
CV and a Letter of Application.
The End