• Specify your relationship with the person you are writing the reference for.
• Mention the approximate time duration you have known the person.
• Depending on whether it is a job or education related letter, picture the person in the scenario. Highlight specific personality traits, skills, ethics and personal strengths that make the person perfect for the post. Reference letters are a formal affair and must be written in clear business English.
• Cite specific positive examples, highlighting an incident of teamwork, moral strength or excellent work ethics.
• Use strong adjectives to describe what you are saying instead of using general terms.
• Don’t get carried away with very long and unnecessary sentences or flowery language. The language used should be concise and to the point.
• Conclude the letter by giving a strong recommendation to hire.
• Always offer to give more information as and when required because most employers might want to reach you in person.
• State where you can be reached along with contact details and the best time to be contacted.
• All the information that you provide in a reference letter should be truthful.
• Avoid making any reference to the individual’s race, sex, marital status or any disability they may have. Don’t forget that proofreading your writing is important. You can use an English grammar checker or English editing software for this purpose.

• Write the letter in block style and do not use indents.
• Run a spell check and use the grammar checker on your final letter because even one spelling mistake can tarnish the brand image of the company.
• Use your company letterhead and write the name and address of the recipient on the top right-hand corner.
• The salutation should be addressed to Mr. or Ms. (Mrs. is old usage) or Dr, Revd, or other relevant title in special cases. If you are unsure of the recipient’s name then use, to whomsoever it may concern.
• State the subject or reason for the letter in one line at the start of the letter.  These days this is often shown in bold text and is underlined.
• The introductory paragraph of the letter should start by stating the motive for writing the letter. For example, in regards to our telephone conversation…
• The introduction should be followed by your requests and expectations of the recipient.
• Keep the language crisp and concise and use business English.
• Always include your contact details and use a sign off line such as I look forward to working with you…
• Conclude the letter with a thank you line and a salutation such as Warm Regards or Yours Sincerely
• Sign off with your name and title. If the letter is in the hard copy format then sign your name over your typed title. You must remember that proofreading your writing before you send it is essential.

• Do not overload your audience by using an excess of text, pictures or general information. Make your presentation focused as this will increase the audience’s ability to remember what you have presented. Make sure to use a grammar checker to ensure there are no errors.
• If you want the audience to take in a lot of information then do not put it all up on the slides. Instead, make hard copies of your business text and distribute it individually. You can use business writing software for this purpose.
• A great presentation can lose its charm if it is not delivered properly. Practice delivery in front of the mirror a few times and observe your body language, voice, tone, pitch and hand gestures.
• It is a good idea to use props to put your point across effectively and to keep your audience engaged.
• Keep people interested by telling them how the presentation concerns or affects them.
• Keep your slides simple. Use good, clear business English but avoid over complicated sentences and jargon.

Parts of a Memo

• To: This includes a list of all the people who will receive the memo. The names usually appear in order of seniority, where the most superior person comes first on the list. It is best to list full names and titles although in a smaller set-up using only first names may be acceptable.
• From: This will list the name of the sender or senders.
• Date: State the exact date when the memo is being written, including the day, month and year. Use business English and abstain from the use of short forms.
• Subject: This states the reason for the memo and should not exceed one sentence.
• CC: This will mention the names of the people who will receive this memo but will not be expected to carry out the action. This is generally used for superiors who need to be informed of the intra-office memos even if they are not directly concerned with them.
• The Body: The main copy will give a list of facts and discuss the issue. The facts have to be explained in a manner that is relevant to the recipients so they know exactly how they stand to benefit or lose in regards to the given piece of information. Although the memo looks like a short piece of text you cannot overlook proofreading or using a grammar checker.
• Conclusion: State the specific action that needs to be carried out.

The Letter Format

1.Accept the resignation: Address the letter to the employee and begin your letter by accepting the resignation. For example, We accept your resignation with deep regret…

2.Show appreciation: Thank the employee for contributing towards the company. You can use specific words that describe him or her or the association with the company. For example, hardworking, long association, valuable contribution etc.

3.Future employment: You can extend your regards and wish your employee luck with their career and future plans. For example, I wish you luck with your future endeavours…., It was a pleasure working with you…

4.Mention the date of relieving and settlement of dues if any.

Points to remember:

1.Proofreading your writing and using an online grammar checker is a must to nullify errors.
2.The acceptance letter is a formal letter, so only use business English.
3.The letter should be formatted like any other business letter with salutations, address and name.
4.Don’t use a condescending tone or patronize the individual for leaving the job.
5.If the employee was an asset you can add a comment mentioning that you will be contactable for reference purposes in the future.

• Begin by making a note of the time of the meeting, number of people present and also a list of absentees. You may wish to circulate an attendance sheet.
• The introduction should contain the company name, reason for the meeting and the agenda.
• Since minutes have to be placed in chronological order, take down the time details.
• Make notes immediately after the meeting when all points and observations are fresh in the mind.
• Using fewer words is the best way to improve your business English. It is best to use shorter sentences and simple past tense to write your report. It is important that your report is easy to read and doesn’t use unnecessary jargon or complicated words.
• You need to make a note of all motions and ideas that have been mentioned in the meeting, giving details of who voted for and against what motion.
• At the end of the report note down the date, time and agenda for the next meeting.
• Run a spell check and grammar check to ensure all your copy is written in good, clear English.
• The person who makes the minutes is also expected to mail it to all concerned persons. This will include absentees who will need to be updated with the details of the meeting.

Selection Criteria: Tender briefs always have certain criteria and these are weighed with respect to the other tenders. As these are the focus points of a tender brief you should pay special attention to them. If you do have an innovative idea then you can place it in a separate annexure. You must remember that the tender document is formal writing so business English is necessary.

Price Assessment: Your tender must follow realistic assessments. If your tender is chosen and you have under estimated the cost you won’t be able to deliver at the agreed price. If you over-cost the tender you may not be selected on the basis of being over-priced. Hence, it is best to give an honest budget assessment.

Quality Control: Before submitting the tender you must subject it to a quality control procedure; getting someone to read the document and give you critical feedback. Quality control proofreading of your writing and a grammar check should be compulsory.

Presentation: If you are called for a presentation, remember that this is another chance to sell yourself.