Topic 4 Professional Writing

Professional writing is any type of written communication created in a work environment or context that enables employees to, for example, effectively communicate with one another, assist leadership in making decisions, provide clients with advice, adhere to local, state, or federal regulations, submit bids for contracts, etc.

Examples of professional writing:

  • Business Letters
  • Emails
  • Reports
  • Newsletters
  • Press releases
  • Meeting agendas
  • Resumes and cover letters
  • Responses to customer complaint letters
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Normally, business letters are intended to communicate details about the business. The salutation (“Dear Mr.” or “Greetings!”) and introductory line, which succinctly describes what you want to discuss, should be included in a brief paragraph that follows a conventional pattern. After this opening line, the body of your message is followed by closing lines that either thank the reader for their time or request comments on your message, as appropriate.

  • Instructional text and informational documents
  • Formal and professional letter. The length depends on the purpose, the writer’s objective.
  • Outline what you want to say in your introduction paragraph
  • Include the recipient’s address
  • Include who is writing the letter
  • In the body of the letter write your main message
  • Close your letter

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  • Use a meaningful subject line
  • Address them appropriately
  • Keep the email to the point
  • Make it easy to read
  • Do not use slang language
  • Be kind and thankful
  • If there were a previous conversation bring up some points if needed
  • Re-read the email to correct typos and grammar mistakes
  • Use a professional signature

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  • Executive summary
  • Contents – Index page
  • Introduction: Origin, Essentials of the main subject
  • Body: Main report
  • Conclusion: Inferences, Measures taken, projections
  • Reference: sources of information
  • Appendix

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  • Email Newsletter Strategy: Define objective, Decide how newsletter will add value
  • Newsletter Software: Without taking these into account, your campaigns are likely to be flagged as spam
  • Newsletter email list
  • Email Subscription Form for the company Website
  • Newsletter subscription form
  • Attract Newsletter Subscribers
  • Create Your First Newsletter Campaign: Email subject line, sender information, design
  • Preview and Send a Test Email
  • Send Your Newsletter

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  • Headline
  • Date of publication
  • Contact information
  • Summary
  • Intro paragraph
  • Detail paragraphs
  • About: Information about company (name, mission statement, founding dates, company size.
  • ###: Indicate the end of the press release content

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  • Goal of the meeting
  • List all topics that will be discussed
  • Identify decision-making agenda items

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  • Follow the standards of Industry
  • Keep it short
  • Keywords
  • Clear Language
  • Emphasize relevant information
  • No use of images
  • Simple Formatting

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How to respond to customer complaints

  • Read the complaint
  • Apologize for any inconvenience
  • Explain what may have caused the issue
  • Propose an actionable, detailed solution
  • Explain how you can improve the customer’s experience in the future
  • Offer an incentive
  • Encourage customer response
  • Reply to any follow-up letters or question


  • Address the customer by name
  • Consider the customer’s point of view
  • Respond as promptly as possible and be polite and professional

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