Creating a professional document

Core guidelines and business letters

Always refer to the company as …………………………..,
Use South African English as first choice or British English as second choice for spelling rules. Use the “s” spelling of words, not the “z” spelling. Example:
1. “itemised” not “itemized”.
All proposals and/or external correspondence are to be approved by a manager before being sent.
Do not use the symbol “+” or “&”. Use the word “and”.
Write out numbers up to the number nine, use numerals for 10 onwards.
Use a standard signature on all communications
The standard font is Arial.
Depending on the amount of information to be presented, the font size for content is 11 or 12.
Where defined, standard forms are to be used, which can be downloaded from the intranet or Dealer portal.
If you are not available for more than 24 hours, a standard “out-of-office-message” must be activated on Microsoft Outlook.
Keep written correspondence personal – use the recipient’s name if it is known. Use “Sir” or “Sirs” only if you do not know the recipient’s name.
The suggested end greeting is “Regards” or “Kind Regards”.
Avoid all discriminatory expressions.
Keep punctuation to a minimum.
If the document contains a number of pages with a lot of text, align the contents so that the text is evenly aligned along the left and right margins.

Every industry has its own jargon. When industry experts speak to each other, jargon is not a problem. However, most business communication is between experts and customers. Use straightforward and plain language. Should a technical term be used, define it in brackets. Example SPE.– (Strategic Partner Executive)
Avoid using clichés, some examples are:
“It has come to my notice…”
“At this moment in time…”
“At the end of the day…”
“Receipt is hereby acknowledged…”
“Slowly but surely…”
“Your letter of the 7^th instant refers”
Avoid using archaic(out dated) words / language
Use plain /easy language. Documents should be reader-friendly and should have short simple words or phrases. Using plain language creates the ability to communicate without ambiguity.

Some examples:

Avoid these words or phrases	Use these words or phrases instead
Endeavour	Try
Purchase	Buy
Manufacture	Make
Terminate	End
In respect of	About or for
Having regard to	About or for
In excess of	More than
In the course of	During
Prior to	Before
Subsequent to	After
Imperative	Important or essential
Approximately	About
In the majority of instances	Usually
As a consequence of	Because
For the purpose of	To
At the present time	Now
At this point	Now
In the event of	If
Meet with	Meet
Different to	Different from
Neighbourhood	District or area or community
Head up	Head
As though	As if
Is comprised of	Comprises
Different than	Different from
More importantly	More important
Over	More than
Under	Less than
Utilise	Use
With regards	With regard
On-line	Online
Off-line	Offline

The first page of a written correspondence must be on a standard EPSIDON TECHNOLOGY GROUP letterhead and any following pages must contain the RELEVANT COMPANY eg: logo.

Avoid using punctuation or slanted addresses when typing addresses and greetings.
Be sure not to omit the greeting, date or subject heading.
Avoid using “Re:” in the subject heading.
Layout should contain the following:
- Use single line spacing.
- On the top left of the page: insert the date and on the next line, if applicable, the reference number.
- If applicable, insert the recipient’s name and on the next line, the company’s name and address.
- Start the letter with a greeting (“Dear John”)
- It is optional to start the first paragraph with goodwill and to close with a last paragraph of goodwill.
- Goodwill is a short introductory greeting (example: thank you for your enquiry), or end greeting (example: we appreciate the opportunity to prepare this quote for you).
- Ensure that the contents of the letter are well set out in paragraphs if necessary.
- Leave space for a signature.
- Provide your details – name, designation and contact details

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