Elements of powerful writing

Elements of Powerful Writing.

by:

Sarwan Singh

Corporate Training │ Personality Development │ Mentoring │ Hand Holding

by:Sarwan Singh(The English Academy)

englishacademybaroda@gmail.com

http://www.facebook.com/TheEnglishAcademyBaroda

@sarwan_singh

(91)88666 80407, (91)97279 19756

http://www.linkedin.com/pub/sarwan-singh/17/722/313

http://sarwansingh6644.blogspot.in

305-Helix ComplexNr. Hotel Kansar, Sayajigunj, Vadodara-390 005, Gujarat (India)

http://writebetter-speakbetter-english.blogspot.in

sarwansingh6644@gmail.com

Find us at

Let Your Mind do it’s work first;

before your hands to theirs.

Always use:

20:60:20Formula for any

written communication 20% time for planning, 60% time for writing, 20% time for revision.

Never Forget:

A Writer Writes

for the Readers.

What is the Purpose of your Writing?

Who are your Readers?

Knowing your ReadersHelps you to determine theStrategy you will use.

Before putting your pen to paper; think about:

Consider it for1. Courtesy,2. Consideration,3. Conciseness,4. Completeness,5. Clarity,6. Correctness.

6C’s of any communication

to the receiver?

April 7, 2023

Phrases like "I want…" sound rude. Try "I would like…" or "I would be grateful for…":"I would like some information on your range of printers.˝"I would be grateful for some information on your range of printers."

Don’tDemand or Give Instructions

Courtesy

April 7, 2023

Use "please" when you ask someone to do something for you: Can you open the window please? Could I have some assistance please?Use "thank you" after you have received help. You can also start a letter with "Thank you": "Thank you for your confirmation of February 10."

Courtesy

Remember to Use "Please and "Thank You"

Don’t Write:

We are delighted to state that today we have dispatched the material vide our invoice no……..

Write:

You will be glad to know that today your material as per your purchase order number has been dispatched vide our invoice no………

CONSIDERATION (You Attitude)

CONSIDERATION (You Attitude)

Don’t Write:

We are delighted to state that we have extended the shopping hours by two hours.

Write:

You will be delighted to know that to enable you to shop freely, we have extended the shopping hours by two hours.

Emphasize reader’s needs and benefits

Weak: We must receive the sales receipt before we can process the refund.

Improved: Please mail or fax the receipt so that we can process your refund.

CONSIDERATION (You Attitude)

April 7, 2023

Instead of writing "you", write "there" or "we".

"You made a mistake" becomes "There seems to be a mistake. "

"You said…" becomes "We understood…"

Change the focus of the sentence to avoid sounding as if you are

accusing the reader.

CONSIDERATION

April 7, 2023

"We have a problem with the account" becomes "We have a slight problem with the account.˝

"There's an issue with our suppliers" becomes "There's a little issue with our suppliers."

Use Qualifiers such as "rather", "a little",

"somewhat" or "a slight" make problems sound less

serious.

CONSIDERATION

April 7, 2023

"That was a stupid comment" becomes "That wasn't a very smart comment.“

"Your customer service staff is rude" becomes "Your service staff is not very polite.“

Reduce the impact of a criticism by replacing a

negative adjective by 'not very' + positive adjective.

CONSIDERATION

April 7, 2023

"issue" or "matter“ (instead of "problem")"inconvenience" / "inconvenient" (rather than "difficulty" or "difficult")"misunderstanding" (rather than "argument")"sensitive" (to describe an issue that you would rather not discuss)"unfortunate" or "disappointing" (rather than "bad")

Try to use words with a positive focus instead of a

negative focus.

CONSIDERATION

You had given some work to your

subordinate. The Work has been

done. However; it is not up to your

expectations. Write a two line note

to him/her expressing your

feelings about quality of work. April 7, 2023

But Statement And StatementI respect your work but I don’t agree with

this new idea.

I respect your work and I have reservations about

this new idea.I hear what you are saying

but I don’t agree.

I hear what you are saying

and I have different views.

I understand your point but

you are missing mine.

I understand your view and I

would like you to understand mine.

Substitute And Statement for But Statement

CONSIDERATION

Conciseness

You had visited a supplier in Mumbai. You were treated Extremely well by the supplier.

Write a thank you note to the supplier.

Write:

Thank you very much for your help during our visit to Delhi.

Don’t Write:

I want to take this opportunity to tell you that we are grateful to you for all the help that you extended when we were in Delhi.

Completeness

Don’t Write: I sent you letter hoping that I would receive a reply by the end of last week. I still have not.

( Which Letter? What was it about? When was it dated)

Write:I sent you letter on 15.3.14 about our new purchase policy requesting for your reply by 25.3.14.

As I have not received your reply so far, can you please send your reply in next three days.

Clarity

Don’t use UseUndergoes

an upward revision Increases

Undergoes

a downward revisionDecreases

A large proportion/ percentage of Many

During the time that While

Gives rise to Causes

In a hasty manner Hastily

In view of the fact that Because

Owing to the fact that Since / because

Take action on the issue Act

Was of the opinion that Said/believed/thought

My friend has establishedhis domicile

in Sevasi.

My friend stays

in Sevasi.

Use simple Language

Use Familiar Words,

Use Precise Words

Avoid ambiguous words

Use correct grammar,

Choose appropriate words,

Ensure that there are no spelling or punctuation errors,

Be ruthless with editing,

Adopt right level of tone to suit the receiver’s level.

Correctness

never, none, all, everything, totally,

everything

Avoid these word

should, must, ought tomaybe, possible,

could, sometimes, wish, may possibly cause, could attribute to, seems to, appears

to, might be Correctness

Elements of Powerful Writing.

by:

Sarwan Singh

Corporate Training │ Personality Development │ Mentoring │ Hand Holding

by:Sarwan Singh(The English Academy)

englishacademybaroda@gmail.com

http://www.facebook.com/TheEnglishAcademyBaroda

@sarwan_singh

(91)88666 80407, (91)97279 19756

http://www.linkedin.com/pub/sarwan-singh/17/722/313

http://sarwansingh6644.blogspot.in

305-Helix ComplexNr. Hotel Kansar, Sayajigunj, Vadodara-390 005, Gujarat (India)

http://writebetter-speakbetter-english.blogspot.in

sarwansingh6644@gmail.com

Find us at