FUNDAMENTALS OF BUSINESS WRITING

TIME DISTRIBUTION FOR VARIOUS STAGES OF WRITING

Writing Stage Required Time Actual Time We Devote

Planning 40% 10%

Drafting 20% 80-85%

Revising 40% 5-10%

The Word Selection

Developing Sentences

Paragraph Formation

The Word Selection

PRINCIPLE 1: CHOOSE UNDERSTANDABLE WORDS 1. Choose words receiver will understand (based on analysis of

the receiver).2. Use the you-viewpoint and words slightly below the

receiver’s vocabulary level.3. Select simple, short words and technical words

appropriate to the receiver. Examples:

abdicate resign Use simple words

facsimile fax Use short words

prosthesis artificial part Use non –technical words

PRINCIPLE 2: USE SPECIFIC, PRECISE WORDS Avoid vague or abstract words that have different meanings for

different people; these words are imprecise and offer little help for interpretation of the message.

Example:Faculty: Please submit me the assignment at the earliest possible.Faculty: Please submit me the assignment latest by June 30, 2014. Vague Specific

At the earliest possible By 11 am tomorrowVery few 20Report Sales ReportExcellent grades 96 %Major loss 19 % lossBig car Audi

PRINCIPLE 3: CHOOSE STRONG WORDS Strong word creates a vivid image in the receiver’s mind Action Verbs-power words

Examples: Identify, explain, melted, designed etc.

PRINCIPLE 4: EMPHASIZE POSITIVE WORDS Effective communicators have a positive, can-do attitude. Positive words help achieve communication goals, receive the

desired response, maintain a favorable relationship Negative words trigger unpleasant emotional feelings in receivers.Examples:

Negative PositiveYou cannot apply after 30 January 2015.

You can apply till 30 January 2015.

Your understanding was wrong. Let us review the facts.

The store is not open until 10 am on Monday.

The store opens at 10 am on Monday.

CREATE THE RIGHT EFFECT BY EMPHASIZING THE YOU VIEWPOINT

We: Our policy requires that you pay by the 10th of the month in order to earn the discount.

You: You can earn the discount by paying by the 10th of the month.

We: We are offering a special discount to all our loyal customers.

You: As a loyal customer, you will receive a special discount.

We: Send us your check for $741 today so that our books will show you as current.

You: Will you please keep your account current by sending your check for $741 today.

EMPHASIZE POSITIVE WORDS

Avoid Negative Wordsaccuse hatefulangry unreasonabledisapprove disgustfailed biasedfault terrordisagreeable troubledisaster neverimpossible obnoxious

PRINCIPLE 5: AVOID OVERUSED WORDSOverused words become trite and lose their meanings. Avoid them.Examples:Like you knowThat being saidIt goes without sayingBy leaps and bounds

PRINCIPLE 6: AVOID OBSOLETE WORDSObsolete words are those that are out-of-date, pompous, dull, or stiff. Avoid them.

Obsolete words are stilted and unnatural in written or spoken messages. Use conversational language.

EXAMPLES:We beg to advisePermit me to sayPlease be reminded thatThanking you, I remain

Stiff and Dull Conversational

CREATE THE RIGHT EFFECT BY USING CONVERSATIONAL STYLE

Please refer to your March 16 letter, in which you explained how to file a claim.

Reference is made to your March 16 letter, in which you described the approved procedure for initiating a claim.

Developing Sentences

PRINCIPLE 1: COMPOSE CLEAR SENTENCESUse understandable, precise, strong, and positive words

Give sentences unity: A sentence has one main thought

Keep related words togetherUse correct grammar

EXAMPLESa. Students between 14 and 17 use their phone to text more often

than to talk, and adults’ use of MySpace and Facebook has doubled over the past two years.

(lacks unity)a. Students between 14 and 17 use their phone to text more often than to talk. Adults’ use of MySpace and Facebook has doubled over the past two years. (has unity)

b. Because of late arrival to work, the supervisor reprimanded the employees.

b. The supervisor reprimanded the employees because of their late arrival to work. Keep related words

together

Give sentences unity

PRINCIPLE 2: USE SHORT SENTENCES

Short sentences are more understandable and effective than long sentences.

Average sentence length in business messages should be 15 to 20 words. Vary sentence length to provide interest.

Omit unnecessary words. Limit content. If over 30 words or if

more than one main thought, the sentence should be divided into two or more sentences.

“Why use two words when one will do.”

Thomas Jefferson

EXAMPLESa. I met the accountant on only one occasion.a. I met the accountant once.

b. It is a fact that most people do not get enough sleep, probably because of work productivity demands plus mobile phones or other mobile devices that they watch or listen to for non stop diversion.

b. Most people do not get enough sleep. This may be due to stress and constant attention to mobile phones or other mobile devices.

Omit unnecessary words

Limit content

PRINCIPLE 3: USE ACTIVE AND PASSIVE VOICE CAREFULLYIn active voice, the subject of the sentence performs the action of the verb; in passive voice, the subject is acted upon.

Active voice is clearer, more concise, and more forceful than passive voice. Prefer active voice.

Use passive voice to give sentence variety, express an action with an unknown or unimportant actor, or de‑emphasize unpleasant or negative ideas.

EXAMPLESa. The flowers were cut for a bouquet by Sonja. (Passive)a. Sonja cut the flowers for a bouquet. (Active)

b. The department store delivered the clothing on schedule. (Active)b. The clothing was delivered on schedule. (Passive)(Passive voice reflects customer’s order and you view point)c. The department store delivered your clothing late. (Active)c. Your clothing was delivered late. (Passive)(Passive voice reduces the negative impression of a doer)

Use active and passive voice carefully

PRINCIPLE 4: GIVE SENTENCES APPROPRIATE EMPHASISEmphasize important ideas and de‑emphasize unimportant ideas.

Use length: Short sentences emphasize content. Use location: The beginning and ending give the greatest

emphasis. Use sentence structure: Short, simple sentences and independent

clauses emphasize an idea; dependent clauses de-emphasize it. Repeat key words. Be specific or general: Specific words emphasize and general

words de-emphasize an idea. Use format: Sentence arrangement and punctuation can provide

emphasis or de-emphasis. An item list emphasizes points; separating an idea from the sentence with parentheses or commas de-emphasizes the idea.

Use mechanical means: Boldface, italics, type size, uppercase letters, colours give emphasis to ideas.

 

a. The team plans to go to the meeting that will be held on Friday at 7 PM. a. The team plans to attend the 7 PM Friday meeting.

b. Transfer to a new position at another facility offers an excellent opportunity for promotion.b. Potential for promotion is a benefit of transfer to another facility; this job change may create opportunities for a management position.

c. The new position offers an excellent opportunity for advancement, although it requires a transfer to another facility.

length: Short sentences emphasize content; long sentences de-

emphasize.

Use location: Beginnings and endings of sentences are the location of greatest emphasis

Sentence Structure: Short, simple sentences and independent clauses

emphasize an idea; dependent clauses de-emphasize it.

beginning and ending of the sentence

d. An extended stay hotel makes you feel at home;Polaris hotel is your home away from home.

e. Tom bought a new car. e. Tom bought a new BMW car.

Main ideas by repeating key words can be emphasized

Specific words emphasize and general words de-emphasize an

idea.

f. Your paper won an award for excellence-Congratulations!

g. The major conclusions of the study suggested that online delivery of instruction is most effective if these elements are presented:An orientation sessionInteraction among studentsFrequent feedback from the instructor

Format-Sentence arrangement and punctuation can provide emphasis or de-emphasis. An item list emphasizes points; separating an idea from the sentence with parentheses or commas de-emphasizes the idea.

h. Registration for the job interview seminar ends October 1; this IMPORTANT seminar is available only once a year. i. This year’s seminar on job interviews meets in our city next Friday at the Marriott Hotel. Your attendance is important for you and our university.

Mechanical Means-Boldface, italics, type

size, uppercase letters, colours give emphasis to

ideas.

Paragraph Formation

PRINCIPLE 1: USE SHORT PARAGRAPHS 

Heavy paragraphs make the writing appear to be dull and difficult.

Short paragraphs give well-organized effect -- invite the reader to read.

Short paragraphs help receivers organize their thoughts, increase message understanding, and appear inviting.

Paragraph lengths in business letters and memos are as follows: minimum, one line; average, four to five lines; and long, eight lines or more.

Short paragraphs are preferred, but vary lengths to accommodate content and to promote reader interest.

First and last paragraphs of business letters are shorter than middle paragraphs

PRINCIPLE 2: GIVE PARAGRAPHS UNITY

All sentences in one paragraph should relate to one topic.

“All this content belongs to one paragraph because it all concerns ____________.” (This is a good test sentence; if you can’t identify one topic with related ideas, unity is lacking.)

INDICATE THE SENTENCE THAT DOES NOT BELONG IN THE FOLLOWING PARAGRAPH

a. Business communication courses offer students a chance to strengthen a critical skill- effective communication. Managers say that job success depends on strong communication skills. They list these specific skills as critical: developing messages from the you-viewpoint, delegating responsibility, and providing constructive feedback. However, recognition of managerial achievement requires budgeting and planning for the future.

Does not belong: However, recognition of managerial achievement requires budgeting and planning for the future.

Give paragraphs unity

PRINCIPLE 3: ORGANIZE PARAGRAPHS LOGICALLY Prefer a direct plan (deductive approach with topic sentence first) for

business messages. This plan is appropriate for positive news and neutral news.

Use an indirect plan (inductive approach with topic sentence later) for negative news and persuasion.

Topic SentenceSupporting Details

Supporting Details

Topic Sentence

USING THE DIRECT PLAN, INDICATE THE MOST LOGICAL ORDER OF THESE SENTENCES BY LISTING THEIR LETTERS IN THAT ORDER.

a. The facts in your request clearly supported your position.b. Your request to attend the conference is approved.

c. Report these expenses to me when you return. d. Please keep a careful record of your travel expenses.

Order:   b, a, d, c

USING THE INDIRECT PLAN, INDICATE THE MOST COHERENT ORDER FOR THESE SENTENCES BY LISTING THEIR LETTERS IN THAT ORDER.

a. Why should you join the National Business Education Association?b. Don’t wait. Join NBEA today!c. You will receive valuable publications.d. In addition, you can exchange ideas with others in your field of study.

Order: a, c, d, b

PRINCIPLE 4: GIVE PARAGRAPHS APPROPRIATE EMPHASIS Emphasize important ideas and de‑emphasize unimportant ideas. Techniques for controlling emphasis in paragraphs are length of paragraphs location of paragraphs repetition of key words within paragraphsuse of formatuse of mechanical means

CREATE THE RIGHT EFFECT BY GIVING PROPER EMPHASIS TO CONTENTS

beginning and ending of the message

beginning and ending of the paragraph

Emphasis by Position

beginning and ending of the sentence

Topic A receives more space than Topic B -- thus more emphasis.

Topic A

Topic B

CREATE THE RIGHT EFFECT BY GIVING PROPER EMPHASIS TO CONTENTS

Emphasis by Volume

PRINCIPLE 5: PROVIDE PARAGRAPH COHERENCEProvide for a smooth thought flow from sentence to sentence and paragraph to paragraph.

Use transitional words: Words such as in addition, therefore, or furthermore help bridge from one sentence and idea to another.

Use tie‑in sentences: Repeat key words, use pronouns, or paraphrase the same idea to move smoothly from one aspect of a discussion to another.

EXAMPLES The president announced the new slate of officers. In addition, she

discussed organizational goals for the year.

The student group asked for a delay in the assignment due date. These students explained that the original due date conflicted with final exams.

Use transitional

words

Use tie-in sentences

PRINCIPLE 6: USING UNBIASED LANGUAGEA. Avoid Gender-Biased Language1. Use alternative terms to biased language.2. Avoid gender stereotyping.B. Avoid Other-Biased Language1. Refer to races and cultures by names they prefer.2. Avoid implied or stated negative stereotypes.3. Focus on the person—not race, gender, or other category.4. Do not belittle, offend, embarrass, or denigrate other persons.5. Unless required, omit reference to race, religion, age, gender, or

disability. 

REWORD TO ELIMINATE THE OFFENDING WORD

A customer who pays promptly is placed on our preferred list.

A physician should treat patients with respect.

Sexist Nonsexist

If a customer pays promptly, he is placed on our preferred list.A physician should treat his patients with respect.

MAKE THE REFERENCE PLURAL

When unauthorized employees enter the security area, they are subject to dismissal.

Supervisors are not responsible for such losses if they are not negligent.

When customers need service, they have the right to ask for it.

When an unauthorized employee enters the security area, he is subject to dismissal.

A supervisor is not responsible for such losses if he is not negligent.

When a customer needs service, it is her right to ask for it.

Sexist Nonsexist

SUBSTITUTE A NEUTRAL EXPRESSION

If a customer pays promptly, he or she is placed on our preferred list.When an unauthorized employee enters the security area, he/she is subject to dismissal.A supervisor is not responsible for such losses if s/he is not negligent.

When service is needed, one has the right to ask for it.

If a customer pays promptly, he is placed on our preferred list.

When an unauthorized employee enters the security area, he is subject to dismissal.A supervisor is not responsible for such losses if he is not negligent.

When a customer needs service, it is her right to ask for it.

Sexist Nonsexist

AVOID WORDS WITH A MASCULINE ORIGIN

personnel, workersrepresentative, member of Congress

business executive, businessperson

letter carrier, mail carrierpolice officerfire fightercamera operatorserver

manpowercongressmanbusinessmanmailmanpolicemanfiremancameramanwaiter/waitress

Sexist Nonsexist

AVOID WORDS THAT LOWER ONE’S STATUS.

lady doctorauthoress

actresspoetess

sculptressmale nurse

male secretary

doctor author actor poet sculptor nurse secretary

Instead of Use

AVOID WORDS THAT STEREOTYPE BY Race

a hard-working African-American an honest Sicilian

Age golden ager youngster

Disability deaf and dumb crippled

Sexual Orientation homosexual gay

a. A company owned by a 65-year-old white woman earned a million dollars last year.

a. A company owned by Mrs. Molly Martinez reached earnings last year of a million dollars.

b. The exercise program was developed for handicapped people. b. The exercise program is tailored for people with special needs.c. A young Asian man was arrested for leaving the scene of an

accident. c. A person was arrested who left the scene of an accident. d. This is obviously man’s work. d. This work is challenging for anyone.e. Dear Sirs: Please accept my application for the position as

human resource manager. e. Dear Sir/Ma’am:: Please consider me an applicant for human

resource manager with your company.

Use unbiased language

DIAGNOSTIC SURVEY : ASSESS YOUR BUSINESS WRITING SKILLS

ANALYSIS OF DIAGNOSTIC SURVEY: HOW GOOD ARE YOUR BUSINESS WRITING SKILLS?

How to calculate your score: the rating that you accord to every statement becomes your score. Forexample, if for a particular statement, you give a rating of “2”, then “2” becomes your score for that statement. Add your ratings marked for each statement, the total you get is your final score.Score interpretation.

Score comments

56–75 excellent! You very well understand the importance of written communication and are well versed with using various concepts of business writing.

36–55 you understand the importance of effective business writing and are familiar with the principles of business writing but you sometimes experience problems in drafting effective business messages.Take the time to think about your approach to writing, and practise consistently. This will helpyou improve.

15–35 you need to keep working on your written communication skills. You are not expressing yourselfclearly, and are violating principles of business writing. The good news is that by paying attentionto the techniques discussed in this chapter, you can enhance your written communication skillsand become much more effective at work!

THANK YOU!