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This presentation is about how we can improve the impact of our writing by taking a few precautions.
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Elements of Powerful Writing.
by:
Sarwan Singh
Corporate Training │ Personality Development │ Mentoring │ Hand Holding
by:Sarwan Singh(The English Academy)
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
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)
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
Find us at
