4. Writing for Effect

8/18/2019 4. Writing for Effect

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WRITING FOREFFECT


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What’s wrong?

You are hereby advised to endorse subjectproposal and return same to theundersigned.

In reply to your letter of May 10, please beinformed that this office heretofore hasgenerously supported funding activities of

your organization.

Kindly advise the undersigned as to youravailability for participation in the program. his is to advise that henceforth all invoices

!ill be submitted in duplicate.

Use Conversational StyleAvoid rubber stamps


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What’s wrong?

"e are happy to have your order for#e!lett$%ac&ard %roducts, !hich !e aresending today by '%(.

"e sell the )hicago cutlery set for the lo!price of *+ each and suggest a retail priceof *-./0.

"e reuire that you sign the sales slip

before !e !ill charge to your account. "e have shipped the t!o dozen )ross des&

sets you ordered.

Use You-Attitude


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What’s wrong?

You failed to give us the fabric specificationsof the chair you ordered.

(mo&ing is not permitted any!here ecept in

the lobby. You !ere !rong in your conclusion, for

paragraph - of our agreement clearly states2.

"e regret to inform you that !e must deny your reuest for credit.

"e cannot deliver until 3riday.

Accent on positivelanguage


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Business Etiquette and the Need for

Effect.

"ritten communication !ithin a businessprimarily reuires clarity.

4usiness !riting reuires clarity and

planned effect. he good!ill effect is valuable to business. Most people enjoy building good!ill. 3or their success, letters and some email

messages often reuire other effects. 5etting the desired effects is a matter of

!riting s&ill and of understanding people.


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CONER!"TION"# !T$#E

"riting in conversational language has afavorable effect.


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Resisting the Tendenc% to &e For'a(

"riting in conversational language is noteasy, for !e tend to be stiff and formal.

6amples...


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Cutting Out )Ru&&er !ta'*s+

7ubber stamps are epressions used byhabit every time a certain type of situationoccurs.

hey give the effect of routine treatment. Itis better to use !ords !ritten for the presentcase.

6amples...


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,roof through Contrasting E-a'*(es

he good!ill advantages of conversational !riting are obvious.

6amples...


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$O/IEW,OINT

he you$vie!point produces good!ill andinfluences people favorably.

In face to face communication, !ords,

voice, facial epressions, gestures, and suchcombine to determine the effect of themessage. In !riting, the printed !ord alonemust do the job.

6ven a bad$ne!s situation can benefit from you$vie!point !ording.


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" ,oint of Contro0ers%

'sing the you$vie!point is just beingcourteous.

7esearch supports its use.

he you$vie!point can manipulate . 4utcondemn the goal, not the techniue.

8 middle$ground approach is best. 'se the

you$vie!point !hen it is the right thing todo.


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"CCENT ON ,O!ITIE

#"NG"GE

9f the many !ays of saying anything, eachhas a uniue meaning.


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Effects of Words

%ositive !ords are usually best for messagegoals, especially !hen persuasion andgood!ill are needed.

:egative !ords stir up resistance and hurtgood!ill.

(o be!are of strongly negative !ords;mista&e, problem


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CORTE!$

)ourtesy is a major contributor to good!illin business documents.

(ingling out your reader.

7efraining from preaching =oing more than is epected

8voiding anger

4eing sincere


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!ing(ing Out $our Reader

It involves !riting directly for the onereader.

his means !riting for the one situation.


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Refraining fro' ,reaching

he effect of courtesy is helped by notpreaching ;lecturing


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1oing 2ore than Is E-*ected

=oing more than necessary builds good!ill.

8s the etras add length, they appear not tobe concise. 4ut consciousness means !ord

economy, not leaving out essentials.


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"0oiding "nger

7arely is anger justified in messages. Itdestroys good!ill.


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Being !incere

6fforts to be courteous must be sincere.

(incerity results from believing in thetechniues of courtesy.


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O0erdoing the Goodwi(( Techniques

he good!ill effort can be overdone. oomuch you$vie!point sounds insincere.

8void eaggeration, as such statements areobviously insincere.

(uperlatives ;greatest, finest, strongest<often suggest eaggeration.


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T3E RO#E OF E2,3"!I!

6mphasis also determines effect. 6very itemcommunicated should get the properemphasis.

here are four basic emphasis techniues. 6mphasis by %osition

(pace and 6mphasis (entence (tructure and 6mphasis

Mechanical Means of 6mphasis


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CO3ERENCE

Messages should be coherent. herelationships of parts should be clear.

%resenting information in logical orderhelps coherence.


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Coherence Techniques

ie$In (entences

7epetition of Key "ords

'se of %ronouns

ransitional "ords

8 "ord of )aution


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Conc(usion

4 !u''ar%

4. Writing for Effect

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