Tips for Effective Business Writing

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Tips for Effective Business Writing Readable Tactful Personal Positive Active Unified Coherent Clear Concise Mechanically sound Rhet3316

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Transcript of Tips for Effective Business Writing

Page 1: Tips for Effective Business Writing

Tips for Effective Business Writing

Readable Tactful Personal Positive Active Unified Coherent Clear Concise Mechanically sound

Rhet3316

Page 2: Tips for Effective Business Writing

Tips for Effective Business Writing

Readable: allow audience to focus on meaning, not writing style

o Vary sentence length and construction

o Use action verbs

o Carefully choose active or passive voice

o Choose familiar, specific (not abstract) words

o Use lists, headings, and white space effectively

o Keep it short and simple

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Tips for Effective Business Writing

Tactful: taking care to not offend or alienate reader

Avoid language bias (gender, cultural, religious, age, sexual orientation)

Ensure tone is non-accusatory

Use humor appropriately

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Guidelines for Using Humour

Could it possibly offend or alienate my audience?

Sufficient in context - i.e. related to the topic?

Does it add worthwhile value and/or impact to my message?

Any barriers to humour being understood - i.e. language, culture, values...?

Prevents me in any way from achieving my objective?

Detracts from desired professional image?

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Tips for Effective Business Writing

Personal: delivering a message to reader rather than from writer

If appropriate, frequently use second person pronouns such as “you” in your writing.

When using third person, think about how you can direct message to your reader.

Be empathetic and try to consider your reader’s needs and point of view.

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Example:

Writer-focused: We know you’ll enjoy the many benefits of our new health

care plan.

Reader-focused: You are going to enjoy the many benefits of your new

health care plan.

Or

Your new health care plan will benefit you in many ways.

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Tips for Effective Business Writing

Positive: using tone that encourages positive interpretation

Make language upbeat and tone “can do.”

Highlight positive information by placing it at beginning or end of message.

Where necessary, use repetition for emphasizing the positive.

Discuss influencing factors and suggest reader benefits before introducing potentially negative information.

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Tips for Effective Business Writing

Active: applying active voice to focus on “doer”

Use active voice most of the time to be more emphatic and concise.

Choose passive voice if you wish to de-emphasize (or don’t know) identity of the “doer.”

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Example:

Active voice: The internal task force negotiated the important contract.

Passive voice: The important contract was negotiated by the internal task force.

Active voice: The dispatcher relayed the call.

Passive voice: The call was relayed by the dispatcher. or The call was relayed.

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Tips for Effective Business Writing

Unified: including only information related to the main message

Ensure all ideas in document relate to overall purpose.

Eliminate unnecessary details.

Clearly indicate how ideas within sentences relate to one another.

Check that paragraphs do not contain more than one central idea.

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Tips for Effective Business Writing

Coherent: connecting ideas and making them easy to understand

Ensure items in a series have parallel structure.

Show relationships between ideas by using linking words (and, if, when, before, after).

List items in a series to make them stand out.

Clarify relationships with numbering.

Use headings to highlight and introduce main ideas.

Check for dangling constructions and misplaced modifiers.

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Example:

Incoherent:

Attending the class, a cadaver was used for experiments.

Coherent:

When I attended the class, a cadaver was used for experiments.

or

The class I attended used a cadaver for experiments.

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Example:

Lacking parallel structure:

Our goals are increased productivity, reduced costs, and improving quality.

Attaining parallel structure:

Our goals are increasing productivity, reducing costs, and improving quality.

orOur goals are increased productivity, reduced costs, and

improved quality.

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Example:

Parallel structure in lists:

The sales team objected to the following:

1. reducing salaries

2. limiting travel expenses

3. daily sales meetings Third point not parallel with first two

Instead you might write –

3. scheduling daily sales meetings

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Tips for Effective Business Writing

Clear: making message easy to understand the first time it is read

Clearly develop your ideas so there are no unanswered questions.

Use language that is precise, concrete, and vivid.

Make language level appropriate for purpose and audience.

Ensure words used are familiar to reader.

Define unfamiliar technical terms, short forms, and acronyms with first use (particularly important if there is a secondary audience).

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Tips for Effective Business Writing

Concise: being economical with words

Eliminate wordy expressions.

Omit trite phrases.

Avoid unnecessary repetition.

Replace abstract terms.

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Example:

Wordy: We are fully cognizant of the fact that you are predisposed to non-concurrence with our opinion.

Concise: We know you don’t agree.

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Keep it Short and Simple

in all probability…

close proximity…

at a later point in time…

needless to say…

if you would be so kind…

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Saying it Twice - Redundancy

The two cars were exactly identical.The two cars were identical.

His salary increase was small in size.His salary increase was small.

We are in need of some new changes.We are in need of some changes.

Let’s meet at 3:30 p.m. in the afternoon.Let’s meet at 3:30 p.m.

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Tips for Effective Business Writing

Mechanically Sound: eliminate errors to ensure understanding and credibility

o Verify all sentences are complete and properly structured.

o Check your punctuation.

o Double-check your spelling.

o Don’t trust Spell/Grammar Check to find all errors.

o Purchase and use a dictionary, a thesaurus, and possibly a style guide.

o Whenever possible, use a peer editor.

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You Try….

How many errors can you spot?

Please accommodate the companies discrete request too replace it’s principle negotiator.

>>>

Please accommodate the company’s discreet request to replace its principal negotiator.

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Tips for Effective Business Writing: Executive Summary Version

Effective business writing is:

o clearo conciseo lacking interference o focused on reader