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Lecture 1 b
UNIT 1
INTRODUCTION TO EFFECTIVE
WRITING
- - Writing Process Writing Process
- - Active and Passive Voice in Business Active and Passive Voice in Business
communication communication
Writing Process
Components of good writing style:
1. Language
2. Sentences
3. Paragraphs
4. Rhythm / Flow
5. Tone
6. Order of Information
7. Format
Language
Use simple , plain English
Remove unnecessary words
Avoid clichs / bias words
Use specific language
Be considerate with jargons
Sentence
Simple sentence
Compound sentence
Complex Sentence
Length Keep it Short
Punctuation
Paragraphs
Based on the types of business
documents
4 point plan will be discussed further in the
coming weeks
Rhythm
Flow of ideas
Depends on paragraphs, punctuation
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Tone
Tone reflects the writers attitude towards to
receiver and subject.
Take time to place yourself as the receiver to
see if the tone is appropriate.
Order of Info
Purpose of the business communication
depends on the types that will be taught for
this course.
Format
Proper format for the types of the business
documents.
Writing Process
In communication writing, it is important that
language used is accurate for several
reasons:
to establish a relationship
to communicate ideas precisely
to convey good corporate image
ACTIVE & PASSIVE VOICE
Active voice
The subject performs the action
expressed in the verb
ACTIVE & PASSIVE VOICE
Passive voice
The subject receives the action
expressed in the verb
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In most situations, active voice is preferable
to passive.
Active( Direct)
The manager conducted the interview.
Passive (Indirect)
The interview was conducted by the
manager.
Active (Direct)
They made an error in the report.
Passive (Indirect)
An error was made in the report.
Examples (when passive voice is preferable):
You have been selected to represent us.
If payment has been overlooked, I hope that the
account can be settled by end of this month.
Your watch has not been repaired.
A major error was made in the estimate.
Some Practice
The following sentences are either in active or
passive voice. If the sentence is in active voice,
change it to passive voice and vice versa.
1. The boss caught some workers playing cards in the office.
2. They were taken out for a drink after the conference.
3. Sixty companies are using the SIRIM recognised Information
Security Management System.
4. The stained cloth is used to clean the table after the annual
dinner.
5. The road will be closed by the authorities for five months.
6. The Managing Director has been detained for accepting bribery.
7. The caterers were serving the honoured guests desserts as the
closing speech went on.
8. The committee ushered the VIPs to their seats during the annual
dinner.
9. Even after his promotion, the young Chief Executive Officer is
treating everyone in the office equally.
10. The deadline for Cluster 8 bids will be extended by Bumi
Armada.