Professional Documents
Culture Documents
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First, What is Business Writing?
Business Writing
Business writing
is workplace
writing, which is
Workplace Writing a form of
technical
writing.
Technical Writing
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Business Writing is
technical
communication
or technical
writing
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What is a “Business Report”?
• A business report is a technical report
designed to persuade readers.
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7 Cs 0F Communication
• COMPLETENESS
• CONCISENESS
• CONSIDERATION
• CLARITY
• CONCRETENESS
• COURTESY
• CORRECTNESS
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COMPLETENESS
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Provide All Necessary Information
Answering the five W’s helps make messages clear:
Who, What, When, Where, and Why.
10
Eliminate Wordy Expressions
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CONCISE
o Due to the fact that o Because
o Employed the use of o Used
o Basic fundamentals o Fundamentals
Completely eliminate o Eliminate
o Alternative choices o Alternatives
o Actual experience o Experience
o Connected together o Connected
o Final result o Result
o Prove conclusively o Prove
o In as few words as possible o Concisely
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Include Only Relevant Material
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• Concise: We appreciate your confidence.
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Exercise
• Find single word substitutes for the phrases:
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Exercise
• Rewrite the following by omitting articles, trite
(worn out) expressions, wordy sentences and
repetitions:
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Exercise –contd.
• At this time I am writing to you to enclose the post paid
appointment for the purpose of arranging a convenient
time when we might get-together for a personal
interview.
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Exercise –contd.
• Will you ship us sometime, any time during
the month of October , or even November if
you are rushed , for November will suit us just
as well , in fact a little bit better , 300 of the
regular three and a half inch blue arm bands
with white sewn letter in the middle .
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CONSIDERATION
Consideration means preparing every
message with the message receivers in mind;
try to put yourself in their place.
• You are considerate
• you do not lose your temper
• you do not accuse and you do not charge
them without facts
• the thoughtful consideration is also called
“you-attitude”.
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CONSIDERATION
• Focus on YOU instead of I & WE
• Show reader benefit & interest
• Emphasize on positive & pleasant
• Apply integrity & ethics
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Focus on “You” Instead of “I” or “We”
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Show Audience Benefit or Interest in the
Receiver
Reader may react positively when benefits are
shown them. Benefits must meet recipients:
– needs
– address their concerns, or
– offer them rewards
• Most important they must be perceived as
benefits by the receivers.
23
Ex.- Write with a ‘you ‘ attitude , it shows
consideration
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Ex -Avoid negative – unpleasant words to
show consideration
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Ex : Show reader benefit or interest
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CONCRETENESS
Communicating concretely means being specific,
definite, and vivid rather than vague and general.
Often it means using donatives (direct, explicit, often
dictionary based) rather than connotative words (ideas
or notions suggested by or associated with a word or
phrase)
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CONCRETENESS
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Use Specific Facts and Figures
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Example
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Put Action in Your Verbs
Verbs can activate other words and help
make your sentences alive, more vigorous.
➢ Use active rather than passive verbs.
➢ Put action in your verbs rather than nouns
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Example
• Passive : The memo was sent by the manager
Active:
• Passive: The scientist discovered the formula.
Active:
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Choose Vivid, Image-Building Words
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Ex- Rewrite the following in concrete form
as the sentences are too general and
vague
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Ex: Put action into the words by using active
instead of passive voice
• Tests were made by us.
• A full report will be sent to you by the
supervisor.
• Mr. Singh will give consideration to the
report…
35
Ex : Use vivid image building words –
adjectives and adverbs , and use less of
abstract nouns
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CLARITY
Getting the meaning from your head to the
head of your reader (accurately) is the
purpose of clarity.
Of course you know it is not simple. We all
carry around our own unique interpretations,
ideas, experiences associated with words.
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CLARITY
• Choose short , familiar & conversational words
• Construct effective sentences and paragraphs
by unity of idea and sequencing
• Achieve appropriate readability by using
formal & informal language
• Include examples, illustrations & visual aids
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Choose precise, concrete and familiar
words
Unfamiliar:
After our perusal of pertinent data, the conclusion
is that a lucrative market exists for the subject
property.
Familiar:
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Construct Effective Sentences and
Paragraphs
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COURTESY
attitude.
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COURTESY
The following are suggestions for generating a
courteous tone;
• Be sincere , tactful, thoughtful and
appreciative
• Omit expressions that hurt , irritate, or insult
• Grant apologies graciously
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Be Sincerely Tactful, Thoughtful, and
Appreciative
Though few people are intentionally abrupt or
blunt, these negative traits are a common cause
of discourtesy.
Tactless, Blunt More Tactful
Stupid letter; I can’t It’s my
understand any of it. understanding…
48
Sexist Terms: “Man” words
• Freshman
New student, Entering student
• Manpower
Workers, Employees
• Man-made
Constructed, Manufactured, Built
• Chairman
Chairperson, Chair
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Singular pronouns
• Anyone who comes to the class late will get
his grade reduced.
Examples:
• Ted Aprill and Ruth
Ted and Ruth Aprill
• Mrs Aprill and Ted
Ms. Aprill and Mr. Aprill
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Titles
• Mr.
• Miss
• Mrs.
• Ms
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Ex : Show courtesy by avoiding tactless & blunt
language
• Your letter is not clear at all:
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Ex : Use gender friendly substitutes
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CORRECTNESS
At the core of correctness is proper grammar,
punctuation, and spelling.
However a message may be perfect
grammatically and mechanically but still insult
or lose a customer.
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CORRECTNESS
• Use the right level of language
• Check accuracy of facts, figures and words
• Maintain acceptable writing mechanics
• Choose non discriminatory language
• Use parallel language
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The right level of language, accuracy, and
acceptable mechanics
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Use the Right Level of Language
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