An Assignment On

Writing for Business Audiences

(Adapting to the Task and Audience)
Submitted to
Md. Nazrul Islam
Assistant Professor
Department of Business Administration
Prime University

Submitted by
Name: Sharmin Zahan
ID: 183020101022
Batch: 49th
Department of Business Administration
Prime University
Course Title: Business Communication
Course Code: BUS-131

Date of Submission: 30, June 2021

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Table of Contents
Basics of Business Writing:..................................................3
Spotlight Audience Benefits:...............................................3
Developing a “You” View:...................................................4
Conversational Language but Professional:.........................4
Positive Language:...............................................................5
State Ideas Positively:.........................................................6
Inclusive Language:.............................................................6
Plain Language:...................................................................7
Familiar Words:...................................................................7
Using Courteous Language:.................................................8
How to be Polite in English:.................................................8
Using Questions Instead of Statements...............................9
Using Vague (Unclear) Language.........................................9
Adding Some Explanation....................................................9
Using Modal Verbs to Soften Requests..............................10
Using the Passive Voice.....................................................10
Switching to the Past Tense...............................................10
Using Common Polite Phrases...........................................11

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Basics of Business Writing:
 Business messages are different from college essays, term papers, and
messages to friends.
 Conciseness and clarity count.

There are 8 ways to Create a Message That Suits Your

Audience:
1. Showing Audience Benefits
2. Using A ‘‘You” view
3. Sounding Conversational
4. Using Positive Language
5. Using Inclusive Language
6. Using Plain Language
7. Using Familiar Words
8. Using Courteous Language

Spotlight Audience Benefits:

Characteristics:
 Focusing on the audience.
 Adapting the message to the receiver's needs.
 Focusing on what the receiver is getting,
 Solving the receiver’s problems,
 Saving the receiver’s money etc.
Example of focusing the statements on the audience, not the sender-
Instead of this: We will try this:

We are adopting a new claim You will enjoy the new claim
processing procedure that we processing procedure that will
believe has many outstanding reduce paperwork and time.
benefits.

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Developing a “You” View:
Emphasizing second-person pronouns (you/your) instead of first-person
pronouns (I/we, us, our).
Examples of developing a "You" view are given below:
Instead of this: We will try this:
1. Before we can issue your 1. You will receive your
refund, we must wait two refund in two weeks.
weeks to complete our
processing.
2. We pay 8% interest on 2. You earn 8% interest on
money market accounts any money market
that maintain a minimum accounts that maintain a
balance of $10,000.00 minimum balance of
$10,000.00
3. We at the Pathshala Center 3. You’ll improve as a writer
for Writing believe our by working with a trained
services can help students peer consultant at the
become better writers. Pathshala Center for
Writing.

Conversational Language but Professional:

In conversational language, striving for conversational expression, but we also
have to remember to professional.
Characteristics:
Writing in conversational language has a favorable effect.
Conversational language we mean language that resembles conversation.
Its natural.
Resisting the tendency to be formal.
We tend be stiff and formal.
Conversational language but professional tone.
It has come to our attention that the obfuscation of this allocated three
dimensional expand is violation of statute.
To project a professional image, one must sound educated and mature.

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 Most instant message, e-mail message, business letters, memos and reports
replace conversation.

Unprofessional Conversational Formal

wasted ruined annihilated
nab catch apprehend
bad-mouth criticize disparage
dough, bread money currency
stewed, plastered intoxicated, drunk inebriated
I ain’t I’m not I am not
humongous enormous prodigious
tight frugal penurious

Some unprofessional to conversational and conversational to formal words are

given below:

Examples of conversational language but professional are given below:

Instead of this: We will try this:
The undersigned takes pleasure in . I’m happy to . . .
..
It may be of some concern to you Our expense claim has been
to learn that your expense claim processed and approved.
has been processed and approved

Positive Language:
Positive wording tells what is and what can be done rather than what is not and
what can’t be done.

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Examples of some positive language are given below:
Negative Positive
1. Employees may not use the 1. Employees may use the
First Street entrance during Market Street entrance
remodeling. during remodeling.
2. We cannot fill your order 2. We can fill your order once
until we receive an exact we receive an exact model
model number. number.

State Ideas Positively:

Revise these sentences These are better:

1. We cannot send your order
from our warehouse until
June 1.
2. You cannot get a loan
because you owe so much
on your credit cards.
1. Your order will be on its
way to you June 1.
2. You can get a loan if
someone co-signs the loan
with you.

Inclusive Language:
Sensitive communicators avoid language that excludes people. Some words
have been called sexist because they seem to exclude females.
Inclusive language aims to avoid offense and fulfill the ideals of egalitarianism
by avoiding expressions that express or imply ideas that are sexist, racist, or
otherwise biased, prejudiced, or denigrating to any particular group of people
(and sometimes animals as well). Use of inclusive language might be
considered a form of political correctness; often the term "Political
Correctness" is used to refer to this practice, either as a neutral description by
supporters or commentators in general or with negative connotations among its
opponents.
Exclusive language can make individuals feel ostracized from a larger group,
particularly in the case of women. Another found that using gender-inclusive
language could help reduce gender-based discrimination against women and
other gender minorities. Examples:

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  Chairman – Chair
 Mankind – Humankind
 Security man – Security guard
 Policeman – Police Officer
 Businessman – Business Person
 Manmade – Artificial
 Sir – Sir/Madam

Examples of inclusive language are given below:

Instead of this: We will try this

Have you called a salesman? Have you called a salesperson?

Every executive has his own All executives have their own
office. offices.

Plain Language:
Business communicators who are conscious of their audience try to use plain
language that expresses clear meaning.
They do not use showy words and ambiguous expressions in an effort to dazzle
or confuse readers. They write to express ideas, not to impress others.This style
of writing has been given various terms, such as- legalese, doublespeak and the
official style.
Example of plain language is given below:
Each person to whom the request is herein addressed is henceforth solicited to
submit, or to have his or her department representative submit, to the
undersigned officer, a comment on whether the proposed plan, in his or her
considered view, meets the requirements of the bill recently tabled in
Parliament. Some business, legal an government documents are written in an
exaggerated style that is difficult to understand the meaning.

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Simple Translation: You may wish to comment on whether the proposed
plan meets the requirements of the new bill.

Familiar Words:
Avoiding long, difficult, and unfamiliar words. Use short, simple, and common
words whenever possible. The definition of familiar is something or someone
who is friendly to you or known to you because of past history or experience.
An example of familiar is a description for an old friend. An example of
familiar is a description for one's home and the path one take to get there.

Words related to familiar:

simple, mundane, usual, intimate, recognizable, aware, acquainted, conversant,
easy, comfortable, commonplace, natural, homespun, plain, household,
domestic, routine, ordinary, native, stock.
Some less familiar words to simple alternatives are given below:
Less familiar words Simple alternatives

Encounter Meet
Extrapolate Project
Obligatory Required
Terminate End
Ascertain Find out
Monitor Check
Hypothesize Guess

Using Courteous Language:

A courtesy is a polite remark or respectful act. Courtesy is all about using your
good manners, which is why it shares roots with the word courteous.
The adjective courteous comes from the Old French word curteis, which means
“Having courtly bearing or manners.” Courtly described the court — nobles
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who hung around the castle, the entourage of kings and queens. ... So courteous
behavior is a reminder of the value of good manners.
Informal English in formal settings often sounds rude or arrogant (too proud). In
contrast, polite English will make you seem more likeable and may lead to more
success in school or at work.

How to be Polite in English:

1. Using questions Instead of statements
2. Using vague (unclear) language
3. Adding some explanation
4. Using modal verbs to soften requests
5. Using the passive voice
6. Switching to the past tense
7. Using common polite phrases

Using Questions Instead of Statements

Using questions makes you sound nicer and more considerate (thoughtful and
nice). Even if you need something done right away, making it a question will
make the other person more willing to help.
Instead of: Do this work.
We will say: Can you do the work?
Instead of: I need help for making this list
We will say: Will you help me for making this list?

Using Vague (Unclear) Language

One can come off as sounding impolite if one is too direct. Instead, one can say
things in a way that sounds more flexible. Doing this by softening one's
language.
People will usually understand the details even if one use vague (unclear) terms.
Examples:
Instead of: Meet me at 8 o’clock.
We will say: Meet me after office.
Instead of: It’s hot, turn on the AC.
We will say: It’s become very hot. Would you mind if I turn on the AC for a
while?
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 Adding Some Explanation

If one is asking someone to do something for anyone, or explaining a problem,

people will feel better if they know a few details. One can use English words
and phrases like because, so, therefore or that’s why… to adding one's
explanation. Examples:
Instead of: Finish this work by tomorrow.
We will say: The buyer is coming tomorrow, so I’d like you to finish the work
by then.
Instead of: I did not want to go your place.
We will say: I didnot want to go your place because I was really sick.

Using Modal Verbs to Soften Requests

It is already mentioned that using questions is more polite than using
statements. However, questions can be made even more polite with the use
of modal verbs.
Modal verbs, such as would, could, will, can, should, must,
might and shall are often used in formal speech. When in doubt, use a modal
verb to make any question or statement sound more polite.
Example:
Instead of: I want to take the chair.
We will say: I would like to take the chair.

Using the Passive Voice

When something goes wrong in a professional setting, the passive voice

becomes very important. The passive voice is a way to avoid naming a
subject.
This is great for polite English because one can address an issue without putting
the blame on anyone in particular. Example:
Instead of: Mr. Jon gave me the wrong information.
We will say: I was given the wrong information.
Instead of: Mr. Mike broke the scanner, so we can’t scan the copies.
We will say: The scanner was broken, so we can’t scan the copies.

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 Switching to the Past Tense

Another way to make your English more polite is to switch to past tense. When
you’re using the verbs “want” or “need,” it’s more polite to use past tense than
present tense. Example:
Instead of: Do you need the copy?
We will say: Did you want the copy anymore?
Instead of: Do you want anything else?
We will say: Did you want anything else?
Instead of: You must do this.
We will say: Thanks in advance for your help!
Instead of: I don’t want to take that.
We will say: Thanks, but I’d rather not.

Using Common Polite Phrases

Grammar tricks are great, but sometimes, all you need to know are a few
common polite phrases. Here are a few phrases you might use in a formal
environment. 
These are great for when problems arise and you need a tactful (not rude) way
to address the situation. Example:
Instead of: I already told you this.
We will say: As I mentioned previously…
Instead of: This is wrong.
We will say: This could use some improvement.

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