IBUSINESSAWRITINGIBAGER What do you think are the most important things to bear in mind when writing a business email or letter? Read the first part of the article below and see what grammar expert Mignon Fogarty thinks. Forbes May 2010 Ten Tips For Better Business Writing The growing ubiquity of email means that everyone in business needs to write intelligently, By using simple, clear, precise language you can become a better communicator and improve the prospects for your career. “Clarity is the most important characteristic of good business writing,” says Mignon Fogarty, creator of the “Grammar Girl Quick and Dirty Tips for Better Writing” podcast. “Often businesspeople will use big $10 words because they want to sound intelligent. Instead, they end up sounding like they're trying too hard.” What do you think Fogarty says about these two words: utilize and use? What do you think her opinion is of: foreign phrases, scientific words and jargon? Read the next part of the article and check your ideas. Start by — using declarative sentences. Never use a long word where a short one will do. (No need to write “utilize” when “use” works just as well.) Be ruthless about ing; if you don't need aword, cut it Never use a foreign phrase, short, a scientific word, or any kind make no sense. of jargon if you can think of an English equivalent. Regardless of how many times your managers ask you to “circle back,” or “move the needle forward,” take a stance against painful business jargon. These expressions may sound important but they Discussion Do you agree with Mignon Fogarty? Is there ever room for foreign phrases, scientific words and jargon in business writing? What question do you think you should start by asking yourself when writing an email? Read the next part of the article and check your ideas. When you're composing an email, say what you need to say, and move on. If your big idea isn'tin the first paragraph, move it there. If you can't find it, rewrite. “Simplicity doesn’t mean simplicity of thought,” says Kara Blackbur, a lecturer in managerial communication at MIT Sloan School of Management. “Start by asking yourself what you want the person to do as a result of this email. Just asking yourself that question can make your ‘communication much clearer.” What do you think the experts say about using the expression: ‘the current situation’? Which punctuation mark are you advised not to overuse?BUSINESSAWRITINGIBAG Which sign-offs are suggested? 42 What do you think the experts say about using active and passive verbs? What is a good way of avoiding confusion between the use of ‘me' and ‘myself’? Should you use a singular or plural verb form after nobody, someone, everybody, neither, everyone, each and either? When should you introduce a clause with ‘that’ and when should you use ‘which’? What is the difference in meaning between ‘affect’ and ‘effect’? Read the final part of the article and check your ideas. Use plain English, and be specific. Instead of mentioning “the current situation,” explain exactly what it is, whether it’s low company morale, or an SEC investigation Curb your enthusiasm. Avoid overusing exclamation points, regardless of how energized or friendly you might feel. Choose professional sign-offs like “Best” and “Regards” over the too-cute “xoxo.” Whenever possible, use active verbs instead of passive verbs. Active verbs help to energize your prose. Instead of writing “The meeting was led by Tom,” write: “Tom led the meeting.” Use a straightforward sentence structure - subject, verb, object - that people can read quickly. Choose pronouns wisely, and don't be afraid to use “me.” “I often read versions of ‘Send the memo to Bob and myself,” says Fogarty. “For some reason people think that ‘myself’ sounds more important or formal.” To avoid this mistake, Forgarty recommends thinking about how you would say the sentence if you removed mentions of other people. "Send the memo to me” sounds correct. If you add “Bob” to that clause, the “me” pronoun still works. Beware of | common grammatical mistakes, like subject-verb agreement. The number of the subject (whether it's singular or plural) determines the number of the verb. Use a singular verb form after nobody, someone, everybody, neither, everyone, each and either. Know when to use “that” and “which.” “That” introduces essential information —_ in what's called a “restrictive clause.” “Which” introduces extra information in a “nonrestrictive clause.” Here’s an example: “I'm interested in speaking with you about our new product, which has the potential to increase sales.” The second clause provides extra information, and it isn't essential to the first, clause. Therefore, “which” is correct, In a sentence such as “Computers are the only products that we sell,” the clause “that we sell” is essential to the meaning of the sentence, so the correct word is “that.” You can't remove the “that” clause without changing the meaning of the sentence. Another common error is confusing “affect” and “effect.” Affect is a verb meaning “to influence.” “Effect” is a noun that means “result.” The weather affects our ability to travel, and it had a terrible effect on my flight to New York. For more writing tips, consult the classic books on writing and grammar, such as The Associated Press Stylebook and The Chicago Manual of Style. On iTunes, download the “Grammar Girl Quick and Dirty Tips for Better Writing” podcast. Happy writingBUSINESS WRHING PAGE 8 Discussion In your opinion, what is the most interesting point made in the article? Language focus 1 Do you remember what is said about the difference in meaning between affect and effect? The article doesn’t mention another meaning of effect. Do you know what it is? There are a number of easily confused words in English. Match these ones to their definitions: Principal main, most important Principle a standard or rule of personal conduct Economic of or relating to economics Economical using money, etc. without waste Illusion something seen not as it really is Allude to escape or avoid Elude to refer to something Disinterested _not interested Uninterested —_unbiased or impartial Raise to move from a lower position to a higher one Rise to cause to move upwards, increase the amount/value of Dependant a person who relies on another especially for financial support Dependent (usually followed by on) depending, conditional Stationary not moving Stationery paper and other materials needed for writing Practice Complete the gaps in these sentences with the appropriate form of the words studied: 4 The 125cc uses less petrol than the 250cc bike, so it’s more 2 The bankers decided to interest rates because inflation had for the fourth consecutive month. 3 His decision is on this month's results. 4 He is a man of _ once he has promised to do something he will do it. 5 We need a person to judge the competition 6He to the competition in his presentation, but didn’t name them directly. 7 The robber the police by leaving the bank through the back door. 8 He has so many that he needs two jobs to have enough money to look after them. 9 The difficult economic climate didn’ a profit again last year. 10 It's difficult to know what the long-term doctors think he should make a full recovery. __ them too badly and they turned of the illness will be, but the Follow-up Make sentences of your own with the words not used in the practice exercise Language focus 2 According to what you read in the article, how could you improve these sentences? 1 Given the current situation, the government is planning a series of austerity measures. 2 It was a pleasure to meet you last week! 3 The report was written by our marketing director. 4 Please copy all your emails to our CEO and myself 5 Everybody in the company are excited about the new project. 6 We are buying new company cars which are more economicalBUSINESS WRITING PAGE 4 Teacher's notes Total pages 4// student pages 3 / week of 31.05.10 / mid-intermediatet (B2+) Language focus 1 The article doesn't mention another meaning of effect. Do you know what it is? = to cause to happen; bring about - e.g. The new government effected many changes in their first days in office. Principal main, most important Principle a standard or rule of personal conduct Economic of or relating to economics Economical using money, etc. without waste Mlusion something seen not as it really is Allude to refer to something Elude to escape or avoid Disinterested unbiased or impartial Uninterested not interested Raise to cause to move upwards, increase the amount/value of Rise to move from a lower position to a higher one Dependant a person who relies on another especially for financial support Dependent (usually followed by on) depending, conditional Stationary not moving Stationery paper and other materials needed for writing Practice ‘economical 2raise/risen 3 dependent 4 principles 5 disinterested Galluded 7 eluded 8 dependants 9 affect 10 effects Language focus 2 Suggested answers: 1 Given the MASSIVE DEFICIT, the government is planning a series of austerity measures. 2 It was a pleasure to meet you last week. (Remove ‘!’) 3 Our marketing director wrote the report. 4 Please copy all your emails to our CEO and ME. 5 Everybody in the company IS excited about the new project. 6 We are buying new company cars THAT are more economical.