Written Communication

Session- 2
 Adaptation

• The process of making oneself suitable for some

other purpose

• Adaptation in writing: The process of message

formation according to the need of the reader
 Need for adaptation- choice of words
• Selective in choosing right words
• Adaptation- fitting message to the specific
reader
• Know with whom you wish to communicate
• Make your message easy and simple
• Use proper business etiquette
• Visualize your reader: culture,
education, age, gender
 Technique for adapting
• Assume to write to a group of less educated
workers
• For highly educated people: wider choice of
words
• Adapt to multiple readers
• Use simple words, short sentences, short
paragraphs
If you have multiple readers, how would you
adapt the message?
 Adapting to multiple readers
• Use familiar words
 Endeavour-try
 Terminate-end
 Ascertain- find out
 Antiquated- old

• Do not use slang

• Short words communicate better
 Predicted- based
 Proposition- agreed
 Contemporary- present
 Adapting to multiple readers
• Use technical words and acronyms with
caution

• Select words with right strength and vigor

die - passed away
Fired- dismissed
Cardiac arrest- heart failure
Female parent- mother
 Adapting to multiple readers

• Use concrete language: words which have

clear meanings

• Use the active voice: emphasizes the action

and saves words

• Avoid use of camouflaged verbs

What are the difficulties while
communicating?
 Activity:
“Hit by the triple whammy of poor sales, high
inventories and rental far removed from reality, the
big players are resorting to steep discounts of up to
80% to lure customers in. With funds hard to find, all
retail chains are now reworking their expansion
plans. Suddenly the buzz is all about shutting down
“unviable” stores, retrenching staff (or rightsizing, as
some like Reliance would like to call it), reworking
models and formats.”
Source: OUTLOOK, 23rd February, 2009, Pg-37
 Non discriminatory language

• Do not use non discriminatory language

• Treat everyone with respect
• Discriminatory language does not promote
good business etiquette
• Avoid over use of masculine pronouns
How to avoid overuse of masculine pronouns?
• Make such references as plural
• Restructure the sentence
• Substitute by using neutral expressions
• Disabled people: very sensitive
Misinterpreted words because of gender???
 Exercise

Q) Write a letter to the accounts department

about an eye donation camp. You do not
know about the gender proportion of the
employees.
Assignment