These tips will help you to write crisp and concise messages to convince those in Western audiences.
For more tips, see the website at: http://www.gonzaga.edu/academics/colleges+and+schools/School+of+Business+Administration/undergraduate/SBAWR/APWS.asp
ICT Role in 21st Century Education & its Challenges.pptx
Achieving a Professional Writing Style - Gonzaga University
1. 3/25/2014 Achieving a Professional Writing Style - Gonzaga University
http://www.gonzaga.edu/academics/colleges+and+schools/School+of+Business+Administration/undergraduate/SBAWR/APWS.asp 1/3
Why a Resource Devoted to
Business Writing?
Characteristics of Good Writing
Achieving a Professional Writing
Style
Organizing and Formatting Business
Documents
Improving Document Readability
Achieving a Professional Writing Style
The style of your writing refers to how you express yourself rather than what you say. Style affects the tone of your
communication and thus gives the reader an indication of what you are feeling or thinking. Follow these recommendations to
project a professional image in your writing style:
1. Use Positive Language
As much as possible, communicate messages in a courteous manner with positive language. Even when you have to
communicate bad news, it is possible to word your message positively. The key to wording messages positively is to say what
you can do, not what you can't do. This approach to writing can have a powerful impact on the way the message is received,
as the following examples illustrate:
Negative Wording Positive Wording
We will not be able to approve the budget until the
analysis is complete.
We will be able to approve the new budget once the
analysis is complete.
We cannot issue you a refund without a receipt; you can
only receive store credit.
We will be happy to issue you store credit.
We cannot approve your travel request until your
supervisor signs this form.
We will be happy to approve your travel request once
your supervisor signs this form.
2. Use the "You" View
The "you" view refers to a style of writing where the reader's needs are emphasized, rather than the writer's. Considering the
reader's needs and point of view is a smart business strategy, and a great way to provide excellent customer service. Notice
how the writerfocused messages below sound selfcentered, while the readerfocused messages (written with the "you" view)
sound concerned and professional.
WriterFocused Message ReaderFocused Message ("You" View)
To prevent us from losing money, our bank now requires
identification when cashing large checks.
To protect your account, we ask for identification when
cashing large checks.
So that we may bring our customer records uptodate
and eliminate the expense of duplicate mailings, please
update your address information with us.
So that we may keep your records uptodate and not
bother you with duplicate mailings, please update your
address information with us.
3. Use a Conversational Style of Writing
Business writers should strive to use conversational, everyday language, rather than overly formal language. Overly formal
writing can convey a pompous image; it can also interfere with the clear communication of your message. Look at how much
simpler and clearer the following messages become when more conversational language is used:
Too Formal Conversational
It will behoove us to henceforth complete all
documentation within two business days.
Please complete all forms within two business days.
The board has initiated discussions pertaining to the new
policy.
The board began talking about the new policy.
Pertaining to the contracts, all employees are herewith
instructed to return the contracts to the undersigned.
Please return the contracts to me.
4. Use Inclusive Language
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