Words or ideas that share the same logical role in your sentence must also be in the same grammatical form. This makes writing smoother and more forceful.
Exceptions:Use a long word if it is the only word that expresses your meaning exactly.Use a long word or phrase if it is more familiar than a short word.Use a long word if its connotations are more appropriate.Use a long word if the discourse community prefers it.
Effective business writing
EFFECTIVE BUSINESSWRITINGBUSINESS COMMUNICATIONKJSIMSRLocker and Kaczmarek
TECHNIQUES FOR EFFECTIVE WRITINGUse Active verbs most of the time Passive: This matter will be considered by us shortly. Active: We will consider this matter shortly.
However, use passive verbs in these situations: a)To emphasize the object receiving the action, not the agent. Your order was shipped on November 15. b) Use passives to avoid assigning blame The order was damaged during shipment.
c) To provide coherence within a paragraph The bank made several risky loans in the late 1990s. These loans were written off as “uncollectible” in 2004.
Use verbs to present theinformation more forcefully Weak: We will perform an investigation of the problem. Better: We will investigate the problem.
Eliminate words that say nothing Wordy: the estimate which is enclosed Better: the enclosed estimate Wordy: There are three reasons which explain the project’s success. Better: Three reasons explain the project’s success.
Use Parallel Structure Faulty: Errors can be checked by reviewing the daily report or note the number of errors you uncover when you match the lading copy with the file copy of the invoice. Parallel: Errors can be checked by reviewing the daily report or by noting the number of errors you uncover when you match the lading copy with the file copy of the invoice.
Parallel:To check errors note The number of items on the daily report. The number of errors discovered when the lading copy and the file copy are matched.
Faulty StructureThe county will benefit from implementing flextime. Offices will stay open longer for more business. Staff Turnover will be lower. Easier Business Communication with states in other time zones. Increased employee productivity.
Improving parallel structureThe county will benefit from implementing flextime. Offices will stay open longer for more business. Staff Turnover will be lower. Easier business Communication with states in other time zones will be easier Employee productivity will increase.
Faulty structure: I interviewed juniors and seniors and athletes. Parallel structure: I interviewed juniors and seniors. In each rank, I interviewed athletes and non-athletes.
Delete Redundancies Consensus of opinion consensus New innovations innovations Visible to the eye visible Surrounded on all sides surrounded
Brevity in Phrases For the purpose of for In the event that if In the near future shortly/soon
Use Simple Words Procure get Fundamental basic Transmit send Utilize use
Getting Rid of BusinessJargon Weak: Enclosed please find Enclosed is, here is Weak: Pursuant to According to, in line with Weak: As per your request As you requested
Hereto, herewith OMIT Please be advised/informed OMIT Trusting, this is satisfactory, we remain OMIT