EFFECTIVE BUSINESSWRITINGBUSINESS COMMUNICATIONKJSIMSRLocker and Kaczmarek
7 C’S OF COMMUNICATION CREDIBILITY COURTESY CLARITY CORRECTNESS CONSISTENCY CONCRETENESS CONCISENESS
TECHNIQUES FOR EFFECTIVE    WRITINGUse Active verbs most of the time Passive: This matter will be  considered by us short...
 However,    use passive verbs in these    situations: a)To emphasize the object receiving the  action, not the agent. ...
c) To provide coherence within a paragraph The bank made several risky loans in the late 1990s. These loans were written...
Use verbs to present theinformation more forcefully  Weak: We will perform an   investigation of the problem.  Better: W...
Eliminate words that say    nothing Wordy: the estimate which is enclosed Better: the enclosed estimate Wordy: There ar...
Use Parallel Structure   Faulty: Errors can be checked by    reviewing the daily report or note the    number of errors y...
 Parallel:To check errors note The number of items on the daily  report. The number of errors discovered  when the ladi...
Faulty StructureThe county will benefit from implementing flextime.   Offices will stay open longer for more    business....
Improving parallel structureThe county will benefit from implementing flextime.   Offices will stay open longer for more ...
   Faulty structure:    I interviewed juniors and seniors and    athletes.   Parallel structure:    I interviewed junior...
Delete Redundancies Consensus of opinion  consensus New innovations  innovations Visible to the eye  visible Surrounde...
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, ...
   Hereto, herewith    OMIT   Please be advised/informed    OMIT   Trusting, this is satisfactory, we    remain    OMIT
THANK YOU…..
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Effective business writing

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  • 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

    1. 1. EFFECTIVE BUSINESSWRITINGBUSINESS COMMUNICATIONKJSIMSRLocker and Kaczmarek
    2. 2. 7 C’S OF COMMUNICATION CREDIBILITY COURTESY CLARITY CORRECTNESS CONSISTENCY CONCRETENESS CONCISENESS
    3. 3. 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.
    4. 4.  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.
    5. 5. 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.
    6. 6. Use verbs to present theinformation more forcefully  Weak: We will perform an investigation of the problem.  Better: We will investigate the problem.
    7. 7. 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.
    8. 8. 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.
    9. 9.  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.
    10. 10. 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.
    11. 11. 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.
    12. 12.  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.
    13. 13. Delete Redundancies Consensus of opinion consensus New innovations innovations Visible to the eye visible Surrounded on all sides surrounded
    14. 14. Brevity in Phrases For the purpose of for In the event that if In the near future shortly/soon
    15. 15. Use Simple Words Procure get Fundamental basic Transmit send Utilize use
    16. 16. 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
    17. 17.  Hereto, herewith OMIT Please be advised/informed OMIT Trusting, this is satisfactory, we remain OMIT
    18. 18. THANK YOU…..
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