useful words in writing business letters

1. CHOOSINGTHE RIGHTWORDS
STANDARD AMERICAN ENGLISH: most
correct form of the English language.
Everyone faces the challenge of
WRITING and SPEAKING ENGLISH WELL.

2. Objectives:
1. Describe the writing process.
2. Evaluate various meanings of words in order to select
appropriate words for intended meaning.
3. Identify and use available references to facilitate the
communication process.
4. Evaluate incorrect word usage and select correct word
usage.

3. THEWRITING PROCESS
1. Chooses words.
2. Assembles the words into phrases.
3. Connects the phrases to form sentences.
4. Groups the sentences into paragraphs.
5. Organizes the paragraphs into a coherent message.

4. THE MEANINGS OF WORDS
Semantics
: the study of word meanings
: the study of what you mean by what you say
WORD
-the simplest part of language
-the fundamental element of any message

5. TYPES OF MEANINGS
Denotative meanings
are the definitions of words given in dictionaries.
Connotative meanings
are the subtle and often emotional meanings
that become associated with the words.

6. Our furniture is CHEAP.
Our furniture is INEXPENSIVE.

7. WORD REFERENCES
Dictionary:
-definitions and meanings
-hyphenation
-acceptable and preferred
spellings
-pronunciation
-parts of speech
-capitalization
-synonyms
-antonyms
Thesaurus:
-synonyms
-antonyms

8. INTERPRETING MEANINGS
Word bank- that part of the mind in which all
the words the person has ever heard or read in all
their contexts are stored.

9. a REMOTE country
the REMOTE future
a REMOTE cousin
a REMOTE manner
REMOTE control
far away
distant in time
having only a slight
relationship
aloof or distant
without physical contact

10. Technical Vocabulary or Jargon
• Are special words or expressions used by a
profession or group that are difficult for others
to understand.
• Example:
– People who work with computers (CPU, 20GB,
client server, cursor, mouse, etc..)

11. Bias-Free Language
• Bias-free words – are words that do not
discriminate against people on the basis of
race, culture, gender, age, religion, physical or
mental condition, socioeconomic level, or any
other classification.
• Always use language that emphasizes the
individual or group first, rather than the
condition.

12. Using Bias-Free Language
Instead of these gender-
specific words…
… choose these bias-free
words
Business man
Chairman
Fellow worker
Fireman
foreman
Housewife
Insurance salesman
Landlord or landlady
Mailman
Newsman
Office boy
Policeman or policewoman
salesman
Business person or business
worker
Chair, chairperson
Coworker or colleague
Firefighter
Supervisor
Homemaker
Insurance agent
Owner
Mail carrier or postal worker
Newscaster or reporter or
journalist
Messenger or office helper
Police officer
Salesperson or sales
representative or sales
associate or sales assistant

13. Politically Correct Words
• Avoid using terms that could evoke negative
images of any thing, any person, or any group.
Poor Economically challenged
Taxes Revenue enhancement
Parole Supervised release
Teenager Young adult
Trash Service items (on an airplane)
Janitor Building services attendant
Illegal aliens Undocumented immigrants

15. Proper word choices
A writer's selection of words as determined by a number
of factors, including meaning (both denotative and
connotative), specificity, level of diction, and tone. and
It
-Watch your words.
-Ex: Not too frankly just talk wisely. Make it sure that no
one will get hurt what you want to say to the person or
the people around you.

16. WordA word is something spoken by the mouth, that can be
pronounced. It is also a collection of letters used together to try to
communicate a meaning, and these can also usually be
pronounced. Some words have more than one meaning,
Example: 'spring' can refer to the season, or the object. Some words
have different pronunciation, for example, 'wind' (the noun) and
'wind' (the verb) are pronounced differently. Some words have
different spelling for example 'color' and 'colour', which are both
correct. Color is used in American English. Some words can be only
one letter, for example "a" and "I" in English. Besides English, every
other language also has its own words

17. A simple word is a word that consists of only one
morpheme.
so that the reader will understand

18. table 2.1 Altenatives for complex words
complex words simpler words
approximately about
ascertain find out
assistance help
commence start or begin
converse talk
endeavor try
enumerate list
finalize fair
interrogate ask
it is requested that please
negligible small or slight
numerous many
peruse read or study
pursuant to your request as you asked
render services serve
sufficient enough
terminate end or finish
utilize use

19. Table 2.1 contains a list of complex words and phrases
and some simple ,direct alternatives. Most of these
formal sounding complicated words are often found in
business letters, but each of them can be stated in
simpler terms that will allow for more effective
communication.

20. CONVERSATIONAL WORDS
 informal
* To be conversational, communicators can fall
into the habit of using outdated or trite expressions
and clichés in their communications ..

21. TRITE EXPRESSIONS
 boring from much use
 lacking originality or freshness; dull on
account of overuse.

22. TABLE 2.3 TRITE EXPRESSIONS WITH
CONVERSATIONAL WORDS
Instead of these Trite Words .. .. Choose these Conversational
Words
we will thank you to please
at the present writing now
kindly advise me or kindly inform me please write me or please call me
regret to inform you that am sorry that
due to the fact that because
pursuant to according to

23. CLICHÉS
 Stereotyped expressions that tend to
resemble a play on words, or puns.
 Use only cliché if you are sure any reader will
understand your intended meaning.

24. TABLE 2.4 CLICHÉS AND OVERUSED EXPRESSIONS
Avoid these Clichés Avoid these overused expressions
All things being equal A done deal
Wishful thinking Crystal clear
Break the ice Drastic action
Needs no introduction Lion’s share
By leaps and bounds Touch base
On the cutting edge Needless to sat
Step in the right direction Dragging one’s feet

25. CONCISE WORDS

26. Each word in the message should help make
the meaning clear or the tone friendly. It helps
the readers by:
 saving the readers time
 aiding in the understanding of the message
 making the communication more interesting

27. To achieve further conciseness in your writing, avoid
using repetitive, or redundant words. Some
examples That the italicized words are
unnecessary and should be omitted:
honest truth
repeat again
true facts
past history
first began

28. Doublet
-is created when two or more words that
have nearly the same meaning are joint by
the word and.
Examples:
basic and fundamental
each and every
help and cooperation

29. Time Wasters Time Savers
at the present in time or at
this moment in time
now
despite the fact that although
I want to take this opportunity
to tell you that we are grateful
to you
thank you
in the near future soon
Substituting Time Savers for Time
Wasters

30. Avoid using words that are not recognized
by language experts as usable words.
Ex. Irregardless is not recognized by
language experts; a better choice is
regardless.

31. Specific words present a clearly defined
picture in a reader’s mind.
General words present a hazy, indefinite
picture to the reader.
Ex. Sweater
Red Sweater
Red, plaid, V-neck sweater.

32. Positive words create a pleasant aura
around your message. They impart
enthusiasm and confidence, while negative
words tend to trigger unpleasant feelings.
Effective business writer knows and
deliberately uses positive words to help
stimulate the desired response from the
reader.

33. Positive words emphasize to the reader
what can be done rather than what cannot
be done and will help you develop and
maintain favorable relationships and
goodwill.

34. NEGATIVE WORDS
•Expressing, containing, or consisting of a
negation, refusal, or denial.
•Lacking positive or constructive features.

35. USING CORRECT WORDS AND PHRASES
INSTEAD OF THESE FREQUENTLY
MISUSED WORDS AND PHRASES...
....CHOOSE THESE CORRECT
WORDS AND PHRASES
A LOT OF MANY OR MUCH
BETWEEN US THREE AMONG US THREE
DONT HAVE BUT HAVE ONLY
IF YOU WILL WHETHER YOU WILL

36. GOODWILL
 IS THE FAVORABLE ATTITUDE AND
FEELING PEOPLE HAVE TOWARDS A
BUSINESS.
YOU MUST:
• PROJECT A POSITIVE TONE
• PROMOTE A SERVICE ATTITUDE TO
BUILD AND MAINTAIN GOODWILL IN ALL
YOUR MESSAGES.