.

2. The role of Adaptation and The Selection of words.
Use Technical words and Acronyms with Caution.
Use Concrete Language and Active Voice in Business
communication.
The using words that do not Discriminate.
Use of Camouflaged verbs in Business
Communication.
Presentation Topics:

3. Adaptation and the Selection of Words
By adaptation we mean fitting the message to the
specific reader
Rule of Adaptation
Visualizing the Reader
How they think
What they know
Their Education level
Make Important Points Stand Out
Adapting to Multiple Readers.
Writ for the Lowest group.

4. Adaptation and the Selection of Words
Suggestion for Selecting Words
Selecting the write words depends on your ability to use
Language, your knowledge of the reader, and the your good
Judgment.
Use Familiar words.
Choose Short words.

5. Adaptation and the Selection of Words
Prefer the Short, Familiar words to the Long, Unfamiliar
words. Some Example are given below.
Long and Unfamiliar words Short and familiar words
Accomplish Do
Ascertain Find out
Company operations for the preceding
accounting period terminated wit a
substantial deficit.
The company lost much money last year.
They acceded to the proposition to
terminate business.
They agreed to quit business.
Ineffectual Useless
Furnish Give
Duplicate Copy

6. Use Technical words and Acronyms with Caution.
Technical word can be so Complex.
As you work in your chosen fields, you will
learn its technical words and acronyms. In time
you will use these terms freely communicating
with people in your field.
Use Acronyms cautiously. Spell out and define as
needed.

7. Use Technical words and Acronyms with Caution.
Example of Technical words
Technical words Improve version
Survivors benefits Family insurance payments
Deceased wage earner Worker who has died
To file a claim To apply for insurance payments.
Example of Acronyms
•RFID
•FTC
•CD
•IPO
•NATO
•IRS
 Radio Frequency Identification
 Federal Trade Commission
 Certificate of Deposit/Compact Disc
 Initial Public Offering
 North Atlantic Treaty Organization
 Internal Revenue Service

8. Use Concrete Language and Active Voice in Business
communication.
Use Concrete Language.
Concrete words are specific words.
Concrete is the opposite of the abstract.
Prefer the Concrete to the abstract.
Some Example:
Abstract Concrete
A significant loss A 53 percent loss
Good attendance record 100 percent attendance record
The leading company First among 3,212 competitors
The majority 62 percent
A labor-saving robot Does the work of seven worker

9. Use Concrete Language and Active Voice in Business
communication.
Active voice.
Prefer to the active voice to the passive voice.
Active voice is stronger and shorter.
Some Example:
Passive Active
The results were reported in our
July 9 letter.
We reported the results in our July
9 letter.
The policy was enforced by the
committee.
The committee enforced the policy.
The office will be inspected by Mr.
Panting .
Mr. Panting will inspect the office.
A gain 30.1 percent was reported Hardware sales gained 30.1

10. The using words that do not Discriminate.
By discriminate words we
mean words that do not treat all
people equally and with
respect.
Avoid words that
discriminate against race,
nationality, age, sexual
orientation or disability.
We often use discriminatory
words without bad intent

11. The using words that do not Discriminate.
Some rules use discriminatory words without bad intent
are given below:
a) Use gender –neutral words : Avoid using masculine pronouns
for both sexes (he, his, him)
b) You can make the reference plural (their, them , they)
c) You can express neutral by ( he or she , he/she , you, they etc)
d) Avoid words suggesting male dominance ( Man-made to
manufactured, Businessman to business executive, salesman to
sales executive)
e) Don’t use words which lower the status of Man and Women
f) Avoid words that stereotype by race, nationality, sexual
orientation, old age, disability.

12. Use of Camouflaged verbs in Business Communication.
Prefer Strong verbs to verbs Camouflaged as Noun.
Example:
Camouflaged Verb Strong Verb
Make an observation observe
Engage in negation negotiate
An arrangement was made to
meet for breakfast.
We arrange to meet for
breakfast.
Control of the water was not
possible.
They could not control the
water.
The management of this office
s carried by Mr. William.
Mr. William manages this
office.