Business Writing TechniquesDr. Manishankar ChakrabortyBusiness Studies DepartmentIbra College of Technology
05/20/13 Dr. Manishankar Chakraborty 2Contents• Introduction• Differences in Business Writing• Sample• Factors• Activity-1• Tips• Activity 3 and Activity 4• References
05/20/13 Dr. Manishankar Chakraborty 3Introduction• Formal writing• For official purpose• Follows a pattern• Challenges posed by internet• Presentable to all officials• Conducive to working environs
How is Business WritingDifferent?• Objective• Audience- Different stakeholders, different approach• Pattern• Mode-Soft, Hard, Both• Output to be achieved• Any other?05/20/13 Dr. Manishankar Chakraborty 4
The Ten Commandments05/20/13 Dr. Manishankar Chakraborty 5
05/20/13 Dr. Manishankar Chakraborty 6Sample this and Comment• Hey Ali,• What’s up dude? I was thinking about discussing our next project with you, butgosh, I found that you are still working on the old consignment to be deliveredto our client from the UAE! Can we sit together and put our heads together tosee the fruition of the existing work as it would affect our individualperformance not to forget the impact, it would have on the team andorganization as a whole.• Awaiting your positive response,• Lovingly,• Abdullah• Bcc- Team Lead
05/20/13 Dr. Manishankar Chakraborty 7Factors to be considered inBusiness Writing• The objective• The clarity• Hierarchy of the sender• Hierarchy of the receiver• Relationship• Initiator of the Communication• Responder of the Communication
05/20/13 Dr. Manishankar Chakraborty 8Factors to be considered inBusiness Writing• The starting• The body• The closing• Importance• Acknowledgement and itsimportance• Punctuation• Format-Standard/Customized
05/20/13 Dr. Manishankar Chakraborty 9Factors to be considered inBusiness Writing• Mode-Hard, Soft or Both• Language• Simplicity• The Communication Loop
Soft Vs. Hard formParameters Hard form Soft FormInitiation Mostly Formal Generally InformalFormat Prescribed formatfollowed from top tobottomOften chopped accordingto the whims and fanciesof the communicatorsLanguage Mostly text-book style New generation words,spellingsLength Generally lengthy Mostly Crisp and Short05/20/13 Dr. Manishankar Chakraborty 10
05/20/13 Dr. Manishankar Chakraborty 11Activity-1• Imagine no standard format isavailable and you are willing tocommunicate with our college dean inorder to travel owing to someemergency back home.• Write an application for the same.
05/20/13 Dr. Manishankar Chakraborty 12Tips for business writing• Starting by using short declarative sentence• Substituting long words with small ones (useVs utilize)• Self-editing a must• Removing unwanted words or phrases• Refraining from using foreignwords/phrases/idioms/jargons• Emailed communication should be crisp withthe objective written clearly• Using plain English• Being specific rather than beating around thebush
05/20/13 Dr. Manishankar Chakraborty 13Tips for business writing• Curbing enthusiasm-Overusing exclamation!• Choosing professional sign offs like ‘Regards’• Using active verbs rather than passive ones, E.g.‘Robin called the meeting’ and not ‘The meeting wascalled by Robin’• Using straight forward sentence structure- ‘Subject-Verb-Object’ for better understanding• Choosing pronouns wisely and not hesitating to use‘me’, rather than ‘Franklin and myself’• Common grammatical mistakes should be avoided-• ‘Subject-Verb agreement’ as ‘number of subjectsdecides the number of verb’
05/20/13 Dr. Manishankar Chakraborty 14Tips for business writing• Singular verb form after ‘Nobody, someone, everybody’• Knowing when to use ‘that’ and ‘which’-Thatintroduces ‘essential information’ and whichintroduces ‘extra information’• E.g. "Computers are the only products that we sell”• E.g. "Im interested in speaking with you about ournew product, which has the potential to increasesales."• Avoiding using ‘metaphors’ ‘smile’ or ‘other figure ofspeech’ in emails• Avoiding bookish language
05/20/13 Dr. Manishankar Chakraborty 15Activity 3,4 and 5• Kindly go through the business writingrelated sheets given to you as separateattachments and identify the shortcomingspresent therein.
05/20/13 Dr. Manishankar Chakraborty 16References• Helen Coster, Ten Tips for Better Business Writing, accessed on 18thMay 2013, business portal,http://www.forbes.com/2010/05/03/better-business-writing-leadership-careers-tips.html• Ten Commandments, Accessed on 19thMay 2013, Google Image,http://www.google.com.om/search?q=images+of+business+writing&hl=en&tbm=isch&tbo=u&source=univ&sa=X&ei=58eZUb6HGtDMrQfoy4HQCQ&ved=0CDcQsAQ&biw=1920&bih=976#imgrc=zElJIv9CB9zyM%3A%3BhQRkuoWZL9ZK8M%3Bhttp%253A%252F%252Fwritingtraining.files.wordpress.com%252F2013%252F02%252Fmagneto-ten-commandments-of-business-writing.jpg%3Bhttp%253A%252F%252Fwritingtraining.wordpress.com%252F2013%252F02%252F08%252Finfographic-10-commandments-of-business-writing%252F%3B1240%3B1753
05/20/13 Dr. Manishankar Chakraborty 17Finally…..• Writing is a way to express ones mind, soone needs to be careful while jotting downthe thought, both in the personal andprofessional life!• Happy Writing!!!• Floor open for discusssion.