This presentation is about several do's & don'ts we should

1. Elements
of Powerful Writing.

2. by:
Sarwan Singh
Corporate Training │ Personality Development │ Mentoring │ Hand Holding

3. by:
Sarwan Singh
(The English Academy)
englishacademybaroda@gmail.com
http://www.facebook.com/TheEnglishAcademyBaroda
@sarwan_singh
(91)88666 80407, (91)97279 19756
http://www.linkedin.com/pub/sarwan-singh/17/722/313
http://sarwansingh6644.blogspot.in
305-Helix Complex
Nr. Hotel Kansar, Sayajigunj, Vadodara-390 005, Gujarat (India)
http://writebetter-speakbetter-english.blogspot.in
sarwansingh6644@gmail.com
Find us at

4. Let Your Mind
do it’s work first;
before your hands to theirs.

5. Always use:
20:60:20
Formula for any
written communication
 20% time for planning,
 60% time for writing,
 20% time for revision.

6. Never Forget:

7. What is the Purpose of your Writing?
Who are your Readers?
Knowing your Readers
Helps you to determine the
Strategy you will use.
Before putting your pen
to paper; think about:

8. Consider it for
1. Courtesy,
2. Consideration,
3. Conciseness,
4. Completeness,
5. Clarity,
6. Correctness.
6C’s of any communication
to the receiver?

9. 6 July 2014
Phrases like "I want…" sound rude.
Try "I would like…" or
"I would be grateful for…":
"I would like some information
on your range of printers.˝
"I would be grateful for some
information on your range of printers."
Don’t
Demand or Give Instructions
Courtesy

10. 6 July 2014
Use "please" when you ask
someone to do something for you:
 Can you open the window please?
 Could I have some assistance please?
Use "thank you" after you
have received help. You can
also start a letter with "Thank you":
 "Thank you for your
confirmation of February 10."
Courtesy
Remember to Use
"Please and "Thank You"

11. Don’t Write:
We are delighted
to state that
today we have
dispatched the
material vide our
invoice no……..
Write:
You will be glad to
know that today your
material as per your
purchase order number
has been dispatched
vide our invoice
no………
CONSIDERATION

12. CONSIDERATION
Don’t Write:
We are delighted
to state that we
have extended
the shopping
hours by two
hours.
Write:
You will be
delighted to know
that to enable you
to shop freely, we
have extended the
shopping hours by
two hours.

13. Emphasize reader’s
needs and benefits
Weak:
We must receive the sales receipt before
we can process the refund.
Improved:
Please mail or fax the receipt so that
we can process your refund.
CONSIDERATION

14. 6 July 2014
Instead of writing "you",
write "there" or "we".
"You made a mistake"
becomes
"There seems to be a mistake. "
"You said…"
becomes
"We understood…"
Change the focus of the sentence to
avoid sounding as if you are accusing the reader.
CONSIDERATION

15. 6 July 2014
"We have a problem with the account"
becomes
"We have a slight problem with the account.˝
"There's an issue with our suppliers"
becomes
"There's a little issue with our suppliers."
Use Qualifiers such as
"rather", "a little", "somewhat"
or "a slight" make problems sound less serious.
CONSIDERATION

16. 6 July 2014
"That was a stupid comment"
becomes
"That wasn't a very smart comment.“
"Your customer service staff is rude"
becomes
"Your service staff is not very polite.“
Reduce the impact of a criticism
by replacing a negative adjective
by 'not very' + positive adjective.
CONSIDERATION

17. You had given some work to your
subordinate. The Work has been
done. However; it is not up to your
expectations. Write a two line note
to him/her expressing your
feelings about quality of work.
6 July 2014
But Statement And Statement
I respect your work
but I don’t agree with
this new idea.
I respect your work
and I have reservations
about this new idea.
I hear what you are saying
but I don’t agree.
I hear what you are saying
and I have different views.
I understand your point
but you are missing mine.
I understand your view
and I would like you to
understand mine.
Substitute And Statement for But Statement
CONSIDERATION

18. Conciseness
You had visited a
supplier in Mumbai.
You were treated
Extremely well by
the supplier.
Write a thank you
note to the supplier.
Write:
Thank you very
much for your
help during our
visit to Delhi.
Don’t Write:
I want to take
this opportunity
to tell you that
we are grateful
to you for all the
help that you
extended when
we were in Delhi.

19. Completeness
Don’t Write:
I sent you letter
hoping that I would
receive a reply by
the end of last week.
I still have not.
( Which Letter?
What was it about?
When was it dated)
Write:
I sent you letter on
15.3.14 about our new
purchase policy
requesting for your reply
by 25.3.14.
As I have not received
your reply so far, can you
please send your reply in
next three days.

20. Clarity
Don’t use Use
Undergoes
an upward revision
Increases
Undergoes
a downward revision
Decreases
A large proportion/
percentage of
Many
During the time that While
Gives rise to Causes
In a hasty manner Hastily
In view of the fact that Because
Owing to the fact that
Since /
because
Take action on the issue Act
Was of the opinion that
Said/believed/
thought
My friend has
established
his domicile
in Sevasi.
My friend
stays
in Sevasi.
 Use
simple Language
 Use
Familiar Words,
 Use
Precise Words
 Avoid
ambiguous words

21.  Use correct grammar,
 Choose appropriate words,
 Ensure that there are no
spelling or punctuation errors,
 Be ruthless with editing,
 Adopt right level of tone
to suit the receiver’s level.
Correctness

22. never, none, all,
everything, totally, everything
Avoid these word
should, must, ought to
maybe, possible,
could, sometimes, wish,
may possibly cause, could attribute to,
seems to, appears to, might be
Correctness

23. Elements
of Powerful Writing.

24. by:
Sarwan Singh
Corporate Training │ Personality Development │ Mentoring │ Hand Holding

25. by:
Sarwan Singh
(The English Academy)
englishacademybaroda@gmail.com
http://www.facebook.com/TheEnglishAcademyBaroda
@sarwan_singh
(91)88666 80407, (91)97279 19756
http://www.linkedin.com/pub/sarwan-singh/17/722/313
http://sarwansingh6644.blogspot.in
305-Helix Complex
Nr. Hotel Kansar, Sayajigunj, Vadodara-390 005, Gujarat (India)
http://writebetter-speakbetter-english.blogspot.in
sarwansingh6644@gmail.com
Find us at