This document provides guidelines for choosing words when writing for business. It recommends using familiar, simple, short, strong, and specific words over unfamiliar, complex, long, weak, and vague words. Active voice and verbs are preferred over passive voice and nouns. Idioms should be used correctly and technical words cautiously. Saxon words are clearer than Latin-derived words. Appropriate synonyms and non-sexist language should be used. The goal is to make writing clear, concise and easily understood by the reader.

1. Aids to Correct Business Writing
Guidelines for Choice of Words
Communication becomes effective when the receiver of the message
is able to decode it. This can be possible only when the message is
encoded in words and symbols which are familiar to both the sender
and the receiver.
First, a typical business person write at a difficult level either to
impress or due to the tendency to be stiff an formal.
Secondly, the writer knows the subject better than the reader. The
writer is unlikely to present the words in elementary words that can
create a clear understanding in the reader’s mind.
Thirdly, research studies suggest that writing below the reader’s
level makes the most convenient reading.

2. Aids to Correct Business Writing
Guidelines for Choice of Words
A few guideline regarding the choice of words are given below:
1.Use Familiar Words: This is the first golden rule of clear writing.
Always use simple and familiar words in place of difficult and
unfamiliar ones. The easier and more familiar the words, the better
the understanding of the familiar words e.g.
Simple and familiar (Use them) Pompous (Avoid them)
Inform Acquaint
Try Endeavour
End Terminate

3. Aids to Correct Business Writing
Guidelines for Choice of Words
2. Use Single Words in Place of Circumlocution: Sometime
people use more words than are needed resulting in writing in a
roundabout manner (Circumlocution).
Single Words(Use them) Long phrases (Avoid them)
if at the event time
now at the present time
always at all time

4. Aids to Correct Business Writing
Guidelines for Choice of Words
3. Use Concrete Words: It is advisable to use exact or specific
words in place of abstract one.
Concrete words(Use them) Abstract words (Avoid them)
Managing Director administration
Chair furniture
4. Use Short Words in place of Long Expressions: Short
words are preferable to long and trite words. Short words make the
message concise and easy to understand.
Short Words(Use them) Long and trite words (Avoid them)
nearby in close proximity to
enclosed enclosed herewith please
find

5. Aids to Correct Business Writing
Guidelines for Choice of Words
5. Use Strong Words: Like people, words have personality.
Some words are strong and vigorous while other are dull and weak.
Strong and vigorous words are preferable as they alert sense organs
best and hold the reader’s attention.
Strong words(Use them) Weak words (Avoid them)
Slump Period of decline in business
6. Avoid Double Entry: Do not use phrases containing two
words which convey the same meaning.
Simple words(Use them) Double entry words(Avoid them)
fact actual fact

6. Aids to Correct Business Writing
Guidelines for Choice of Words
7. Use Verbs in place of Nouns: Use of verbs in place of noun
helps to make writing simple and clear. Verbs is stronger than noun.
Verb is action word and, therefore, commands better interest.
Verbs (Use them) Nouns(Avoid them)
acquire acquisition
announce announcement
appear appearance

7. Aids to Correct Business Writing
Guidelines for Choice of Words
8.Use Active over Passive Verbs : Verbs in active voice are
preferable to verbs in passive voice because active voice verbs make
the writing lively and vigorous. In active voice the subject does the
action whereas in passive voice it receives the action.
Active: A committee will discuss your proposal
Passive: Your proposal will be discussed by a committee.
9. Avoid Overuse of Camouflaged Verbs: Camouflaged verbs
are verbs unnecessarily turned into nouns by adding another verb of
action. When writers use them straight and simple messages become
lengthy and their effectiveness is reduced.

8. Aids to Correct Business Writing
Guidelines for Choice of Words
10. Use Correct Idioms: Idiom refers to the way in which ideas
are expressed in a language. A large number of idioms and phrases
are available in English language but each has a character of its own.
Correct Idioms (Use them) Faulty(Avoid them)
independent of independent from
agree to a proposal agree with a
proposal
11. Use Technical Words with Caution:

9. Aids to Correct Business Writing
Guidelines for Choice of Words
12. Use Saxon Words in Place of Romance: Saxon words are
British in origin whereas Romance words are derived from Latin.
Saxon words are easier to use and understand than Romance words.
Saxon words(Use them) Romance words (Avoid them)
dead body corpse
talkative loquacious
lawlessness anarchy
13. Use Appropriate Synonym: Many pairs of words have
similar meanings.

10. Aids to Correct Business Writing
Guidelines for Choice of Words
14.Avoid Sexist Words: Modern society is concerned with equal
treatment of men and women. Fair play and courtesy require that we
should not use words which suggest male dominance.
Avoid words derived from masculine words: Several words are masculine even
though they do not refer exclusively to men.
Sexist Non-sexist
chairman Chairperson
salesman Sales person
Avoid words that demean status of women:
Use Avoid
lawyer lady lawyer