The document outlines tips for effective written communication, emphasizing the importance of adapting the language and structure based on the audience's familiarity with the subject matter. It highlights the need for clarity, precision, and the use of simpler language while avoiding jargon, passive voice, and unnecessary complexity. Additionally, it offers guidance on email etiquette and strategies for conveying bad news in a professional manner.

1. Tips on Written
Communication
Sheikh Shaer Hassan and Taouheed Hassan

2. The Importance of Adaptation
Adapting to multiple readers?
Or
Adapting to particular readers?

3. Compare the following passages
“Last year the company’s total sales
were 117,400,000 tk, which was
slightly higher than the 109,800,000
total for the year before. After
deducting for all the expenses, we
had 4,593,000 tk left over for profits,
compared with 2,830,000 for 2018.
Because of these increased profits,
we were able to increase your annual
dividend payments per share from the
50% paid over the last 10 years”
“The corporation’s investments and
advances in three unconsolidated
subsidiaries (all in the development stage)
and in 50 percent-owned companies was
42,200,000 on December 31, 2019 and
the excess of the investments in certain
companies over net asset value at dates
of acquisition was 1,760,000. The
corporation’s equity in the net assets as of
December 31, 2019 was 41,800,000 and in
the results of operations for the years
ended in December 31, 2018 and 2019,
was 1,350,000 and 887,500 respectively.
Dividend income was 750,000 and
388,000 for the years 2018 and 2019,
respectively”

4. Compare the following passages
The first one is written in such a way that investors
without a background in finance can understand it.
But,
the second one is for those with financial expertise

5. So you need to analyze your audience(s) first for
whom you are writing something.
According to that, tailor your needs and criterion

6. Use Familiar Words to Convey Complex Ideas
Wrong
This Conclusion from a
pertinent data from a
perusal of pertinent data
is that a lucrative market
exists for the software.
Right
The data we have studied
shows that the software is
in high demand

7. Use Familiar Words to Convey Complex Ideas
Wrong
Company operations for
the preceding accounting
period terminated with a
deficit.
Right
The company lost money
last year.

8. Example:
Use End instead of Terminate
Use Explain instead of Elucidate
And
Use Use instead of Utilize
Always Use Simpler Synonym

9. Prefer Short Words
Wrong
The proposed
enhancement is under
consideration
Right
We are considering your
suggestion

10. Prefer Short Words
Wrong
They acceded to the
proposition to undertake
a collaborative venture
Right
They agreed to work with
us

11. Vague
A significant loss
Clear and Precise
A 53 percent loss
Use Precise Language

12. Good attendance
record
Clear and Precise
100 percent
attendance record
Use Precise Language

13. The leading
company
Clear and
Precise
First among
300
companies
Use Precise Language

14. The majority
Clear and
Precise
62 percent
Use Precise Language

15. In the near
future
Clear and
Precise
By noon
Thursday
Use Precise Language

16. Substantial
amount
Clear and
Precise
Tk 20,000
Use Precise Language

17. We have a
great company
Clear and Precise
We have been voted
as one of the best
software companies in
Asia by Red Herring
Asia 100
Use Precise Language

18. Our softwares
are better
Clear and Precise
Our softwares cost
less and is more
user friendly than
90% of the similar
software in the
market
Use Precise Language

19. Please
respond soon
Clear and
Precise
Will you let
me know by
January 1?
Use Precise Language

20. ● Check for grammatical error
● Use slang and popular cliches with caution
● Use Technical Words and Acronyms Appropriately
And few more tips….

21. Beware of using the Verb “To Be”
Prefer using “Do” verb instead
Using “To be” vs “Do”

22. Example 1
“There are over 300 customers served by our help desk
each day. The help desk personnels main tasks are to
answer questions, solve problems and educate the callers
about the software. Without their expert work, our
customer satisfaction ratings would be much lower than
they are”

23. Example 2
“Our help desk personnel serve over 300 customers each
day. They answer questions, solve problems and educate
the users about the software. Without their expert work,
our customer satisfaction ratings would drop significantly”

24. Beware of using the “Passive Voice”
Prefer using “Active Voice” instead
Passive vs Active

25. Passive
The result were
reported in our July
9 letter
Active
We reported the
result in our July 9
letter
Passive vs Active

26. Passive
The new process is
believed to be
superior by the
investigators
Active
The investigator
believe that the new
process is superior
Passive vs Active

27. Passive
It is desired by the
director that this
problem be brought
before the board
Active
The director wants
the secretary to
bring this problem
before the board
Passive vs Active

28. Passive
A complete
reorganization of
the administration
was affected by the
president
Active
The president
completely
reorganized the
administration
Passive vs Active

29. Passive vs Active
But that does not mean you will always use
Active voice.
Sometimes Passive is more preferable..

30. When doer of the
action is
unimportant to the
message
Example:
Advertisement is
often criticized for its
effect on price
When to use Passive Voice

31. To avoid accusing
your reader of an
action
Example:
The color desired
was not specified in
your order
When to use Passive Voice

32. When the doer is
unknown
Example:
The software has
been overhauled
several times
When to use Passive Voice

33. When the writer
does not want to
name the performer
Example:
Two complains have
been made about
you
When to use Passive Voice

34. E-mail Communication

35. From: Sender’s Email ID
To: Recipient’s Email ID
Cc: Other individuals receiving the same mail with visible IDs
Bcc: Other individuals receiving the same mail with invisible IDs, only known
to Sender
Subject: Clear and precise title or the reason of writing email
Salutation: Words like Dear, Respected, Hi etc
Main Body: The main content of the email
-Introduction
-Matter in detail
-Conclusion
Closing: Ending statement
Attachments: Attached files with Emails
Signature Line: Sender’s name and the other details of contact
Email Format

36. ● Always have a clear subject line.
● Always use a professional salutation.
● Proofread your message.
● After sending an email try to remind the recipient
about that (esp. in BD).
● Email should not be used as a means of avoiding
face-to-face or phone interaction.
E-mail Communication: DOs

37. ● Give your message some thoughtful consideration
before sending it
● Analyze your recipient and based on that set your
email in following category
■ Casual
■ Formal
E-mail Communication: DOs

38. ● Do not elaborate Email body. Try to be concise
● Do not use humor or camouflaged words
● Do not assume the recipient knows what you are
talking about
● Never send an email which shows your anger
● Do not give a quick or flip response
E-mail Communication: DON’Ts

39. In general, Bad news message follow this general plan
● Begin with such an opening that does not indicate the
imminent bad news.
● Set up the bad news in such a way so that the recipient
will come to realize that the decision is fair and it will help
him in future at least to some extent.
Communicating Bad-news Messages(In general)

40. In general, Bad news message follow this general plan
● After that, break the news as a logical result of the
strategy and as positively as possible
● Try to offer an alternative solution if possible
● End on a positive note
● Determine an apology is due or not. If so, offer an apology
Communicating Bad-news Messages(In general)

41. In general, Bad news message follow this general plan
● Precede the bad news with a convincing explanation
● Use positive words to cover the bad news
● Use straightforwardness when appropriate. This is the
case when the news is expected or will have little negative
impact
● Even so, handle negative with positive wording
Communicating Bad-news Messages(Business Purpose)

42. Always remember that you have to refuse but you have to
maintain goodwill too.
● Think through the problem and look for a logical
explanation.
● Write a positive opening that sets up the explanation.
● Then present your explanation or reasoning by using
convincing and positive language
Handling a refusal or disagreement

43. Always remember that you have to refuse but you have to
maintain goodwill too.
● Refuse clearly yet positively
● Use a compromise when practical
● Close the conversation with an amicable note that does not
recall the refusal or disagreement
Handling a refusal or disagreement

44. Thank You