The document outlines effective writing strategies, emphasizing clarity, conciseness, and appropriate tone, particularly in business communications. It covers rules such as getting to the point, utilizing lists, and ensuring non-discriminatory language, along with tips for maintaining a professional tone. Additionally, it highlights the importance of proofreading and understanding the audience to enhance message effectiveness.

1. Prepared By:-Ms. Mali Sunayana M.
Asst.Professor
Subject:- Communication Skills
Sahyadri College of Pharmacy, Methwade, Sangola
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Prof.Mali S.M.

2. Effective writing Skills
Training Topics:
• Effective Writing
– Developing good reading strategies
– Creating powerful presentations:
– Tone
– Punctuation, grammar and spelling
– Organizing your thoughts
– Structuring paragraphs and sentences
– Writing to keep the reader engaged
– Softening a negative message
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Prof.Mali S.M.

3. Effective Writing
• Features of Business Writing:
– Should be terse, clear and to the
point
– Language has to be effective
– Each country has their own set of
norms concerning written or
spoken communication
– North American business desires
written form
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Prof.Mali S.M.

4. Rules of Effective Writing
• Basic Rules
1. Getting to the point
a. Being Concise
b. Paragraphing
c. Use of Lists
d. Framing Effective Questions
2. Use of Non–Discriminatory Language
3. Punctuation, Grammar and Spelling
4. Tone
a. Choosing the Right Tone
b. Conversational Tone
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Prof.Mali S.M.

5. Getting to the Point
• Being Concise
– Use of short sentences
– Start document with purpose
– Creation of ‘single screen view’
messages
– Elimination of unnecessary words
• E.g.. “Avoid bad miscommunication in email
writing.”
(the word ‘bad’ is a modifier which is used
unnecessarily)
– Use lesser number of words 5
Prof.Mali S.M.

6. Getting to the Point
• Paragraphing:
– Short Sentences
– Short Paragraphs (2 to 5 sentences)
• Creates “white space”
• Quicker to read
• Engages the reader
– Opening Paragraph
• Five “Ws” - “Who?”, “What?”, “When?”,
“Where?”, & “Why?”
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Prof.Mali S.M.

7. Use of Lists
• Benefits of using lists:
– Writer organizes thoughts
– Reader sees main points
– Important points are not overlooked
• Formatting a list:
– Use numbers or bullets
– Items should be parallel
– Capitalize the first word of each point
– Be consistent with punctuation
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Prof.Mali S.M.

8. Use of Lists
• Spacing of a list:
– Double spacing makes reading easier
– Double spacing takes more valuable
screen space
– Single spacing does not enhance the
list
– Single spacing takes less room
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Prof.Mali S.M.

9. Use of non-discriminatory
language
• Nondiscriminatory language is
language that treats all people
equally.
• Use language that is free of religious,
age and sexual bias
• Nondiscriminatory language can come
between you and your reader.
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Prof.Mali S.M.

10. Methods to Avoid Errors
• Use ‘Spell Check’ function.
• Always Proof Read document.
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Prof.Mali S.M.

11. Tone
• How can I make sure my messages
have the appropriate tone?
• Ask the following questions:
– Why am I writing this document?
– Who am I writing to and what do I
want them to understand?
– What kind of tone should I use?
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Prof.Mali S.M.

12. Tone
• What kind of tone should I use with a
negative message?
• When addressing faults or issues
concerning an individual, maintain a
professional tone that does not attack the
individual but that makes your position on
the issue clear.
• Example:
Incorrect: I do not understand why you
made such discriminatory remarks.
Correct: Discriminatory remarks are not
tolerated in this organization.
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Prof.Mali S.M.

13. 1. A Text book of Communication Skills by
the author Sambhaji K. Budhavale
Technical Publications Page No.8.1-8.5
2. https://pgims.hktechnical.com
3. www.google.com
REFERENCE
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Prof.Mali S.M.

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Prof.Mali S.M.