Answer all questions that are askedGive something extra when
desirableCheck for five Ws & one HWho What When Where Whyand
How
Exercise-1
The owner of a mutual fund stock wrote to the investment department
of your bank ,that he wanted to sell his shares. He asked, just how
does your bank want me to authorize this sale?How would you reply
to this query keeping the five Ws and one H guideline in mind?
Exercise-2
You are the president of an industry association and have received
the following inquiry from an out of town member, I think I would
like to attend my first meeting of the association, even though I
am not acquainted with your city. Will you please tell me where the
next meeting is being held?How would you reply to this letter
keeping in mind Completeness of the message?
CONCISENESS
1. Eliminate wordy expressions
2. Include only relevant statements
be focussed, prune & avoid long explanations avoid gushing
politemess
3. Avoid unnecessary repetitions
use short forms the second time use pronouns
Exercise -3
Find single word substitutes for the phrases
Along the same lines At this time Consensus of opinion Date of
policy Due to the fact that During the time of the day During the
year of Few and far between For a price of
For the reason of thatFrom the point of view ofHave need ofIn
accordance with your request In due course Allow me to say In reply
, I wish to say Please be advised Please find attached
Exercise -4
Rewrite the following by omitting articles, trite expressions,
rambling sentences and repetitions:At this time I am writing to you
to enclose the post paid appointment card for the purpose of
arranging a convenient time when we might get-together for a
personal interview.
Exercise 4contd.
We hereby wish to let you know that we fully appreciate the
confidence you have reposed in us.
Exercise 4 contd
Will you ship us sometime, any time during the month of October ,
or even November if you are rushed , for November will suit us just
as well , in fact a little bit better , 300 of the regular three
and a half inch blue arm bands with white sewn letter in the middle
.
CONSIDERATION
Focus on YOU instead of I & WEShow reader benefit &
interestEmphasize positive& pleasantApply integrity &
ethics
Ex.5-Write with a you attitude , it shows consideration
I want to send my congratulations for ---We will ship soon the
goods your May 4 order----We pay eight percent interest on
-----
Ex.5-Write with a you attitude , it shows consideration (
contd)
May I take this opportunity to express my thanks for the account
you recently opened with our store. We are pleased to furnish a
wide variety of products for the home of the individual customer.
We want you to take full advantage of the store services, for we
have the largest store in the city. Also we make deliveries for our
customer free of charge with in a 30 miles radius of our store.We
welcome you to Ebony. If we can be of additional help please let us
know .
Ex 6-Avoid negative unpleasant words to show consideration
It is impossible to open an account for you today.
We dont refund if the returned item is soiled and unusable.
When you travel on company expense, you will not receive
approval for first class fare.
T To avoid further delay and inconvenience , we are sending this
report by express mail.
Ex 7:Show reader benefit or interest in the reader ; in the letter
from an insurance company to policy holders .
Because we have not written to you in sometime , please help us
bring our record by filling and returning the other half of the
card .
CONCRETENESS
Use specific facts and figuresPut action into verbsChoose vivid
image building words by comparison & figurative language (?)Use
more adjectives and adverbs
Ex:8- Rewrite the following in concrete form as the sentences
are too general and vague.
This computer reproduces campaign letters fastOur product has won
several prizes.These brakes stop a car within a short
distance.
Ex:9-Put action into the words by using active instead of
passive voice.
Tests were made by usA full report will be sent to you by the
supervisor.The contract had a requirement .Mr. Singh will give
consideration to the report .
Ex : 10-Use vivid image building words adjectives and adverts ,
and use less of abstract nouns
The camera has a system that gives good pictures.
CLARITY
Choose short , familiar & conversational wordsConstruct
effective sentences and paragraphs by unity of idea and
sequencingAchieve appropriate readability by using formal &
informal languageInclude examples, illustrations & visual
aids
Ex : 11-Use simple words
Circa(L)
Subsequent
Promulgate
Inadvertence
e.g..(L)
Domicile
Remuneration
Ex: 12-Choose a conversational style
After perusal of pertinent data the conclusion is that a lucrative
market exists for the subject property .Easement for egress and
ingressA letter from the quality bureau to a plumber said The
efficacy of hydrochloric acid is indisputable, but the corrosive
residue is incompatible with metallic permanence .
Headings:8-10 wordsSentence length:15-20 wordsParagraphs:40-70
words
Soft words vs hard words
COURTESY
Be sincere , tactful, thoughtful and appreciativeOmit expressions
that hurt , irritate, or insultGrant apologies graciously
Ex : 13-Show courtesy by avoiding tactless & blunt
language.
Your letter is not clear at all:
Obviously, if you would read your policy carefully you will be
able to answer these questions yourself.
Apparently you already forgotten what I wrote you two weeks
ago.
Ex : 14-Use gender friendly substitutes
MankindThe best man for the jobManmadeManpowerBusinessmanSales
manChairman
Ex 14 Contd.
You guys should all be concerned about the issue.Each manger has an
assigned place he should park his car.Each customer will have
change noted on his bill
Use the right level of languageCheck accuracy of facts, figures and
wordsMaintain acceptable writing mechanicsChoose non discriminatory
languageUse parallel language
