Embed Size (px)
Citation preview
BUSINESS WRITING
Center for Professional Communication
Objective:
By the end of our time today you should be able to…
Define business writing Explain how it is different from
other writing Understand strategies for
developing an effective business writing style
What is business writing?
The communication of ideas, information, directions or instructions between at least two people that focuses on the reader and the purpose of the communication.
How is business writing different?
“Consequences of Erudite Vernacular Utilized Irrespective of Necessity:Problems with Using Long Words Needlessly”
How is business writing different?
Can I become an effective business writer?
Style
Words
Sentences
Paragraphs
Tone
Business Writing Style
Seek to express rather than to impress Write clearly and concisely Use simpler language and sentence
structure Use active voice Recommend action Avoid qualifiers Convey an appropriate tone
Write Clearly
What’s wrong with this magazine cover?
Write Concisely
The interviews were conducted over several weeks by the U.S. Research, Inc.
If we want the product to sell well in the Northwest and eventually in select international markets as well as to compete with distributors of similar name brands, the name must meet the following tests: . . .
U.S. Research, Inc. conducted the interviews.
The product name must meet the following tests: . . .
Not this… But this…
Eliminate Redundancies
The end result will be that we are completely unanimous.
Each and every one of us is exactly the same.
We will be unanimous.
We’re the same.
Not this… But this…
Eliminate Wordiness
The tiles on the floor will reflect the lighting on the ceiling.
Our benefits for employees are at the top of the list for companies in our competitive set.
The floor tiles will reflect the [ceiling] light
Our employees are better than our competitors’.
Not this… But this…
Keep it simple
Long Short
modification
endeavor
substantial
enumerate
termination
initiate
utilization
change
try
largelistend
start
use
Keep it simple
The impending study will ascertain the feasibility of our obtaining conciliation.
Deciding on an internship with a particular conglomerate may be of immense consequence to your potential livelihood.
The study will determine whether we can agree
Choosing an internship may affect your life.
Not this… But this…
Be specific
The report is sloppy.
You never finish work on time
I marked more than 20 errors in the report.
This is the third deadline this month that you have missed.
Not this… But this…
Simple & Specific
Use Active Voice
One of the two “voices” of verbs. When the verb of the sentence is in the active voice, the subject is doing the acting, as in the sentence “Kevin hit the ball.” Kevin (the subject of the sentence) acts in relations to the ball.
Use Active Voice
Too many lobsters have been ordered by the chef.
Our quarterly sales numbers will be confirmed by the auditors.
The chef ordered too many lobsters.
The auditors will confirm our quarterly sales numbers.
Not this… But this…
Recommend Action
We believe you should use…
We think… We imagine… We presume…
We recommend names that parallel the age-old and pure qualities of the product.
Not this… But this…
Avoid Qualifiers
We tentatively recommend that your company, if at all possible, avoid ‘earth surface’ words.
We recommend that your company avoid ‘earth surface’ words.
Not this… But this…
Convey an Appropriate Tone
Write confidently Use courteous and sincere tone Use appropriate emphasis and
subordination Use positive language Stress the “you” attitude
Objective:
By the end of our time today you should be able to…
Define business writing Explain how it is different from
other writing Understand strategies for
developing an effective business writing style
