Final Principles of Effective Writing Skills

7/29/2019 Final Principles of Effective Writing Skills

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Principles of Effective Business

Writing


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Objective

We will focus on understanding the factthat :-

Effectiveness of communication isfinally judged by the result it produces


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Purpose Of Communication

All business communication has 3 basicpurposes:

To inform (explain)

To request or persuade (urge action)

To buildgoodwill (make a good image)

Most messages have more than onepurpose


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Benefits of Effective Writing

Effective writing

Saves time

Increases ones productivity

Communicates points more clearly

Authentic


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Criteria for Effective Messages

Clear

Complete

Correct

Concise


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Principle 1: Orientation Towards The Receiver

Understanding of recipients mind

Analyze Your Audiences

Try to judge their personality

Sentences and style should match the thinkingprocess of receiver.


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Principle 2: Choose Short, Simple AndUnderstandable Words

Long and Short and

Unfamiliar Words Familiar Words

Domicile Home, house

Utilize Use

For the reason that Since

Due to the fact that Because

Remuneration PayFor the purpose For


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Principle 3: Choose Specific words to bringvitality and exactness

Abstract Concrete

In the coming By Wednesday

days afternoon

The minority 15 percent

A significant loss 65 percent loss


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Principle 4: Prefer Active Voice

Passive:

Most letters are keyed by the executives.

You are requested to get the following arranged.

Active: The executives key most letters.

You are requested to arrange the following


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Whats Wrong withPassive Constructions?

It generally adds length to a sentence -- 25% to 33%on average.

The agent or human actor is often obscured ordeleted.

Responsibility for actions in the sentence areobscure or missing entirely.

Active: The department store delivered your clothinglate.

Passive: Your clothing was delivered late.


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Principle 5: Use Of Action Verb

Use of strong action verbs conveys the force of yourpersonality and your sense of purpose

E.g. The conflict is ongoingThe war rages on.

He dived into the water.He plunged into the waves.


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Principle 6 : Brief And Concise

Verbosity conveys a poor impression to the reader.

It consumes a lot of time

E.g. May I have your blessings to apply for a days

leave?May I have a days leave?

E.g. We would like to invite you to attend thegraduation party.

We invite you to attend the graduation party.


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Principle 7: Use Short Sentences

Wordy:

She was very expressive in absolutely rejecting the

newly assigned responsibility.

Lean:She firmly rejected the new responsibility.


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Principle 8 :Avoid Gender-Biased Language

Bias-free language words that do not discriminate

Biased Unbiased

Businessman Executive

Chairman Group leader

Manmade Manufactured

Salesman Sales representativeForeman Supervisor

Lady or female doctor Doctor


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Avoid Other-Biased Language

Biased Unbiased

Negro, black, colored African-American

Chicano HispanicHandicapped Physically

challenged

Old man or old woman Older personAIDS patient Person with AIDS


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Sentence Design

Different grammatical structures create meaning for or affect thereader .

Meaning of a message and the mind of the receiver.Oral communication: I never said thatWritten communication: Emphasis dictates structure.

This year the sales increased, however the cumulative lossesincreased.

Even though the sales increased, the cumulative lossesincreased.

The cumulative losses increased, in spite of an increase in sales.


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Principle 10

Unity of thought and expression in acorrespondence.

The structure of correspondence should be cohesiveand smooth flowing. The sentences must blend intoparagraphs and paragraphs into homogenous entity.

Each sentence should have a single thought and eachparagraph should discuss a separate idea.


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Principle 11 : Consistency And Continuity

Each correspondence should deal with only onesubject.

Each paragraph should deal with only one topic of

the subject. Each sentence should deal with only one idea.

Or else

Their will be no intelligent articulation

The contents would appear disjointed and abrupt.


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Principle 12 : Coherent Linkage

There must be smooth flow of ideas and each ideamust merge into next in an effortless and seamlessmanner.

Each paragraph must end in such a manner thatthe next paragraph appears logical


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Other important factors of communication

Space allotment

Font size and style

Attachments

Appendix (listed)

Annexure
http://images.google.com/imgres?imgurl=http://communitynewsletters.com/img2.gif&imgrefurl=http://communitynewsletters.com/BUSINESS.html&h=350&w=277&sz=39&hl=en&start=15&sig2=TNok6FgF8slr1urm5_cJvA&um=1&tbnid=PPGDfT1aYlfhgM:&tbnh=120&tbnw=95&ei=gaRUSKWkCofYswLClrmrAw&prev=/images%3Fq%3Dbusiness%2Breports%26um%3D1%26hl%3Den%26rls%3DGGLF,GGLF:2006-18,GGLF:en%26sa%3DN


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Principles

These principles are applicable to allforms of writing

Documents

Final Principles of Effective Writing Skills