TEACHER – SHAHED RAHMAN

Writing for Effect

Introduction

Clarity is the biggest concern in most of the writing

Written communication within a business primarily requires clarity

Business writing requires clarity and planned effect

Getting the desired effects is a matter of writing skill and of understanding people

Good Will

The goodwill effect is valuable to businessMost people enjoy building goodwill

COVERSATIONAL STYLE

Writing in conversational language has a favorable effect.

Conversational Language we mean language that resembles conversation.

Its natural Resisting the Tendency to Be

FormalWe tend to be stiff and formal

Eg. Reference is made to your May 7 email, in which you described the approved procedure for initiating a claim

Please refer to your May 7 email, in which you tell how to file a claim

COVERSATIONAL STYLE

Cutting out Rubber Stamp Rubber stamps are expression used by

habit every time a certain type of situation occurs

Do not fit with the present situation Not likely to impress readers Expression from the old language of

business are rubber stamps. Some new ones also exist

You do not need to know all the rubber stamp to stop using them

You can avoid rubber stamps by writing in your conversational vocabulary

COVERSATIONAL STYLE

Examples Please be advised that you should sign the form

before the 1st. ( Dull and Stiff ) You should sign the form before the 1st. (Friendly and

Conversational ) The undersigned wishes to advise that the

aforementioned contract is at hand. I have the contract Hoping this meets with your approval…. I hope you approve

YOU-VIEWPOINT

Influence people favorablyYou – view point emphasize the

readers interestIt is an attitude of mind involving

more than the use of you and yoursThe You- Viewpoint Illustrated

I am happy to report…. You will be happy to know We have received your report on May 27. Thank you for your report of May 27.

YOU-VIEWPOINT

A Point of Controversy Some say that the you viewpoint is insincere and

manipulative. It can be insincere, but it need not be. Using the you view point is just being courteous. Research supports its use The you view point can manipulate. But condemn the

goal, not the technique A middle ground approach is best. Use the You-

viewpoint when it is the right thing to do

ACCENT ON POSITIVE LANGUAGE

Of the many ways of saying anything, each has a unique meaning

Effects of Words Positive words are best for

message choice. Specially when goodwill are needed

Negative words blend up resistance and hurt good will

Beware of strongly negative words

ACCENT ON POSITIVE LANGUAGE

Examples of Word Choice Smoking is not permitted anywhere except in the

lobby. Smoking is permitted in the lobby only We cannot deliver until Friday We can deliver the goods on Friday

COURTESY

Courtesy is a major contributor to good will in business documents. Courtesy involves the preceding techniques

Singling Out Your Reader or Focusing your message on your reader Write Directly to your reader This means writing for the one situation

Refraining from Preaching No preaching or lecturing A preaching tone hurts good will We do not want to be bossed In general when people try to convince on

something Eg. You must – You need

COURTESY

Doing More Than Is Expected Doing more than necessary builds

good willAvoiding AngerBeing Sincere

Overdoing the Good will Techniques – Something seriously Wrong

Avoiding Exaggeration - overstatement

THE ROLE OF EMPHASIS

Emphasis by Position Beginning and Endings of a writing unit carry more

emphasis than the center partsSpace and Emphasis

The more you say about something, the more emphasis you give it

THE ROLE OF EMPHASIS

Sentence Structure and Emphasis Short simple sentence s emphasize contents Long involved ones do not emphasize the content

Mechanical Means of Emphasis BOLD Italics “ ------”

COHERENCE ( Unity or Logic )

Message should be coherent – The relationship among the part should be clear.

Presenting information in a logical order is central to coherence E.g.. Firstly, Secondly, Finally etc