Using Effective Business English

8/8/2019 Using Effective Business English

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LETLETS TALKS TALKBUSINESSBUSINESS

Desmond OliveiraDesmond OliveiraVice PresidentVice PresidentAccent WorldAccent World

Services.Services.

AA clearclear andand conciseconcise writingwriting stylestyle isis essentialessentialtoto conveyconvey ourour expectationsexpectations forfor delivery,delivery,qualityquality andand service,service, andand toto avoidavoid possiblepossiblemisunderstandingsmisunderstandings thatthat couldcould costcost additionaladditionaltimetime andand moneymoney atat bothboth endsends ofof thethe projectproject..

EE--mailmail communicationcommunication hashas becomebecome aavaluablevaluable alternativealternative toto formalformal businessbusinesslettersletters becausebecause ofof thethe speedspeed withwith whichwhichmessagesmessages cancan bebe sent,sent, received,received, andandprocessedprocessed.. CareCare mustmust stillstill bebe givengiven totoensureensure accuracyaccuracy andand properproper businessbusinessetiquetteetiquette.. Grammar,Grammar, spelling,spelling, andand sentencesentencestructurestructure shouldshould notnot bebe compromisedcompromisedbecausebecause ofof thethe perceivedperceived informalityinformality..

KeepKeep inin mindmind thethe factfact thatthat ee--mailmail messagesmessages

areare easilyeasily forwardedforwarded toto unknownunknown recipientsrecipientswithwith whomwhom wewe havehave notnot establishedestablished aabusinessbusiness relationshiprelationship.. PoorPoor communicationcommunicationinin anyany formform couldcould jeopardizejeopardize mymy companycompanyss

reputationreputation andand ourour futurefuture associationsassociations..


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Principles ofPrinciples ofBusinessBusiness

CommunicationCommunication

PART I.PART I. CHOOSING WORDSCHOOSING WORDS

1.1. Choose understandable wordsChoose understandable words

2.2. Use concrete wordsUse concrete words

3.3. Prefer strong wordsPrefer strong words

4.4. Emphasize positive wordsEmphasize positive words

5.5. Avoid overused wordsAvoid overused words

6.6. Avoid obsolete wordsAvoid obsolete words


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CommunicationCommunication(continued)(continued)

PART II.PART II. DEVELOPING SENTENCESDEVELOPING SENTENCES

7.7. Compose clear sentencesCompose clear sentences

8.8. Use short sentencesUse short sentences

9.9. Prefer active voice in sentencesPrefer active voice in sentences

10.10. Give sentences appropriateGive sentences appropriateemphasisemphasis


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CommunicationCommunication(continued)(continued)

PART III.PART III. FORMING PARAGRAPHSFORMING PARAGRAPHS

11.11. Use short paragraphsUse short paragraphs

12.12. Give paragraphs unityGive paragraphs unity

13.13. Organize paragraphs logicallyOrganize paragraphs logically

14.14. Give paragraphs appropriateGive paragraphs appropriateemphasisemphasis

15.15. Provide paragraph coherenceProvide paragraph coherence


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PRINCIPLE 1PRINCIPLE 1

ExerciseExercise

Directions:Directions:

RestateRestate eacheach sentencesentence soso itit implementsimplements thethePrinciplePrinciple ofof BusinessBusiness CommunicationCommunication indicatedindicated..

YourYour receiverreceiver hashas aboutabout aa 1010thth--1212thth gradegradevocabularyvocabulary levellevel..

Principle 1:Principle 1:

Choose understandable wordsChoose understandable words

Less Understandable:Less Understandable:He discerned that the promulgated policyHe discerned that the promulgated policywould function.would function.

More Understandable:More Understandable:He knew the proposed policy would work.He knew the proposed policy would work.


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ExerciseExercise





Use concrete wordsUse concrete words

Abstract Words:Abstract Words:The student received a high grade on theThe student received a high grade on thetest.test.

Concrete Words:Concrete Words:Lisa received an A on the businessLisa received an A on the businesscommunication final exam.communication final exam.


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ExerciseExercise





Prefer strong wordsPrefer strong words

Weak Words:Weak Words:ThisThis isis aa requestrequest thatthat youyou carefullycarefully considerconsideracceptingaccepting thethe newnew assignmentassignment..

Strong Words:Strong Words:Please take the new assignment.Please take the new assignment.


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ExerciseExercise





Emphasize positive wordsEmphasize positive words

Negative Phrasing:Negative Phrasing:WeWe regretregret thatthat wewe cannotcannot grantgrant youyou creditcredituntiluntil youyou establishestablish aa paymentpayment recordrecord..

Positive Phrasing:Positive Phrasing:YouYou willwill bebe grantedgranted creditcredit immediatelyimmediatelyfollowingfollowing thethe establishmentestablishment ofof youryour paymentpaymentrecordrecord..


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ExerciseExercise


RestateRestate eacheach sentencesentence soso itit implementsimplements thethePrinciplePrinciple ofof BusinessBusiness CommunicationCommunication indicatedindicated..YourYour receiverreceiver hashas aboutabout aa 1010thth--1212thth gradegradevocabularyvocabulary levellevel..


Avoid overused wordsAvoid overused words

Poor Phrasing:Poor Phrasing:TheThe bottombottom lineline is,is, youyou know,know, wewe areare notnotreallyreally makingmaking aa profitprofit..

Better Phrasing:Better Phrasing:

We are not making a profit.We are not making a profit.


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ExerciseExercise




Avoid obsolete wordsAvoid obsolete words

Poor Phrasing:Poor Phrasing:TheThe undersignedundersigned wisheswishes toto dulyduly adviseadvise youyouthatthat youryour checkcheck forfor $$500500 isis herewithherewithenclosedenclosed..

Better Phrasing:Better Phrasing:Here is your check for $500.Here is your check for $500.


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ExerciseExercise




Compose clear sentencesCompose clear sentences

Unclear Sentence:Unclear Sentence:EachEach managermanager onon MayMay 44 waswas mailedmailed aa copycopyofof thethe memomemo andand promptlypromptly respondedresponded..

Clear Sentence:Clear Sentence:EachEach managermanager respondedresponded promptlypromptly toto thethememomemo thatthat waswas mailedmailed onon MayMay 44..


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ExerciseExercise




Use short sentencesUse short sentences

Wordy:Wordy:SheShe waswas veryvery expressiveexpressive inin absolutelyabsolutelyrejectingrejecting thethe newlynewly assignedassigned responsibilityresponsibility..

Lean:Lean:SheShe firmlyfirmly rejectedrejected thethe newnew responsibilityresponsibility..


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ExerciseExercise




Prefer active voice in sentencesPrefer active voice in sentences

Passive:Passive:Most letters are keyed by the executives.Most letters are keyed by the executives.

Active:Active:

The executives key most letters.The executives key most letters.


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ExerciseExercise




Give sentences appropriateGive sentences appropriate

emphasisemphasis

DeDe--emphasizes:emphasizes:TheThe pointpoint isis thatthat youyou areare toto bebe commendedcommended forforbeingbeing successfulsuccessful inin makingmaking thethe mostmost salessales thisthis

monthmonth asas comparedcompared toto otherother salespersonssalespersons..

Emphasizes:Emphasizes:YourYour successsuccess inin makingmaking thethe mostmost salessales thisthismonthmonth asas comparedcompared toto otherother salespersonssalespersons isis totobebe commendedcommended..


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ExerciseExercise


IndicateIndicate minimum,minimum, average,average, andand longlong lengthslengths ofofparagraphsparagraphs forfor ((11)) BusinessBusiness LettersLetters andand MemosMemosandand ((22)) BusinessBusiness ReportsReports..


Use short paragraphsUse short paragraphs

Business Letters and Memos:Business Letters and Memos:MinimumMinimum 1 line1 line

Average Average 44--5 lines5 lines

LongLong 8 lines or more8 lines or more

Reports:Reports:MinimumMinimum 2 lines2 lines

Average Average 77--8 lines8 lines

LongLong 12 lines or more12 lines or more


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ExerciseExercise


GiveGive thethe followingfollowing paragraphparagraph unityunity byby leavingleaving outoutinformationinformation thatthat doesdoes notnot relaterelate toto thethe mainmain topictopic..Also, Also, improveimprove thethe wordingwording byby makingmaking thetheparagraphparagraph moremore conciseconcise..


Give paragraphs unityGive paragraphs unity

Lacks Unity:Lacks Unity:TheThe newnew manufacturingmanufacturing plantplant willwill openopen ononNovemberNovember 2929.. TheThe openingopening willwill bebe markedmarked byby aaspecialspecial ceremonyceremony.. OverOver 22,,000000 peoplepeople willwill bebeemployedemployed inin thethe newnew plantplant.. BusinessBusiness andand

communitycommunity leadersleaders willwill bebe invitedinvited toto attendattend thetheopeningopening ceremonyceremony..

Has Unity:Has Unity:TheThe newnew manufacturingmanufacturing plantplant willwill openopen ononNovemberNovember 2929 withwith aa specialspecial ceremonyceremony.. BusinessBusinessandand communitycommunity leadersleaders willwill bebe invitedinvited toto attendattend..


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ExerciseExercise


ReviseRevise thethe followingfollowing negativenegative paragraphparagraph usingusing thetheindirectindirect planplan..


Organize paragraphs logicallyOrganize paragraphs logically

Direct:Direct:

II havehave toto saysay nono toto youryour promotionpromotion requestrequest forfornownow.. YouYou needneed moremore onon--thethe--job job trainingtraining sosothatthat youyou cancan bebe successfulsuccessful inin thethe newnew positionposition..YouYou definitelydefinitely willwill bebe readyready forfor additionaladditionalresponsibilitiesresponsibilities soonsoon..

Indirect:Indirect:YouYou willwill definitelydefinitely bebe readyready forfor additionaladditionalresponsibilitiesresponsibilities soonsoon.. YouYou needneed moremore onon--thethe--

jobjob trainingtraining soso thatthat youyou cancan bebe successfulsuccessful ininthethe newnew positionposition.. II havehave toto saysay nono toto youryourpromotionpromotion requestrequest forfor nownow..


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ExerciseExercise


ReviseRevise thethe followingfollowing paragraphparagraph givinggiving increasedincreasedemphasisemphasis toto thethe importantimportant informationinformation..


Give paragraphs appropriateGive paragraphs appropriate

emphasisemphasis

Lacks Emphasis:Lacks Emphasis:At At timestimes youyou needneed toto conveyconvey informationinformation toto aanumbernumber ofof employeesemployees atat thethe samesame timetime.. TheThe memomemocancan bebe aa powerfulpowerful messagemessage formatformat forfor thisthis.. ItIt cancanalsoalso bebe usedused toto placeplace vitalvital informationinformation inin writingwritingsuchsuch asas thethe timetime andand placeplace ofof anan importantimportant meetingmeeting..

Has Emphasis:Has Emphasis:TheThe memomemo cancan bebe aa powerfulpowerful messagemessage formatformat.. ItItcancan bebe usedused toto putput vitalvital informationinformation inin writingwriting suchsuchasas thethe timetime andand placeplace ofof anan importantimportant meetingmeeting.. YouYoucancan alsoalso useuse thethe memomemo toto conveyconvey thethe samesameinformationinformation toto severalseveral employeesemployees atat thethe samesame timetime..


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ExerciseExercise


ReviseRevise thethe followingfollowing paragraphparagraph soso itit hashas aacoherentcoherent flowflow ofof thoughtthought..


Provide paragraph coherenceProvide paragraph coherence

Lacks Coherence:Lacks Coherence:

TheThe newnew marketmarket territoryterritory willwill openopenSeptemberSeptember 1515.. BusinessBusiness willwill improveimprove andandsalessales willwill increaseincrease.. TheThe companycompany willwill meetmeetthisthis yearsyears salessales goalgoal..

Has Coherence:Has Coherence:

TheThe newnew marketmarket territoryterritory willwill openopenSeptemberSeptember 1515.. WithWith aa largerlarger marketmarket area,area,businessbusiness willwill improveimprove andand salessales willwillincreaseincrease.. ThisThis increaseincrease willwill enableenable thethecompanycompany toto meetmeet thisthis yearsyears salessales goalgoal..


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UsingUsingUnbiasedUnbiased

LanguageLanguage

1. Avoid Gender1. Avoid Gender--Biased LanguageBiased Language

BiasedBiased UnbiasedUnbiased

BusinessmanBusinessman businessperson,businessperson,business executive,business executive,manager,manager,

ChairmanChairman chairperson,chairperson,moderator, chair,moderator, chair,group leadergroup leader

ManmadeManmade manufactured,manufactured,handhand--built,built,handmadehandmade

SalesmanSalesman salesperson, salessalesperson, salesagent, salesagent, sales

representativerepresentativeWorkmenWorkmen workersworkers

ForemanForeman supervisor supervisor

Lady or Female DoctorLady or Female Doctor doctordoctor


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UsingUsingUnbiasedUnbiased

LanguageLanguage(continued)(continued)

2. Avoid Other2. Avoid Other--Biased LanguageBiased Language

BiasedBiased UnbiasedUnbiased

Negro, black, coloredNegro, black, colored AfricanAfrican--AmericanAmerican

ChicanoChicano HispanicHispanic

HandicappedHandicapped Physically challengedPhysically challenged

Old man or old womanOld man or old woman Older personOlder person

AIDS patient AIDS patient Person with AIDSPerson with AIDS

Mentally illMentally ill Person with a mentalPerson with a mentalillnessillness

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Using Effective Business English