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Principles of Effective Business Writing

Objective

We will focus on understanding the fact that :Effectiveness of communication is finally judged by the result it produces

Purpose Of Communication
All business communication has 3 basic

purposes:

To inform (explain) To request or persuade (urge action) To build goodwill (make a good image)

Most messages have more than one

purpose

Benefits of Effective Writing


Effective writing

Saves time Increases ones productivity

Communicates points more clearly

Authentic

Criteria for Effective Messages


Clear Complete Correct

Concise

Principle 1: Orientation Towards The Receiver


Understanding of recipients mind

Analyze Your Audiences

Try to judge their personality


Sentences and style should match the thinking

process of receiver.

Principle 2: Choose Short, Simple And Understandable Words


Long and Unfamiliar Words Domicile Utilize For the reason that Due to the fact that Remuneration For the purpose Short and Familiar Words Home, house Use Since Because Pay For

Principle 3: Choose Specific words to bring vitality and exactness


Abstract In the coming days The minority A significant loss Concrete By Wednesday afternoon 15 percent 65 percent loss

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

Whats Wrong with Passive Constructions?

It generally adds length to a sentence -- 25% to 33%

on average. The agent or human actor is often obscured or deleted. Responsibility for actions in the sentence are obscure or missing entirely. Active: The department store delivered your clothing late. Passive: Your clothing was delivered late.

Principle 5: Use Of Action Verb


Use of strong action verbs conveys the force of your

personality and your sense of purpose


E.g. The conflict is ongoing

The war rages on.

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

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 the graduation party. We invite you to attend the graduation party.

Principle 7: Use Short Sentences

Wordy: She was very expressive in absolutely rejecting the newly assigned responsibility.

Lean: She firmly rejected the new responsibility.

Principle 8 :Avoid Gender-Biased Language


Bias-free language words that do not discriminate
Biased Businessman Chairman Manmade Salesman Foreman Lady or female doctor Unbiased Executive Group leader Manufactured Sales representative Supervisor Doctor

Avoid Other-Biased Language


Biased Negro, black, colored Chicano Handicapped Unbiased

African-American Hispanic Physically challenged Old man or old woman Older person AIDS patient Person with AIDS

Principle 9 : Use Proper Sentence Design


Different grammatical structures create meaning for or affect the

reader .

Meaning of a message and the mind of the receiver.

Oral communication:

I never said that

Written communication: Emphasis dictates structure.


This year the sales increased, however the cumulative losses

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

Principle 10
Unity of thought and expression in a correspondence.
The structure of correspondence should be cohesive

and smooth flowing. The sentences must blend into paragraphs and paragraphs into homogenous entity.
Each sentence should have a single thought and each

paragraph should discuss a separate idea.

Principle 11 : Consistency And Continuity


Each correspondence should deal with only one

subject. 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.

Principle 12 : Coherent Linkage


There must be smooth flow of ideas and each idea

must merge into next in an effortless and seamless manner.


Each paragraph must end in such a manner that

the next paragraph appears logical

Other important factors of communication Space allotment


Font size and style Attachments Appendix (listed) Annexure

Application of these Principles

These principles are applicable to all forms of writing

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