Some Golden Rules of Business Writing 1. Remember your reader The style you choose depends on the relationship you already have, or wish to build with the receiver. Use respectful tone with people above you in the organisation. Use sincere, but not too familiar or chatty style. 2. 'You' attitude Adopting a 'you' attitude is a useful means of building goodwill or even persuading or influencing people in a favourable way. Look at the text from the readers' point of view, focus on their wishes and interests. Make sure that the reader has the necessary background information. Display consideration, emphasise what the reader receives andwants to know and at the same time appear sincere. Take cultural differences into account. Be realistic about what you promise, because your credibility depends on what you actually do. Study the following examples: We-attitude: We are delighted to inform you that our retail outlet has moved to new premises. You-attitude: You will be able to do your shopping in new premises. We-attitude: We are happy to send you the Angie products today. You-attitude: The ten Angie sweaters you ordered (order number xx) will be shipped today by DHL and they should reach you by May 4. We-attitude: We have the pleasure to inform you that the latest models of laser printers have arrived. You-attitude: The latest models of laser printers are now available for you. 3. Positive emphasis To create goodwill in all kinds of business messages, emphasise positive ideas, focus on what is possible instead of what is impossible. Choose positive words, avoid negative words like damage, difficulty, error, fail, loss, mistake, problem, refuse, unfortunately. Study the following examples: Negative: We have failed to finish compiling the documents needed. Positive: We will finish compiling the documents needed on Wednesday. Negative: We regret to inform you that we can not accept cash payments any longer. Positive: We will accept payments by bank references only from now on. Negative: Smoking is not permitted anywhere except in the lobby. Positive: Smoking is permitted in the lobby only. 4. Bias-free language Bias-free language reflects the current trend of politically correct usage with regard to gender, race, ethnic origin, age and disability. It also treats all people equally, is fair, friendly and shows courtesy. Study the following examples of gender-neutral language : Avoid using compounds containing man in all business writing. Study the following words with man and the recommended version without man: businessman - executive mailman - mail carrier chairman - chairperson, foreman - supervisor salesman - sales representative freshman - first-year student manpower - personnel woman lawyer - lawyer cleaning lady - cleaner 5. KISS �short, simple and effective Writing in a clear and concise business style will make your message appear assertive and professional. Avoid wordiness and repetition. Use verbs instead of heavy noun phrases, e.g. develop and expand instead of make a development and undergo expansion. Passive verbs focus attention on the receiver of the action. Constructed sentences are recommended. Using the �ing forms of the verbs can sometimes tighten the writing Compare the following examples: demonstrate � show endeavour � try initiate � begin perform � do terminate � end utilize � use Consider the following examples: Wordy : Implementation of the decision will take place in due course. Short: The decision will be implemented soon. Wordy: They made a decision to build a new warehouse due to the fact that the management had made an approval of the budget. Short: They decided to build a new warehouse because the management had approved the budget. Letters, memos, reports etc. should include only relevant information and give clear headings. Use jargon, the specialised terms of certain field, only when communicating with people who know the terminology. In brief, keep it short and simple. 6. Correctness Good business writing is free from mistakes in spelling, punctuation, grammar, word order, and sentence structure. It is important to use standard English as well as double-check names, addresses and numbers. Remember that the pronounyou is only capitalised at the beginning of a sentence. . Some Golden Rules of Business Writing 1. Remember your reader The style you choose depends on the relationship you. latest models of laser printers have arrived. You-attitude: The latest models of laser printers are now available for you. 3. Positive emphasis To create goodwill in all kinds of business messages,. following examples of gender-neutral language : Avoid using compounds containing man in all business writing. Study the following words with man and the recommended version without man: businessman