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 lik[r]
(1)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
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 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
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:
(2)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 � 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