FUNDAMENTA

LS OF
BUSINESS
WRITING

TIME DISTRIBUTION FOR

VARIOUS STAGES OF
WRITING
Writing Stage

Required Time

Actual Time We Devote

Planning

40%

10%

Drafting

20%

80-85%

Revising

40%

5-10%

The Word
Selection
Developing
Sentences
Paragraph
Formation

The Word
Selection

PRINCIPLE 1:CHOOSE
UNDERSTANDABLE
WORDS
1.

Choose words receiver will understand (based on analysis of the

receiver).

2.
Use the you-viewpoint and words slightly below the receivers
vocabulary level.
3.

Select simple, short words and technical words appropriate to

the
receiver.

Examples:
abdicate

resign

Use simple words

facsimile

fax

Use short words

prosthesis

artificial part

Use non technical

words

PRINCIPLE 2:USE
SPECIFIC, PRECISE
WORDS

Avoid vague or abstract words that have different meanings for

different people; these words are imprecise and offer little help for
interpretation of the message.
Example:

Faculty: Please submit me the assignment at the earliest

possible.
Faculty: Please
latest by June
Vague submit me the assignment
Specific
30,
At 2014.
the earliest possible
By 11 am tomorrow
Very few

20

Report

Sales Report

Excellent grades

96 %

Major loss

19 % loss

Big car

Audi

PRINCIPLE 3:CHOOSE
STRONG WORDS
Strong word creates a vivid image in the receivers mind
Action Verbs-power words

Examples: Identify, explain, melted, designed etc.

PRINCIPLE 4:
EMPHASIZE POSITIVE
WORDS
Effective communicators have a positive, can-do attitude.

Positive words help achieve communication goals, receive the

desired response, maintain a favorable relationship

Negative words trigger unpleasant emotional feelings in receivers.

Examples:

Negative

Positive

You cannot apply after 30 January You can apply till 30 January 2015.
2015.
Your understanding was wrong.
Let us review the facts.
The store is not open until 10 am on The store opens at 10 am on Monday.
Monday.

CREATE THE RIGHT EFFECT BY

EMPHASIZING THE YOU VIEWPOINT
We: Our policy requires that you pay by the 10th of
the month in order to earn the discount.
You: You can earn the discount by paying by the
10th of the month.
We: We are offering a special discount to all our
loyal customers.
You: As a loyal customer, you will receive a special
discount.
We: Send us your check for $741 today so that our
books will show you as current.
You: Will you please keep your account current by
sending your check for $741 today.

EMPHASIZE POSITIVE
WORDS
Avoid Negative Words

accuse

hateful

angry

unreasonable

disapprove

disgust

failed

biased

fault

terror

disagreeable

trouble

disaster

never

impossible

obnoxious

PRINCIPLE 5:AVOID
OVERUSED WORDS
Overused words become trite and lose
their meanings. Avoid them.
Examples:
Like you know
That being said
It goes without saying
By leaps and bounds

PRINCIPLE 6: AVOID
OBSOLETE WORDS
Obsolete words are those that are out-of-date,

pompous, dull, or stiff. Avoid them.

Obsolete words are stilted and unnatural in

written or spoken messages. Use conversational

language.

EXAMPLES:
We beg to advise
Permit me to say
Please be reminded that
Thanking you, I remain

CREATE THE RIGHT EFFECT BY USING CONVERSATIONAL

STYLE

Stiff and Dull

Reference is made
to your March 16
letter, in which you
described the
approved procedure
for initiating a claim.

Conversational
Please refer to your March
16 letter, in which you
explained how to file a
claim.

Developing
Sentences

PRINCIPLE 1:
COMPOSE CLEAR
SENTENCES

Use understandable, precise, strong,

and positive words

Give sentences unity: A sentence has
one main thought
Keep related words together
Use correct grammar

EXAMPLES
a.

Students between 14 and 17 use their phone to text more often

than to talk, and adults use of MySpace and Facebook has
doubled over the past two years.

(lacks unity)
a.
Students between 14 and 17 use their phone to text more often
than to
talk.
Adults use of MySpace and Facebook has doubled over the past
two
years.
(has unity)

Give sentences unity

b. Because of late arrival to work, the supervisor reprimanded the

employees.
Keepbecause
related of
words
b. The supervisor reprimanded the employees
their late
together
arrival to work.

PRINCIPLE 2:USE SHORT

SENTENCES
Short sentences are more

understandable and effective than

long sentences.

Why use two words

when one will do.
Thomas Jefferson

Average sentence length in business

messages should be 15 to 20 words.

Vary sentence length to provide
interest.
Omit unnecessary words.
Limit content. If over 30 words or if

more than one main thought, the

sentence should be divided into two
or more sentences.

EXAMPLES
a.

I met the accountant on only one occasion.

a.

I met the accountant once.

b.

It is a fact that most people do not get enough sleep, probably

because of work productivity demands plus mobile phones or
other mobile devices that they watch or listen to for non stop
diversion.

Omit unnecessary
words

b. Most people do not get enough sleep. This may be due to stress
and constant attention to mobile phones or other mobile devices.

Limit content

PRINCIPLE 3: USE
ACTIVE AND PASSIVE
VOICE CAREFULLY
In active voice, the subject of the sentence

performs the action of the verb; in passive

voice, the subject is acted upon.
Active voice is clearer, more concise, and

more forceful than passive voice. Prefer

active voice.
Use passive voice to give sentence variety,

express an action with an unknown or

unimportant
actor,
or
deemphasize

EXAMPLES
a. The flowers were cut for a bouquet by Sonja. (Passive)
a. Sonja cut the flowers for a bouquet. (Active)
b. The department store delivered the clothing on schedule. (Active)
b.

The clothing was delivered on schedule. (Passive)

(Passive voice reflects customers order and you view point)

c. The department store delivered your clothing late. (Active)
c. Your clothing was delivered late. (Passive)
(Passive voice reduces the negative impression of a doer)

Use active and passive voice

carefully

SENTENCES
APPROPRIATE
EMPHASIS

Emphasize important ideas and deemphasize unimportant ideas.

Use length: Short sentences emphasize content.
Use location: The beginning and ending give the greatest emphasis.
Use sentence structure: Short, simple sentences and independent
clauses emphasize an idea; dependent clauses de-emphasize it.
Repeat key words.
Be specific or general: Specific words emphasize and general words
de-emphasize an idea.
Use format: Sentence arrangement and punctuation can provide
emphasis or de-emphasis. An item list emphasizes points;
separating an idea from the sentence with parentheses or commas
de-emphasizes the idea.
Use mechanical means: Boldface, italics, type size, uppercase
letters, colours give emphasis to ideas.

a. The team plans to go to the meeting that will be held on Friday at 7 PM.
a. The team plans to attend the 7 PM Friday meeting.
length: Short sentences emphasize
content; long sentences deemphasize.

b. Transfer to a new position at another facility offers an excellent opportunity for

promotion.
b. Potential for promotion is a benefit of transfer to another facility; this job change
may create opportunities for a management position. Use location: Beginnings and

beginning and
ending of the
sentence

endings of sentences are the

location of greatest emphasis

c. The new position offers an excellent opportunity for advancement, although it

requires a transfer to another facility.

Sentence Structure: Short, simple

sentences and independent clauses
emphasize an idea; dependent clauses
de-emphasize it.

d. An extended stay hotel makes you feel at home;

Polaris hotel is your home away from home.
Main ideas by repeating key
words can be emphasized

e. Tom bought a new car.

e. Tom bought a new BMW car.

Specific words
emphasize and general
words de-emphasize an
idea.

f. Your paper won an award for

excellence-Congratulations!
g. The major conclusions of the
study suggested that online
delivery of instruction is most
effective if these elements are
presented:
An orientation session
Interaction among students
Frequent feedback from the
instructor

Format-Sentence arrangement
and punctuation can provide
emphasis or de-emphasis. An
item list emphasizes points;
separating an idea from the
sentence with parentheses or
commas de-emphasizes the
idea.

h. Registration for the job interview seminar ends October 1; this

IMPORTANT seminar is available only once a year.
i. This years seminar on job interviews meets in our city next
Friday at the Marriott Hotel. Your attendance is important for you and
our university.

Mechanical MeansBoldface, italics, type

size, uppercase letters,
colours give emphasis to
ideas.

Paragraph
Formation

PRINCIPLE 1:USE SHORT

PARAGRAPHS

Heavy paragraphs make the

writing appear to be dull and
difficult.

Short paragraphs give wellorganized effect -- invite

the reader to read.

 Short

paragraphs help receivers organize their

thoughts, increase message understanding, and
appear inviting.

Paragraph lengths in business letters and memos are

as follows: minimum, one line; average, four to five

lines; and long, eight lines or more.
Short paragraphs are preferred, but vary lengths to

accommodate
interest.

content

and

to

promote

reader

First and last paragraphs of business letters are

shorter than middle paragraphs

PRINCIPLE 2:GIVE
PARAGRAPHS UNITY
All sentences in one paragraph should

relate to one topic.

All this content belongs to one paragraph
because it all concerns ____________.
(This is a good test sentence; if you cant
identify one topic with related ideas, unity
is lacking.)

INDICATE THE SENTENCE THAT DOES NOT BELONG

IN THE FOLLOWING PARAGRAPH

a. Business communication courses offer students a chance to

strengthen a critical skill- effective communication. Managers say
that job success depends on strong communication skills. They list
these specific skills as critical: developing messages from the youviewpoint, delegating responsibility, and providing constructive
feedback. However, recognition of managerial achievement
requires budgeting and planning for the future.
Does not belong:However, recognition of managerial achievement

requires budgeting and planning for the future.

Give paragraphs unity

ORGANIZE
PARAGRAPHS
LOGICALLY

Prefer a direct plan (deductive approach with topic sentence first) for

business messages. This plan is appropriate for positive news and neutral
news.
Topic Sentence

Supporting Details

Use an indirect plan (inductive approach with topic sentence later) for

negative news and persuasion.

Supporting Details

Topic Sentence

USING THE DIRECT PLAN, INDICATE

THE MOST LOGICAL ORDER OF THESE
SENTENCES BY LISTING THEIR
LETTERS IN THAT ORDER.
a. The facts in your request clearly supported your position.
b. Your request to attend the conference is approved.
c. Report these expenses to me when you return.
d. Please keep a careful record of your travel expenses.
Order: b,a,d,c

USING THE INDIRECT PLAN, INDICATE

THE MOST COHERENT ORDER FOR
THESE SENTENCES BY LISTING THEIR
LETTERS IN THAT ORDER.
a. Why should you join the National Business Education
Association?
b. Dont wait. Join NBEA today!
c. You will receive valuable publications.
d. In addition, you can exchange ideas with others in your field of
study.
Order:a,c,d,b

PRINCIPLE 4:GIVE
PARAGRAPHS
APPROPRIATE
EMPHASIS
Emphasize important ideas and deemphasize unimportant ideas.
Techniques for controlling emphasis in paragraphs are
length of paragraphs
location of paragraphs
repetition of key words within paragraphs
use of format
use of mechanical means

CREATE THE RIGHT EFFECT BY GIVING

PROPER EMPHASIS TO CONTENTS
Emphasis by Position

beginning and
ending of the
message

beginning and
ending of the
paragraph

beginning and
ending of the
sentence

CREATE THE RIGHT EFFECT BY GIVING

PROPER EMPHASIS TO CONTENTS
Emphasis by Volume

Topic A

Topic B

Topic A receives more

space than Topic B -thus more emphasis.

PRINCIPLE 5:PROVIDE
PARAGRAPH COHERENCE
Provide

for a smooth thought flow from

sentence to sentence and paragraph to
paragraph.

Use

transitional words: Words such as in

addition, therefore, or furthermore help bridge
from one sentence and idea to another.

Use tiein sentences: Repeat key words, use

pronouns, or paraphrase the same idea to

move smoothly from one aspect of a
discussion to another.

EXAMPLES
The president announced the new slate of officers. In addition, she

discussed organizational goals for the year.

Use
transitional
words
The student group asked for a delay in the assignment due date. These

students explained that the original due date conflicted with final exams.
Use tie-in
sentences

PRINCIPLE 6: USING
UNBIASED LANGUAGE
A.

Avoid Gender-Biased Language

1.

Use alternative terms to biased language.

2.

Avoid gender stereotyping.

B. Avoid Other-Biased Language

1. Refer to races and cultures by names they prefer.
2. Avoid implied or stated negative stereotypes.
3. Focus on the personnot race, gender, or other category.
4. Do not belittle, offend, embarrass, or denigrate other persons.
5. Unless required, omit reference to race, religion, age, gender, or
disability.

REWORD TO ELIMINATE THE OFFENDING

WORD
Sexist

Nonsexist

If a customer pays
promptly, he is placed on A customer who pays
our preferred list.
promptly is placed on our
A physician should treat preferred list.
his patients with respect.
A physician should treat
patients with respect.

MAKE THE REFERENCE

PLURAL
Sexist

Nonsexist

When unauthorized
When an unauthorized
employees enter the security
employee enters the security area, they are subject to
area, he is subject to
dismissal.
dismissal.
Supervisors are not
A supervisor is not
responsible for such losses if
responsible for such losses if they are not negligent.
he is not negligent.
When a customer needs
service, it is her right to ask
for it.

When customers need

service, they have the right
to ask for it.

SUBSTITUTE A NEUTRAL
EXPRESSION
Sexist

Nonsexist

If a customer pays promptly, he

If a customer pays promptly, he is or she is placed on our preferred
placed on our preferred list.
list.
When an unauthorized employee
When an unauthorized employee enters the security area, he/she
enters the security area, he is
is subject to dismissal.
subject to dismissal.
A supervisor is not responsible
A supervisor is not responsible
for such losses if s/he is not
for such losses if he is not
negligent.
negligent.
When service is needed, one
When a customer needs service, has the right to ask for it.
it is her right to ask for it.

AVOID WORDS WITH A

MASCULINE ORIGIN
Sexist

Nonsexist

personnel, workers
representative, member of
manpower
Congress
congressman
business executive,
businessman
businessperson
mailman
letter carrier, mail carrier
policeman
police officer
fireman
fire fighter
cameraman
camera operator
waiter/waitres server
s

AVOID WORDS THAT LOWER

ONES STATUS.
Instead of

lady doctor
authoress
actress
poetess
sculptress
male nurse
male secretary

Use

doctor
author
actor
poet
sculptor
nurse
secretary

AVOID WORDS THAT

STEREOTYPE BY
Race

a hard-working African-American
an honest Sicilian

Age
golden ager
youngster

Disability
deaf and dumb
crippled

Sexual Orientation
homosexual
gay

Use
unbiased
language
a. A company owned by a 65-year-old white woman earned a million
dollars last year.
a.

A company owned by Mrs. Molly Martinez reached earnings last

year of a million dollars.

b.

The exercise program was developed for handicapped people.

b. The exercise program is tailored for people with special needs.

c.
A young Asian man was arrested for leaving the scene of an
accident.
c. A person was arrested who left the scene of an accident.
d.

This is obviously mans work.

d. This work is challenging for anyone.

e. Dear Sirs: Please accept my application for the position as
human resource manager.

DIAGNOSTIC
SURVEY : ASSESS
YOUR BUSINESS
WRITING SKILLS

ANALYSIS OF DIAGNOSTIC SURVEY: HOW GOOD ARE YOUR BUSINESS WRITING SKILLS?
How to calculate your score: the rating that you accord to every statement becomes your
score. For
example, if for a particular statement, you give a rating of 2, then 2 becomes your score for
that statement. Add your ratings marked for each statement, the total you get is your final score.
Score interpretation.
Score comments
5675 excellent! You very well understand the importance of written communication and are well
versed with using various concepts of business writing.
3655 you understand the importance of effective business writing and are familiar with the
principles of business writing but you sometimes experience problems in drafting effective
business messages.
Take the time to think about your approach to writing, and practise consistently. This will help
you improve.
1535 you need to keep working on your written communication skills. You are not expressing
yourself
clearly, and are violating principles of business writing. The good news is that by paying attention
to the techniques discussed in this chapter, you can enhance your written communication skills
and become much more effective at work!

THANK YOU!