Business Writing 3

The Art of
Business Writing
WEB 20202/SH 1
The Art of Business Writing
1. Be confident
2. Be courteous and sincere
3. Use appropriate emphasis and subordination
4. Use non-discriminatory language
5. Stress the benefits for the reader
6. Write at an appropriate level to capture
audience appreciation
WEB 20202/SH 2
1. Be confident
X You must agree that I am qualified for the position.
√ My qualifications in the areas of microbiology and

customer service meet your job requirements.
WEB 20202/SH 3
2. Be courteous and sincere
X You have failed to read the instructions carefully.

Consequently, the machine has shut down.
√ The machine may automatically shut down if any

installation errors occur.
WEB 20202/SH 4
3. Use appropriate emphasis
and subordination
Emphasis: Smoking will no longer be permitted in the campus.
The campus committee on employee health and
safety reached this decision after considering
opinions from staff and students on the dangers of
second-hand smoke in confined public areas, such as
around doorways and entrances.
Subordination: The campus committee on employee health and

safety has finished considering opinions, and they
have reached the decision that smoking will no longer
be permitted near the building entrances, doorways
and public areas.
WEB 20202/SH 5
3. Use appropriate emphasis
and subordination (cont’d)
Emphasis: Our primary consideration must be cost.
Subordination: A more minor point to consider is

appearance.
WEB 20202/SH 6
X Chairman
√ Chairperson
X After the ladies in the office receive an order, our

office fills it within 24 hours.
√ When orders are received from the office, they are
filled within 24 hours.
X Executives and their wives

√ Executives and their spouses
WEB 20202/SH 7
(cont’d)
X Eliza performed the job well for her age.

√ Eliza performed the job well.
X Dear Sir
√ Dear Sir / Madam
√ To whom it may concern
X Each manager must provide his own safety shoes.

√ Managers must provide their own safety shoes.
√ Each manager must provide his/her own safety
shoes.
WEB 20202/SH 8
5. Stress the benefits for the
reader
X I am processing your order tomorrow.
√ Your order will be available in a week.
WEB 20202/SH 9
6. Write at an appropriate level
to capture audience appreciation
 Always use common and familiar words / Avoid use
of difficult words
 Use concrete words
 Use single words in place of circumlocution
 Avoid long sentences
 Use technical words with caution
 Use strong and powerful words
 Use active verbs / Avoid use of camouflaged words
 Avoid overuse of prepositional phrases
 Avoid clichés and trite expressions
WEB 20202/SH 10
Always use common and
familiar words
X Conjecture
√ Guess
X Inadvertency
√ Accidentally
X Promulgate
√ Declare, announce
WEB 20202/SH 11
Use concrete words
X I basically failed the class for many reasons.
√ I failed my Introduction to Business class
because I didn’t turn in any homework and left
early every day.
X This sweater is so uncomfortable.

√ This itchy sweater is giving me a rash.
X The study was about asthma.

√ The study, conducted by Dr Anna Stevens from
the University of Washington, surveyed 200
adult asthma patients over one year.
WEB 20202/SH 12
Use single words in place of
circumlocution
X Biography of my life
√ Biography
X Enclosed herewith
√ Enclosed
X 3 am in the morning
√ 3 am / 3 in the morning
WEB 20202/SH 13
Avoid long sentences
X In addition, will you please permit me to state in
this letter that we will welcome any suggestions
or comments that you may have any time if you
think of any methods for the improvement of our
service to our customers.
√ We welcome any suggestions to improve our
customer service.
X Permit me to take this opportunity to call your

attention to the fact that we have brought your
account up to date.
√ Your account is up to date.
WEB 20202/SH 14
Use technical words with
caution
X The animal was observed to be situated in dorsal
recumbence which had the effect of rendering its
legs useless.
√ Lying on its back, the animal could not use its

leg.
WEB 20202/SH 15
Use strong and powerful
words
X We are hoping to see you at our upcoming
event.
√ We hope to see you at our upcoming event.
WEB 20202/SH 16
Use active verbs / Avoid
camouflaged words
X The manager came to the realization that
telecommunication is a powerful form of
communication.
√ The manager realized that telecommunication is

a powerful form of communication.
X The committee has made the decision to award

the best mentor with extra marks.
√ The committee has decided to award the best

mentor with extra marks.
WEB 20202/SH 17
Active or Passive Voice?
Passive: Longer coffee breaks were demanded by
the technicians.
Active: The technicians demanded longer coffee

breaks.
Passive: The explosion was caused by a kerosene

lamp.
Active: A kerosene lamp caused the explosion.
WEB 20202/SH 18
When Passive may be used…
 To emphasize the recipient of an action

E.g.: An investigation was launched.
 To de-emphasize negative news

E.g.: Cash refunds cannot be made.
 To conceal the doer of an action

E.g.: An error was made in our sales
figures.
WEB 20202/SH 19
Passive voice may be more
tactful…
Less tactful: We cannot grant you credit.
More tactful: Credit cannot be granted.
Less tactful: The CEO made a huge error in projecting

profits.
More tactful: A huge error was made in projecting
profits.
Less tactful: I launched a successful fitness program

for our company last year.
More tactful: A successful fitness program was
launched for our company last year.
WEB 20202/SH 20
Avoid overuse of prepositional
phrases
X In their specifications for engine parts, titanium
is often requested by engineers because of its
resistance to the effects of high temperatures.
√ Because titanium resists high temperatures,

engineers often request it in their engine part
specifications.
WEB 20202/SH 21
Avoid clichés and trite expressions
X We had reached the end of our rope.
√ We could go no further.
X as per your request / pursuant to your request

√ at your request
X attached hereto/herewith
√ attached
X under separate cover

√ separately
WEB 20202/SH 22
Avoid negativity
 The glass is half full.

or
 The glass is half empty.
 Positive language in face-to-face
communication is a winning
technique.
 Positive language in written
communication gives reader a better
impression.
WEB 20202/SH 23
Positive Writing?
1. If you don’t return your form before 1 August you will be too
late to attend the conference.
(Use positive language)
2. I regret to inform you that the renovations will not be finished
until next Friday.
(Talk about what you can do)
3. Our shop closes at 10 pm every day and on Sunday.
(Talk about when you are open)
4. I will not be available to attend to interviews on Thursdays
and Fridays.
(Talk about when you are available)
5. We are pleased to inform you that we can deliver your new TV
set next week.
(Use ‘YOU’ language)
WEB 20202/SH 24
Any questions?
WEB 20202/SH 25

Business Writing 3

Uploaded by

Copyright:

Available Formats

Business Writing 3

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Business Writing 3

Uploaded by

Copyright:

Available Formats

The Art of

X You must agree that I am qualified for the position.

√ My qualifications in the areas of microbiology and

X You have failed to read the instructions carefully.

√ The machine may automatically shut down if any

Subordination: The campus committee on employee health and

Emphasis: Our primary consideration must be cost.

Subordination: A more minor point to consider is

X After the ladies in the office receive an order, our

X Executives and their wives

X Eliza performed the job well for her age.

X Each manager must provide his own safety shoes.

X I am processing your order tomorrow.

√ Your order will be available in a week.

X This sweater is so uncomfortable.

X The study was about asthma.

X Permit me to take this opportunity to call your

√ Lying on its back, the animal could not use its

√ We hope to see you at our upcoming event.

√ The manager realized that telecommunication is

X The committee has made the decision to award

√ The committee has decided to award the best

Active: The technicians demanded longer coffee

Passive: The explosion was caused by a kerosene

Active: A kerosene lamp caused the explosion.

 To emphasize the recipient of an action

 To de-emphasize negative news

 To conceal the doer of an action

Less tactful: The CEO made a huge error in projecting

Less tactful: I launched a successful fitness program

√ Because titanium resists high temperatures,

X as per your request / pursuant to your request

X under separate cover

 The glass is half full.

You might also like