Golden Rules of Business Writing

Remember your reader The style you choose depends on the relationship you already have, or wish to build with the receiver.. Study the following examples: We-attitude: We are delighted t

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