© 2007 by nelson, a division of thomson canada limited. ch. 2-1 chapter 2 writing for business...

© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 2-1

Chapter 2Chapter 2

Writing for

Business Audiences


Improving Your Business WritingImproving Your Business Writing

The best business writing is• Audience oriented

• Purposeful

• Economical

To improve your writing skills, you need• An effective writing process

• To study model messages

• Practice


The Writing ProcessThe Writing Process

Stage 1: Prewriting

Analyzing

AnticipatingAdapting

Stage 2: Writing

ResearchingOrganizing

Composing

Stage 3: Revising

RevisingProofreading

Evaluating


Factors Determining Channel Selection


Importance of message Amount and speed of feedback required

Necessity of a permanent record

Cost of the channel

Degree of formality required

Best practices in your company




Possible Channels:E-mail, instant message, fax, letter, memo,

report or proposal, telephone, voice mail, meeting, conversation, video- or teleconferencing




What channel is best to announce decreased benefits coverage for 250 employees?

E-mail or memo

What channel is best for a sales message

promoting a new product to customers?Letter




What channel is best for responding to similar

customer inquiries?Web, letter, telephone


Audience BenefitsAudience Benefits

Instead of this:We are promoting a new plan that we believe has many outstanding benefits.

Try this:You will enjoy total peace of mind with our affordable holiday get away plan that meets all your needs.

Shape your statements to involve the reader. Strive to develop the “you” view.



Instead of this:Before we can allow you to purchase items on this new account, we must wait two weeks to verify your credit.

Try this:You may begin making purchases on your new account in two weeks.




Instead of this:I need your response immediately so that I can make the employee vacation schedule by next week.

Try this:Your quick response means your vacation schedules will be ready next week.



Conversational LanguageConversational Language

Instead of this:The undersigned takes pleasure in . . . .

Instead of this:It may be of some concern to you to learn that your cheque has been received and your account has been credited for $250.

Try this:I’m happy to . . . .

Try this: We’ve credited your account for $250.


Positive LanguagePositive Language

Instead of this:Employees may not use the First Street entrance during remodeling.

Instead of this:We cannot fill your order until we receive an exact model number.

Try this:Employees may use the Market Street entrance during remodeling.

Try this: We can fill your order once we receive an exact model number.


Hidden MessagesHidden Messages

Some words and phrases convey a

negative and unpleasant tone. They may

imply a hidden message that the writer

does not intend. Think twice before using

the following negative expressions.


Hidden MessagesHidden Messages

Negative Language:You overlooked

You state that

You failed to

You claim that

You are wrong

You do not understand

Your delay

You forgot to

Hidden message:You are careless

But I don’t believe you

You are careless

It’s probably untrue

I am right

You are not very bright

You are at fault

You are inefficient and careless


Inclusive LanguageInclusive Language

Instead of this:Have you called a salesman?

Every executive has his own office.

Try this: Have you called a salesperson?

All executives have their own offices.


Try Your SkillTry Your Skill

Revise this sentence to create a more conversational tone and to state your idea positively. The undersigned takes great pleasure in

welcoming you to our staff.

I’m happy to welcome you to our staff.



Revise this sentence to create a more conversational tone and to state your idea positively. We cannot send your order from our

warehouse until June 1.

Your order will be on its way to you June 1.



Revise this sentence to create reader benefits. I have 15 different financial plans to offer my

investors.

You have 15 different financial plans from which to choose.



Revise this sentence to create reader benefits. We want all newly hired employees to use

our carpooling program for at least three months.

As a newly hired employee, you won’t have to drive to work for the first three months because you can carpool.


Plain LanguagePlain Language

Avoid inflated language.

Each person to whom the request is herein addressed is

henceforth solicited to submit, or to have his or her department

representative submit, to the undersigned officer, a comment on

whether the proposed plan, in his or her considered view, meets

the requirements of the bill recently tabled in Parliament.

Simple Translation: You may wish to comment on whether the

proposed plan meets the requirements of the new bill.


Familiar WordsFamiliar Words

Less familiar words:encounter

extrapolate

obligatory

terminate

Simple alternatives:meet

project

required

end

Avoid long, difficult, and unfamiliar words. Use short, simple, and common words whenever possible.



Revise this sentence using simpler language. You may encounter difficulties in terminating

the contract.

You may meet difficulties in ending the contract.



Revise this sentence using simpler language. As stipulated, we extrapolated the budget

figures for two years.

As required, we projected the budget figures for two years.



Revise this sentence using simpler language. Will you utilize workbooks during the

obligatory training period?

Will you use workbooks during the required training period?



Revise this sentence using simpler language. We anticipate that a majority of the

alternatives will be fundamental enough to meet our requirements.

We expect that most of the choices will be basic enough to meet our needs.


Seven Ways Technology Can Improve Your Business WritingSeven Ways Technology Can

Improve Your Business Writing

Fighting writer’s block Collecting information electronically Using templates Improving correctness and precision Adding graphics for emphasis Designing and producing professional-looking

documents, presentations, and Web pages Using software for team writing


End

© 2007 by nelson, a division of thomson canada limited. ch. 2-1 chapter 2 writing for business...

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