Chapter 1 The Basic Principles of Writing

Five Keys to Effective Writing Effective business writing meets five basic

principles: it’s clear, complete,and correct; it saves the reader’s time,and it builds goodwill.

1. Is clear. The meaning the reader gets is the meaning the writer intended. The reader does n’t have to guess.

2. Is complete. All of the reader’s Questions are answered. The reader

has enough information to evaluate the message and act on it.

3. Is correct. All of the information in the message is accurate. The message is free from errors in punctuation,spelling,grammar,word order,and sentence structure.

4. Saves the reader’s time. The style, organization, and visual impact

of the message help the reader to read, understand,and act on the information as quickly as possible.(Time is Money)

5. Builds goodwill. The message presents a positive image of the writer and his or her organization. It treats the reader as a person,not a number. It cements a good relationship between the writer and the reader.

How to Create Messages that Meet the Principles To create good messages, use this

seven-step process: Before you write, 1. Analyze your audience, your

purposes,and the situation. 2. Use this analysis to organize your

information.

3. Use this analysis to design your papers Revise your documents to 4. Be friendly and businesslike. 5. Emphasize the positive. 6. Use standard English; double-check

names and numbers. After your message is delivered,

7. Use the response you get to measure your success and to help you plan future messages.

Characteristics of Business Writing Business writing characteristically serves six

basic functions (1) to provide practical information, (2) to give facts rather than impressions, (3) to provide visuals to clarify and condense information, (4) to give accurate measurements, (5) to state responsibilities precisely, and (6) to persuade and offer recommendations. These six functions tell you what kind of writing you will produce after you successfully answer the who? why? what? and how? Just discussed.

3C’s Rules: 1.Clear 2.Concise 3.Courteous Examples: A. In addition, we are also sending

you our latest pricelist. B. In addition, we are sending you

our latest pricelist. A. In my past experience B. In my experience

Examples:Compare the following sentences. A. Please send me a price-list for your T-

shirt. B. Kindly send me a price-list for your T-

shirt. C. I would appreciate it if you could send

me a price-list for your T-shirt. D. You are requested to send me a price-

list for your T-shirt. E. Would you please send me a price-list

for your T-shirt?

Comments: A. standard but unfriendly B. old /out of date C. too long and meaningless D. tone of giving orders, unpleasant E. Best expression here How to say “NO”: Compare the following sentences:

A1. I cannot attend the party. B1. I would attend the party,but then

I would miss my son’s graduation. A2. I wish I could accept your

invitation. B2. I can’t accept your invitation.

Comments: B1 ,A2 are better. Use these words : Could, would, might, wish and if to

soften your tone when saying “No”. Choose a better choice: A. We will begin shipping on

September 2. B. We cannot begin shipping on

September 2. (For details, Read page.76.)

Do Practice 1