Lecture 2 Fundamentals of Business Writing

LECTURE 2: FUNDAMENTALS OF
BUSINESS WRITING
MBA 1305: Business Communication
Kazi Sharmin Pamela

Assistant Professor
Bangladesh Open University
Fundamentals of Business Writing
2
Overview:
Part 1: Adaptation and the Selection of Words,
Part 2: Construction of Clear Sentences and
Paragraphs,
Part 3: Writing for Effect
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3 Part 1: Adaptation and the Selection of Words
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Adaptation and it’s Methods
4
Fitting the message to the specific reader

Method of Adaptation
Visualize your readers:
Feelings
Thoughts
Knowledge
Background
Then write for them.
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The Basic Need for Adaptation
5
Adapting to Multiple Readers

Write for the lowest level.
Try not to talk down.
Governing Role of Adaptation

Stress simplicity by using:
Simple words
Short sentences
Short paragraphs
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Suggestions for Selecting Words
6
Selecting the Right Words

A major part of adaptation is selecting the right
words. This depends on:
ability to use language.
knowledge about the reader.
good judgment.
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7
Use Familiar Words

Use Short Words
Use Technical Language with Caution
Select Words with Right Strength and Vigor
Use Concrete Language
Prefer the Active to the Passive
Avoid Overuse of Camouflaged Verbs
Select Words for Precise Meanings
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8
1. Use Familiar Words

Familiar words communicate better.
Write the words you would use in face-to-face
communication with your readers.
Difficult words can be used when they fit the needs and
are understood.
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9
Unfamiliar Words Familiar Words

Terminate End
Endeavour Try
Utilize Use
Ascertain Find out
Discontinue Stop
Perform Do
Demonstrate Show
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10
The company operations for the preceding accounting period

Don’t:
terminated with a substantial deficit.
Do: The company lost much money last year.
The conclusion ascertained from a perusal of pertinent data is
Don’t:
that a lucrative market exists for the product.
The data studied show that the product has good demand in the
Do:
market
One monkey succumbed unexpectedly apparently as a result of
Don’t:
an untoward response to a change in feeding regimen.
Do: One monkey died from over-eating.
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11
2. Use Short Words

Short words generally communicate better.
But it does not mean that all short words are easy and all
long words are difficult to understand.
Use a long word only when you think your readers know
it.
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12
Long Words Short Words

Modification Change
Verification Proof
Indeterminate Vague
Duplicate Copy
Accomplish Do
Detrimental Harmful
Determine Decide
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13
This antiquated merchandising strategy is ineffectual in

Don’t:
contemporary business operations.
Do: This old sales strategy will not work in today’s business.
Don’t: They acceded to the proposition to terminate business.
Do: They agreed to quit business.
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14
3. Use Technical Language with Caution

Use technical words while communicating with people of
the same field.
But use them in case of outsiders with caution.
Use initials and acronyms cautiously. Spell out and define
as needed.
Avoid legal terms as much as possible.
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15
4. Select Words with Right Strength and Vigor

Words have personalities. Some words are strong and
vigorous. Some are weak and dull.
Verbs are the strongest words. Nouns are second.
Adjectives and adverbs are weak words. They involve
judgment.
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16
Weaker Words Stronger Words

Dismissed Fired
Female parent Mother
Untrue Lie
Additional compensation Bonus
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17
5. Use Concrete Language

Concrete words are specific words having sharp and clear
meanings. These words mean real things:
chair, desk, road, pen, vehicle, etc.
Abstract words cover broad meanings– concepts , ideas,
and the like:
administration, loyalty, incompetence, etc.
Concreteness also involves how we put words together.
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18
Abstract Concrete
A significant loss A 53 percent loss
In the near future By Thursday 1200 hours
The majority 62 percent
A constant low A constant temperature of
temperature 10°C
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19
6. Prefer the Active to the Passive

In active voice, the subject does the action. In passive
voice, it receives the action.
Active voice is shorter and stronger. It communicates
better and makes writing more interesting.
But passive voice is not incorrect. It is rather preferable
to use passive voice:
when identifying the doer of the action is not important.
when the writer wants to avoid accusing the reader of an action.
when the performer of an action is unknown.
the writer prefers not to name the performer.
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20
Passive Active
The office will be inspected Mr. Haque will inspect the

by Mr. Haque. office.
These policies were enforced The new committee enforced
by the new committee. these policies.
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21
7. Avoid Overuse of Camouflaged Verbs

A verb is camouflaged when it is changed into a noun and
used with an action word in the sentence.
Camouflaged verbs are abstract nouns and they often
require passive voice.
Avoid camouflaged verbs by:
writing concretely.
using active voice.
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22
Verb Noun Form Use in a Sentence

Apply Application Make an application
Discuss Discussion Have a discussion
Cancel Cancellation Make a cancellation
What a brilliant
Perform Performance
performance!
23
8. Select Words for Precise Word Synonyms

Meanings
dismissed,
Writing requires a knowledge terminated
of language. Fired
canned, separated,
Shades of difference exist in the discharged,…
meanings of similar words or
decease, pass away,
synonyms. croak, expire, kick
Die
the bucket, check
out,…
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8. Select Words for

Precise Meanings
We should learn the Affect Vs. Effect
specific meanings of
some words. Continual Vs. Continuous
Use correct idioms.
Farther Vs. Further
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25
9. Use Slang & Popular Word with caution:

Is that your final answer?
Are we Ready?
I am using Wheel Detergent, are you?
Holy Cow!!
Crap!!!
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Suggestions for Non-discriminatory
Writing
26
1. Avoid sexist words

2. Avoid words that stereotype by race, nationality,
or sexual orientation
3. Avoid words that stereotype by age
4. Avoid words that related with disabilities
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Suggestions for Non-discriminatory
Writing
27
1. Avoid sexist words

Sexist Non-sexist
Avoid words that discriminate
against a person because of his or Chairman Chairperson
her gender. Businessman
Businesspers
on
Avoid masculine pronouns (he, him,
Salesman Salesperson
his) while writing for both sexes. This
can be done: fireman Fire fighter
by rewording the sentence. Lady doctor Doctor
by making the reference plural.
Male nurse Nurse
by substituting neutral expressions.
Female
Teacher
teacher
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Suggestions for Non-Discriminatory
Writing
28
2. Avoid Words That Stereotype by Race, Nationality, or Sexual

Orientation
Words that stereotype all members of a group by race, region,
nationality, or sexual orientation are unfair and wrong.
Words that present members of minorities as exceptions are also
unfair.
3. Avoid Words That Stereotype by Age
Words that label people as old or young can arouse negative
reactions.
4. Avoid Words That related with Disabilities
Words that label people as limp, deaf, dumb, blind, etc. can arouse
negative reactions.
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Part 2: Construction of Clear Sentences and
29
Paragraphs
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Foundation of Adaptation
30
1. Important for adaptation:

• choosing right words
• arranging these words into sentences
2. Sentences should be adapted to readers
3. Simple sentence structures help understand
4. Use complex structures when appropriate
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Emphasis on Short Sentences
31
1. Short sentences communicate better because of mind

limitations
2. Short sentence adapts mental filter better
3. Making short sentences results from orderly thinking
4. Short means about 16-18 words for middle level readers
5. Overuse of short sentences gives choppy effect
6. Writing effective sentences involve grouping and ordering
the information
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Emphasis on Short Sentences
32
7. For writing clearly, knowledge on:

Spelling,
Grammatical labels,
Sentence elements and design
are required.
8. Long sentences can be used occasionally
9. You can write short sentences in two ways:
by limiting sentence content,
by economizing on words
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Limiting Sentence Content
33
1. Limiting sentence content is a matter of mentally

selecting thought units and making separate
sentences
2. Short sentences:
-communicates better
-gives emphasis to content
-gives emphasis to organization of subject matter
3. Avoid overusing too many short sentences
-it may give a choppy effect
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34
Don’t use: Long and hard to understand

Many consumers have expressed dissatisfaction
with the relatively high prices of the new Japanese
cars, but this has not prevented large numbers of
people from purchasing these cars and pushing
sales higher than many automotive experts had
forecast, thus, firmly entrenching the Japanese cars
in a large segment of the automobile market.
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35
Do Use: Short and Clear

Many consumers have expressed dissatisfaction with
the relatively high prices of the new Japanese cars.
However, this has not prevented large numbers of
people from purchasing these cars and pushing sales
higher than many automotive experts had forecast.
The Japanese cars have thus become entrenched in a
large segment of the automobile market.
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36
Don’t use: Long and hard to understand

The production planning department assigns to each
production order a number that is called a job-order
number, which becomes the identifying means of reporting
to the accounting department the direct costs relating to a
production order, and which can reveal additional
information about the job through code numbers or letters
added to the job-order number.
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37
Do Use: Short and Clear

The production planning department assigns to each
production order a number that is called a job-order
number. This number becomes the identifying means of
reporting to the accounting department the direct costs
relating to a production order. By adding code numbers or
letters to the job-order number, additional information
about the job can be revealed.
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Economizing on Words
38
1. Seek shorter ways of saying things

2. Shorter wordings:
- saves reader’s time
- gives clear meanings
3. Follow the suggestions:
- Avoid cluttering phrases
- Avoid surplus words
- Avoid roundabout constructions
- Avoid unnecessary repetition of words or ideas
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Avoid Cluttering Phrases
39
Cluttering Phrases Substitute Word
Along the lines of Like
At the present time Now
For the purpose of , For the reason that For, Because, Since
In accordance with By
In the meantime Meanwhile
In the near future Soon
In the neighborhood of About
In very few cases Seldom
In view of the fact that Since, Because
On the basis of By
On the occasion of On
With regard to, With reference to About, About
With a view to To
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Avoid cluttering phrases
Cluttering phrases are uneconomical wording
40
X Regardless of the fact that sales increased, profits continue to decline.
√ Even though sales increased, profits continue to decline.

In very few instances do the salespeople receive bonuses over the
X
amount of $100.
√ The salespeople seldom receive bonuses over $100.
Plant production will decrease next month due to the fact that our
X
inventories are too large.
Plant production will decrease next fall because our inventories are too
√
large.
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Avoid cluttering phrases
Cluttering phrases are uneconomical wording
41
At whatever time we receive a special order it is immediately sent to the

X
production planning department.
Whenever we receive a special order, we send it to the production planning
√
department.
Contrary to our expectations, the new law will allow the company to reduce its
X
income taxes.
√ Unexpectedly, the new law will let the company reduce its income taxes.
X In some instances, we sell directly to the retailer.
√ Sometimes we sell directly to the retailer.

X At all time the cash box is kept locked.
√ The cash box is always locked.
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Eliminate surplus words
Surplus words add nothing to the sentence meaning
42
X He ordered desks that are of the executive

√ He ordered executive-type desks
X There are four rules that should be observed
√ Four rules should be observed
X The machines that were damaged by the fire were repaired
√ The machines damaged by the fire were repaired
You are hereby instructed to send all daily reports directly to this office
X
as promptly as possible.
√ Send all reports to this office promptly.
Enclosed herewith are general instructions which are sent to you for your
X
guidance and information.
√ The enclosed general instructions are for your guidance and information.
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Avoid roundabout constructions
Indirect ways of saying something
43
The department budget can be observed to be decreasing each

X
year
√ The department budget decreases each year
X It is essential that the income be used to retire the debt
√ The income must be used to retire debt
X He criticized everyone he came in contact with
√ He criticized everyone he met
X The president is of the opinion that the tax was paid
√ The president believes the tax was paid
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Avoid roundabout constructions
Indirect ways of saying something
44
X All the books are in readiness for the annual audit.

√ The books are ready for the annual audit.
The charge of negligence has been denied by all four of the
X
officers.
√ The four officers denied the negligence charge.
X It is our expectation that this plan will be successful.
√ We expect the plan to succeed.
X There have been many times when we suspected theft.
√ Many times we suspected theft.
X It is our conclusion that production should stop.
√ We conclude that production should stop.
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Avoid Repetition of Ideas
Repeating words without any purpose
45
We have verified the charges to your account and find that the
X account balances on our books agree with the account balances
on your books.
We have verified the charges to your account and find that our
√ records agree with yours.
This change will enable us to get started sooner than if we wait
X for a later date.
√ This change will enable us to get started sooner.
X At the present time the research is almost complete.
√ The research is almost complete.
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Avoid Repetition of Words
46
Avoid redundancies, like:

Free gift
True fact
Past history
Return back
Do and perform
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Avoid Repetition of Words
47
X You must do and perform the following duties & functions/

√ You must perform the following duties.
While swimming a good swimmer obeys the safety rules for
X
swimmers.
√ A good swimmer obeys the safety rules.
X The manager repeatedly kept telling me over & over again.
√ The manager repeatedly reminded me.
X This situation calls for quick and expeditious action.
√ This situation calls for quick action.
X In my opinion, I think the plan is sound.
√ I think the plan is sound.
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Determining Emphasis in Sentence Design
48
1. Give every item its due emphasis

2. Short sentences emphasize content
3. Long sentences de-emphasize the content
Examples:
a. The co. lost money last year. The loss occurred in spite of record
sales
b. Although the company enjoyed record sales last year, it lost
money
c. Although the company incurred loss, it enjoyed record sales last
year
4. Determining emphasis is matter of good judgment
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Giving Sentences Unity
49
All parts of the sentence should concern one thought

Violations of sentence construction fall into 3
categories:
Unrelated Ideas
Excessive details
Illogical Conclusions
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Unrelated Ideas
50
Avoid placing unrelated ideas in a sentence in 3 ways:

Putting unrelated ideas in separate sentences
-Mr. X is our sales manager and he has a degree in law.
-Mr. X is our sales manager. He has a degree in law.
Making one idea subordinate to the other
-Mr. X is our sales manager. He has a degree in law.
-Mr. X, our sales manager, has a law degree.
Adding words that show relationship
-Our sales increased in May, and our machine is wearing out.
-Even though our machine is wearing out, our sales increased in May.
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Excessive details
51
Too much details hide the central thought

If detail is important, put it in a separate sentence
Short sentences have less details
Both hotels can guarantee the 250 rooms we will require, although
the Marriott is new (since 1989) and its rooms are more modern
and therefore more appealing, but the 69-year old Westgate is
well preserved and comfortable (Excessive details).
Both hotels can guarantee the 250 rooms we will require. The
Marriott is new (since 1989), and its rooms are modern and,
therefore, more appealing. The 69-year old Westgate,
however, is well preserved and comfortable (Improved).
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Illogical Constructions
52
1. Illogical constructions can rob the sentence unity

2. Illogical thinking may lead to illogical construction
Active and passive voice in the same sentence can violate unity
Mixed construction can also make illogical constructions
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Illogical Constructions
53
Because I have a degree in information systems is the reason I am qualified for the
X
job
√ My degree in information systems qualifies me for the job.
X The fact that sales increased is because we opened new territories
√ Our sales increased because we opened new territories
X Helping people to help themselves is how I got the job done
√ I got the job done by helping people to help themselves
X Job rotation is when you train people by moving them from job to job
√ Job rotation is a training method in which people are moved from job to job
X Because our inventories have decreased has increased our back orders
√ Our decrease in inventories caused an increase in back orders.
X We cleared the site, and then the foundation was constructed
√ We cleared the site, and then we constructed the foundation. KSP
Arranging Sentences for Clarity
54
1. Clear writing requires following established rules

of grammar
2. Rules are not arbitrary but based on custom and
logical relationships
3. Few suggestions are recommended:
Avoid dangling error
Avoid un-parallel constructions
Put relative pronoun rightly
Ensuring agreement between subject and verb
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55
Avoid dangling error

- ‘Believing that the price would drop, our agents were
instructed not to buy’ (X)
- ‘Believing that the price would drop, we instructed our
agents not to buy ( )
Avoid un-parallel constructions

-‘He is honest and man of sincerity’. (X)
-‘He is honest and sincere’( )
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56
1. Put relative pronoun rightly

-‘The person gave me a gift who is a good man’ (X)
-‘The person who gave me a gift is a good man’ ( )
2. Ensure agreement between subject and verb

-‘A family having 5 members are not good’ (X)
-‘A family having 5 members is not good’ ( )
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Care in Paragraph Design
57
1. Is important to clear communication

2. Shows and emphasizes the organization of the writing
3. Involves logical thinking
4. Following suggestions are recommended:
Giving the paragraph unity
Keeping the paragraph short
Putting topic sentences to good use
Omitting unnecessary detail
Making the paragraph move forward
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Giving the paragraphs unity
58
1. Unity means oneness

2. Contents of a paragraph should concern a single topic
Every part must concern every other part
Paragraph should concern a narrow topic
3. Unity can vary in breath
For example, an entire report may be a paragraph
4. Exceptions are transitional paragraphs
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Keeping the paragraph short
59
1. Short paragraphs show organization better

2. Most readers prefer reading short paragraphs
3. About eight lines is a good average length
4. Length can vary with need
5. A good practice is to question paragraphs over12 lines
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Putting topic sentences to good use
60
1. Topic sentences can help make good paragraphs

-Although it is not a must
2. They express the main idea in the paragraph
3. Their placement depends on the writer’s plan
4. They may come first or last or within the sentences
-Mostly it comes first
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Omitting Unnecessary Detail
61
1. Leave out unnecessary information

2. Deciding what to include is a matter of judgment
3. Judge by putting yourself in reader’s place and ask
yourself questions such like:
How will the information be used?
What will be used?
What will not be used?
4. Then make decisions
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Making the paragraph move forward
62
1. The sentences move step by step to reach paragraph

goal
2. Each paragraphs move step by step to reach the overall
goal
3. It makes the paragraph more orderly
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63 Part 3: Writing for Effect
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Overview
64
1. Need for Effect

2. Conversation Style, Rubber Stamps, Old Language
3. You-Viewpoint
4. Positive Language
5. Courtesy Flow,
6. Transitional Devices (visit:
http://writing.wisc.edu/Handbook/Transitions.html to know about transitional
devices)
7. Emphasis
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Writing for Effect
65
Effective business writing sometimes must create the

right effect.
The right effect can help to build goodwill.
And it can help in achieving message goals
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Create Right Effect Using Conversational
Style
66
Stiff and Dull Conversational
Reference is made to your March Please refer to your March 16 letter,

16 letter, in which you describe the in which you tell how to file a claim.
approved procedure for initiating a
claim.
Enclosed herewith is the brochure
Enclosed is the brochure you asked
about which you make inquiry.
about.
I shall be most pleased to avail I’ll gladly follow your suggestion if
myself of your kind suggestion the price falls.
when and if prices decline.
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Create the Right Effect Avoid Rubber
Stamps
67
Rubber Stamps are expressions used by habit every time a certain

type of situations occur.
The rubber stamps give the effect of routine treatment. It is better to
use words written for the present case.
You can avoid rubber stamps by writing in the conversational
vocabulary.
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Create the Right Effect Avoid Rubber
Stamps
68
The examples are

I am happy to be able to answer your message.
I have received your message.
This will acknowledge receipt of ….
According to our records ….
This is to inform you that ….
In accordance with the instruction….
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Create Right Effect Avoid Old Business
Language
69
In Openings In Contents
we beg to advise deem it advisable
your esteemed favor attached hereto
this is to inform you please be advised
In Closings
Thanking you in advance
We beg to remain
Anticipating your favorable
response
MS. ADIBA ANIS, FACULTY MEMBER, SCHOOL OF BUSINESS, BANGLADESH OPEN UNIVERSITY
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Create Right Effect By Emphasizing the You
Viewpoint
70
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?
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Create Right Effect By Accent on
71
Positive Language
Positive words are usually best for the message
goals, especially when persuasion and
goodwill are needed.
Negative words stir up resistance and hurt
goodwill.
So beware of strongly negative words.
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Common Negative Words
72
a. Afraid h. Complaint
b. Alibi i. Decline
c. Allege j. Difficult
d. Apology k. Disappoint
e. Beware l. Fail
f. Blame m. Fault
g. Careless n. Impossible
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Create Right Effect By Showing
Courtesy
73
Show courtesy by singling out the reader.

Not this: Your training report for the third quarter has been
received and has been judged to be satisfactory.
But this: Congratulations, Jane, on the good teaching
indicated by the third quarter training report you
submitted.
Not this: A prompt reply will be appreciated.
But this: As the report is due on the 7th, Mr. Adam, will you
please reply by that date.
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Courtesy
74
Show courtesy by singling out the reader.

Not this: Your training report for the third quarter has been
received and has been judged to be satisfactory.
But this: Congratulations, Jane, on the good teaching
indicated by the third quarter training report you
submitted.
Not this: A prompt reply will be appreciated.
But this: As the report is due on the 7th, Mr. Adam, will you
please reply by that date.
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Courtesy
75
Show courtesy by being sincere.
Honestly want to be courteous, and

Honestly want to be friendly.
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Create Proper Effect By giving proper
Emphasis
76
Emphasis by position
Space and emphasis
Sentence structure and emphasis
Mechanical means of emphasis
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Create Proper Effect By Making Message
Coherent
77
Show coherence through tie-in sentences.

• Initial Sentence: As always, we are willing to do as much
as we reasonably can to make things right.
• Abrupt Shift: The facts in every case are different.
• Smooth Tie-in: What we can do in each instance is
determined by the facts of the case.
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Create Proper Effect By Making Message
Coherent
78
Show coherence through the use of pronouns.

Transitional sentences are essential to good writing.
They are the mortar that holds bricks of thought
together.
If you think Mr. James is most interested in the
conclusion, begin with the conclusion. A direct
beginning will permit him to make his decision without
delay. If he has confidence in your work, he may not
choose to read beyond this point.
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Good Business Etiquette Should Guide the Use
of Effect
79
Whatever you write:

SHOULD BE True
SHOULD BE Fair
SHOULD BE Considerate
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Practice
80
1. “I use the words that communicate the message best. I do not give
importance whether they are negative or positive”- Discuss.
2. If you can find words, sentences or phrases that cover a general
situation, why not use them every time that general situation comes
about? Using such rubber stamps would save time, and in business
time is money”- Discuss.
3. Discuss the comment-’The you-viewpoint is insincere and deceitful’
KSP
Reference
81
1. Basic Business Communication, Raymond Vincent Lesikar, John D. Pettit,

Marie Elizabeth Flatley, 10th edition.
2. Excellence in Business Communication, J. V. Thill & C L. Bovee
3. Business Communication, Betty R. Ficks & K. F. Gow.
4. Essentials of Business Communication, Rajendra Pal & J. S. Korlahalli
(New Delhi, S. Chand & Sons)
5. Business Communication- Lecture materials, Ms. Adiba Anis. BOU
KSP
82
Thank You
KSP

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LECTURE 2: FUNDAMENTALS OF

Kazi Sharmin Pamela

Fitting the message to the specific reader

Adapting to Multiple Readers

Governing Role of Adaptation

Selecting the Right Words

Use Familiar Words

1. Use Familiar Words

Unfamiliar Words Familiar Words

The company operations for the preceding accounting period

2. Use Short Words

Long Words Short Words

This antiquated merchandising strategy is ineffectual in

Don’t: They acceded to the proposition to terminate business.

Do: They agreed to quit business.

3. Use Technical Language with Caution

4. Select Words with Right Strength and Vigor

Weaker Words Stronger Words

5. Use Concrete Language

6. Prefer the Active to the Passive

The office will be inspected Mr. Haque will inspect the

7. Avoid Overuse of Camouflaged Verbs

Verb Noun Form Use in a Sentence

Discuss Discussion Have a discussion

Cancel Cancellation Make a cancellation

8. Select Words for Precise Word Synonyms

8. Select Words for

9. Use Slang & Popular Word with caution:

1. Avoid sexist words

1. Avoid sexist words

2. Avoid Words That Stereotype by Race, Nationality, or Sexual

1. Important for adaptation:

1. Short sentences communicate better because of mind

7. For writing clearly, knowledge on:

1. Limiting sentence content is a matter of mentally

Don’t use: Long and hard to understand

Do Use: Short and Clear

Don’t use: Long and hard to understand

Do Use: Short and Clear

1. Seek shorter ways of saying things

X Regardless of the fact that sales increased, profits continue to decline.

√ Even though sales increased, profits continue to decline.

At whatever time we receive a special order it is immediately sent to the

X In some instances, we sell directly to the retailer.

√ Sometimes we sell directly to the retailer.

X He ordered desks that are of the executive

The department budget can be observed to be decreasing each

X All the books are in readiness for the annual audit.

Avoid redundancies, like:

X You must do and perform the following duties & functions/

1. Give every item its due emphasis

All parts of the sentence should concern one thought

Avoid placing unrelated ideas in a sentence in 3 ways:

Too much details hide the central thought

1. Illogical constructions can rob the sentence unity

1. Clear writing requires following established rules

Avoid dangling error

Avoid un-parallel constructions

1. Put relative pronoun rightly

2. Ensure agreement between subject and verb

1. Is important to clear communication

1. Unity means oneness

1. Short paragraphs show organization better