Chapter 4

Business Style
 Word choice
Plain style: Goal to keep it (words) as simple as possible in order for everyone to understand
o Step 1: Familiar Words
o Step 2: Fresh & Current Language
o Step 3: Specific, Precise, and Functional Language
o Step 4: Factual & Ethical Communication

 Conciseness
“Using the fewest words possible to say what you need to accurately and completely”
o Concise, Complete & Polite (CCP)
o Eliminate long lead-ins
o Revise noun conversions
o Eliminate redundancies
o Revise empty phrases
o Strong precise verbs
o Revise wordy prepositional phrases
o Eliminate fillers
o We don’t want: that/which/who
o Combine sentences

 Tone
o Helps get our intended message through
o Adds “juice” to our message
o Sets the mood of the message
Denotation vs Connotation
 Denotation
o The literal meaning
o Dictionary definition

 Connotation
o Implied/associative meaning
o Not the literal meaning

Business writing tips

 Conversational style
o Quite informal

 Personal vs Impersonal Style

o Know when/how to use personal or impersonal style

 Optimistic
o Positive message
o Friendly

 Be polite
o No room for disrespect
o Watch of being too polite

 Inclusive writing
o Respect
o Neutral
 o Use accurate & proper terms/terminology
 Highlight (make clear) readers benefits
o Good content
o Emphasize the benefits that the reader will take from it
o You attitude / we attitude

 Confidence in writing
o Definite, forward-looking language
o Avoid unnecessary apologies
o Strong assertive phrasing
o Knowledgeable and informative
o Beware of overconfidence
 Chapter 5
Sentences
 Sentences = Phrases + Clauses
o Phrases contain a subject OR a verb (not both)
o Clauses contain a subject AND a verb (both)
 Independent Clause
⁃ Can be a complete sentence on its own (independent)
 Dependent Clause
⁃ Can’t be a complete sentence on its own (dependent)
⁃ Needs another part to be added to it

 Sentence types
o Simple  Straight forward
 1 independent clause
o Compound  joined by coordinate junctions
 2+ independent clauses
o Complex
 1+ dependent clause & 1 independent clause
o Compound-complex
 1+ dependent clause & 2+ independent clauses

 Improving sentence variety and length

o Use short and long sentences to vary rhythm
o Turn a clause into a prepositional or participial phrase
o Turn an independent clause into a relative clause
 o Convert a describing or defining sentence into an appositive
 Ask questions

 Improving Sentence Clarity

o We don’t want: this/that/it (broad and vague)
o Limit multiple negatives
o Put dependent clauses at the beginning of a sentence, not the middle

 Write with consistency

o Quantification
o Person
o Verb tense
o Voice
 Writing for emphasis
o Eye-catching mechanical devices
 Ex: Bold, colors, Caps
o Punctuations & Formatting
o Style
 Placement
 Sentence length and structure
 Word choice
o De-emphasize unpleasant information
 Complex sentences
 Embed unpleasant facts
o Active vs Passive Voice
 Active voice
⁃ Present good news clearly
⁃ Emphasize the person who performs the action
 Passive voice
⁃ Do the opposite of active voice
o Eliminate grammar errors and awkwardness
 Sentence fragments
 Run-on sentences
 Comma splices
 Misplaced modifiers
 Dangling modifiers
 Elliptical constructions
 Faulty predication and mixed constructions
Paragraphs

 Single sentence paragraphs

 Short paragraphs (5-6 sentences)  Usually best one for business message
 Long paragraphs (up to 8 sentences)

 Topic Sentence (“A sentence that summarizes the main idea in a paragraph”)
o Gives the main idea of the paragraph
o First sentence: paragraphs that define, describe, classify, or illustrate
o Later in paragraph: Bad news, Persuasive messages, Comparative messages

 Development paragraph
  Paragraph coherence
o Have a good flow (to stay coherent)
o Fluid writing
o Transitional words and phrases as segue.

 Finally proofread
o Go over everything (cruise over it)

Chapter 6
MEMO (Memorandums)
 Single topic
 Short and simple
 Two-part structure
 o Header
 DATE, TO, FROM, SUBJECT, CC
 Message

 EMAIL IS THE BEST

 Horizontal List
o minimal emphasis but less intrusive
o 3 to 5 items
 Vertical list
o Visual impact
o 7, 8 items
 Email
o Advantages
 Quick production and transmission
 Fosters collaboration
 Not public
o Disadvantages
 Can include compromising information
 Forwarded easily
 Easy access can extend workday to 24 hours

o Guidelines
 Keep it brief.
 Remember that e-mail is not your only option.
 Compose crucial messages offline.
 Follow organizational rules for e-mail.
 Don’t use company e-mail for personal communication.
 Aim for a balance of speed and accuracy.
  Keep your messages professional.
 Understand that e-mail is not guaranteed to be private.
 Don’t “write angry”.
 Don’t send unnecessary messages.
 Protect yourself and your company.

o Formatting and writing email

 Type the e-mail address correctly.
 Compose an action-specific subject line.
 Design messages for clarity and readability.
 Keep paragraphs and sentences short.
 …
o Email style and tone

o Requesting
 Open with polite command or direct question
 Outline multiple requests in a numbered or bulleted list
  Highlight reader benefits
 Describe the reason for the request
 Include end dates

o Replying
 Open with the most important element
 Organize responses
⁃ According to order of original requests
⁃ Using boldface or headings
 Close by summing up and offering further assistance

o Good-will
 Congratulatory and thank-you messages
⁃ Identify the situation
⁃ Provide reader-focused details
⁃ Close with a friendly, forward-looking remark
⁃ Avoid clichés

o Follow-up
 Keep a detailed record of a meeting or conversation
⁃ List participants
⁃ Outline basic facts, agreements, directives, and decisions
⁃ Provide written confirmation of oral agreements
⁃ Include opportunities for clarification and feedback

o Instant messaging