WRITING FOR EFFECT

Group Members

Abdul Mateen
Ozair Ali
Junaid Iqbal
BUSINESS ETIQUETTE AND THE NEED
FOR EFFECT

 Business writing requires clarity.

 The goodwill effect is valuable to business.

 Most people enjoy building goodwill.

 Letter and some email message often

require other effect.
CONVERSATIONAL STYLE

 Writing in conversational language has a

favorable effect.
RESISTING THE TENDENCY TO BE
FORMAL

 Writing in conversational language is not

easy for we tend to be stiff and formal.
CUTTING OUT “RUBBER STAMP”

 Rubber stamp are expression used by habit.

 It is better to use words written for present

case.

 You can avoid rubber stamp by writing in

your conversational vocabulary.
YOU-VIEWPOINT

 The you-viewpoint produces goodwill and

influences people favorably.

 The you-viewpoint emphasizes the reader’s

interests.

 Bad-news situation can benefit from you-

viewpoint wording.
ACCENT ON POSITIVE LANGUAGE

 Many ways of saying anything, each has a

unique meaning.

 Positive words are usually best for message

goals

 Negative words stir up resistance and hurt

goodwill.
EXAMPLES OF WORD CHOICE

 Negative effect

 We regret to inform you that we must deny your

request for credit.

 Positive effect

 For the time being, we can serve you on a cash basis

only.
COURTESY

 Courtesy is a major contributor to goodwill in

business documents.

 Courtesy involves the preceding goodwill

techniques.

2. Conversational language.
3. You-viewpoint.
4. Choosing words for positive effect.
SINGLING OUT YOUR READER

 It also involves writing directly for the one

reader.

REFRAINING FROM PREACHING

 The effect of courtesy is helped by not

preaching (lecture).
AVOIDING ANGER

 Rarely is anger justified in messages. It

destroys goodwill.

BEING SINCERE

 Effort to be courteous must be sincere.

THE ROLE OF EMPHASIS

 Emphasis also determines effect. Every item

communicated should get the proper
emphasis.

 There are four basic emphasis technique

2. Position
3. Space
4. Sentence
5. Mechanical
1. EMPHASIS BY POSITION

 Position determines emphasis. Beginning and

endings carry emphasis.

2. SPACE AND EMPHASIS

 The more space a topic is given, the more

emphasis the topic receives
3. SENTENCE STRUCTURE AND
EMPHASIS

 Sentence structure determines emphasis.

Short, simple sentence emphasize content;
long, individual ones do not.

4. MECHANICAL MEANS OF
EMPHASIS

 Mechanical devices (underscore, color,

diagrams, and the like) also give emphasis to
content.
COHERENCE

 Messages should be coherent. The

relationship of parts should be clear.

 Presenting information in logical order helps

coherence.
REPETITION OF KEY WORDS

 Repetition of key words connect thoughts.

USE OF PRONOUNS

 Pronouns connect with the words they relate

to.
TRANSITIONAL WORDS

 Use of transitional words in your writing.

A WORD OF CAUTION

 Do not use transitional words arbitrarily.

Make them appear natural.
THANK YOU