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Tutorial 1

This document provides a tutorial on the 7 characteristics of effective business writing: clear, complete, concise, courteous, considerate, concrete, and correct. It includes examples and exercises to improve writing based on these characteristics.

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68 views

Tutorial 1

This document provides a tutorial on the 7 characteristics of effective business writing: clear, complete, concise, courteous, considerate, concrete, and correct. It includes examples and exercises to improve writing based on these characteristics.

Uploaded by

摩羯座
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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UNIVERSITI TUNKU ABDUL RAHMAN CENTRE FOR FOUNDATION STUDIES FHEL 1034 ENGLISH FOR COMMUNICATION

TUTORIAL 1: THE 7 CHARACTERISTICS OF EFFECTIVE BUSINESS WRITING

1. CLEAR readable, coherent and unambiguous (i) Improve the following sentences by using simpler words and phrases for those in italics. You can use the words in the box to help you. loss best agreed old increase ended final sent

(a) We will order all the materials on this list you furnished. (b) Last year the company operated at a financial deficit. (c) We need to maximize profits in year 2008. (d) The antiquated sales strategy is ineffective in todays competitive market. (e) This is the optimum solution. (f) Definitive decision was made by the Director at the meeting yesterday. (g) The contract can be terminated by either party. (h) They acceded to the customers demand to replace the defective material. (ii) Give appropriate synonyms for the following words in order to improve understanding. (a) abbreviate (b) accelerate (c) aggregate (d) archaic (e) ascertain (f) commencement (g) conceptualise (h) conjecture (i) de facto (j) expedite (k) feasible (l) modus operandi (m) parameters (n) rescind (o) viable

(iii) Rewrite the following antiquated sentences in plain English. (a) We deem it advisable for you to wait. (b) This will acknowledge your recent letter. (c) We are holding a two-day seminar in lieu of a one-day seminar. (d) We are effective by virtue of our experience. (e) Please find enclose herewith a revised proposal for your kind consideration.

2. COMPLETE containing all necessary details

Rewrite the following sentences to include all necessary information. (a) My flight arrives at 11.45 on Friday. (b) Our Sales Representative will contact you as soon as possible. (c) Please send us the necessary details. 3. CONCISE having no more detail than is necessary (i) Rewrite the following expressions more concisely. Wordy (a) At all times (b) At the present time / At this point in time (c) Due to the fact that (d) For the reason that (e) In compliance with your request (f) In the event that (g) In the very near future (h) Make a recommendation that (i) Of a confidential nature (j) On the occasion of (ii) Rewrite the following redundant expressions. Redundancy (needless repetition of words) (a) absolutely perfect (b) advance plan (c) adding together (d) combine into one (e) different varieties (f) free gift (g) foreign imports (h) goals and objectives (i) honest truth (j) joined together (k) new breakthrough (l) past history (m) repeat again Substitution Concise

(n) small in size (o) true facts (iii) Rewrite the following sentences to make them shorter. (a) In accordance with your request, we will send the samples requested to you by 3 June. (b) Id like to apologise for any inconvenience caused, and would like to seek your pardon. (c) There is no existing system that can do this. (d) Sam has prepared some questions and the questions will be asked during the meeting. (e) In the period between June and September, we detected the problem. 4. COURTEOUS being tactful and sensitive (i) Suggest some gender-neutral alternatives for the following terms. (a) chairman (b) cleaning lady (c) firemen (d) foreman (e) housewife (f) man-hours (g) man-made (h) newsman (i) spokesman (j) stewardess

(ii) Rewrite the following sentences to avoid discriminatory language. (a) Every division head must submit his monthly report by next Monday. (b) Every doctor should advise his patients to go for annual medical check-ups. (c) Every salesman must reach a minimum of RM 10,000 sales a month. (d) Applicant for the position of fireman must submit a medical report signed by his physician. (e) All conference participants and their wives are invited to the banquet. 5. CONSIDERATE being aware of the receiver Rewrite the following sentences using the you-attitude. I-attitude You-attitude We-attitude (a) Im asking all employees to respond to the attached survey regarding working conditions. (b) .. (a) We have decided to give you another 10% discount if you make

payment within 10 days upon delivery. You-attitude (b).. (a) Im pleased to announce that we will be extending our hours to make shopping more convenient.

We-attitude You-attitude

(b)...

6. CONCRETE not vague or abstract Rewrite these sentences, using specific facts and figures in place of the underlined words to make your message more concrete. (a) We need several workers to do this work. (b) Production cost has reduced by quite a substantial amount. (c) Construction cannot begin until a later date. (d) Your feedback is needed urgently, so please contact me as soon as possible. (e) There is a meeting next week at 10 a.m. to discuss the matter. 7. CORRECT in detail, grammar, punctuation and spelling Choose the correct word or words that should be used in each sentence below. (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) A computer has the (ability, capacity) to create graphics. The report shows the desired (affect, effect). Youll be refunded for everything (accept, except) the booking fee. (Continuous, Continual) breakdown of machines slows down production rate. The defect rate (convinces, persuades) me that improved quality controls are necessary. This division contributed a small (percent, percentage) of the total revenue. There are (over, more than) two hundred branches nationwide. Mr. Anderson has a (personal, personnel) assistant. Suria College employs ten (imminent, eminent) scholars. We have (less, fewer) applicants this year compared to previous years.

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