Business writing

principles
WHAT IS
BUSINESS
WRITING
PRINCIPLES?

Business writing principles are

defined as a purposeful piece
of writing used in business
communication for conveying
relevant information and
details in an accurate, concise,
clear, and effective manner to
accomplish some business or
operational goals.
COMPLETENESS
• Completeness refers to giving full information
about something rather than just saying it in bits
and pieces. It’s the right of the recipient to receive
access to the whole chunk of information.
• For example, when Kiran told “write a short
passage on data science and send me”, Sachin
couldn’t understand the context whatsoever. He
had too many questions in his head about the
topic, its length and the style of writing, where this
piece of writing go etc.
• Instead, Kiran could frame his instructions as
“Sachin I want you to write a 100-200 word short
essay on the recent trends in data science. Submit
it to me by the end of this day. I need it for our
blog.”
• One way to make your message complete is
by asking 5 W & 1 H question;
➢Who?
➢What?
➢When?
➢Where?
➢Why?
➢How?
Ex: To reserve a hotel banquet room, specify
the accommodation needed (what), location
(where), sponsoring organization (who), date
& time (when), event (why), and other
necessary details (how).
CONCISENESS
NAME: ACHAL JAIN
 • Conciseness means communicating what
you want to convey in least possible words.
• Conciseness is a necessity for effective
communication.
• Concise communication provides short and
Meaning essential message in limited words.
• Concise message is more appealing and
comprehensive to the audience.
• Concise message is non-repetitive in nature.
Eliminate wordy expressions.

1. Use single word substitutes instead of phrases

without changing their meaning.

Ex: Due to the fact that she got soaked in the rain,
she is now sick.

Because she got soaked in rain, she is sick now.

2. Limit the use of passive voice.

Ex: A new resolution has been passed by the city

council.

The city council passed a new resolution.

B. Include only relevant material.
1. Omit providing information which
are obvious to the receiver(s).
Ex: We hereby wish to let you know
that our company is pleased with the
confidence you have reposed in us.
Our company is pleased with your
confidence in us.
2. Get to the point tactfully and
concisely.
Ex: It seems that they can’t wait to
get rid of this one.
They can’t wait to get rid of this one.
C. Use pronouns or initials rather than
repeating long names.
Ex: Marie Therese is beautiful.
She is beautiful.
D. Cut out all needless repetitions of
phrases ans sentences.
Ex: Many uneducated citizens who have
never attended school continue to vote for
better schools.
Many uneducated citizens still continue to
vote for
better schools.
Correctness
Aishwaryalaxmi Galagali
 MEANING
•Correctness means the accuracy of thoughts ,
• figures and words.
 The message is exact, correct and
well-timed.

No grammatical errors in
Correct communication.

communication
has following
features. Use of most suitable language for your
specific message.

If your audience spot error, they will

be distracted and this will reduce the
effectiveness of your communication.
consideration
Pavitra.S.Dashyal
Meaning
• Consideration means to consider the interest and
attention of ordains or receiver.
• It is also known as stepping into the shows of
others.
• In effective communication must take ordains into
consideration by knowing their viewpoints,
background, mindset, educational level etc.
• It attempts to envisage your audience , their requirements,
• emotion and problems.
• Consider the needs and requirements of the audience to
• achieve effective communication.
• Consideration ensure that self respect of audience is
• maintained and their emotions are not harmed.
Notes and example
• I attitude : “ I am delighted to announce
• that we will extend the office hours.”
• You attitude : “you will now be able to
• shop more with the extended hours.”
‘Imp’
• Note: focus on ‘you’ instead of ‘I’ and ‘we’.
• Emphasize positive and pleasant facts.
• Show the benefit to the receiver.
CLARITY
SA
MEANING

• Clarity is ensuring what you're saying is

• communicated clearly and with no room for
• misunderstanding.
FEATURES

• Convey your message in an easy-to-understand

manner.
• Use short simple sentences while speaking or writing.
• The aim is to share your thoughts and ideas with
utmost clarity.
• Clear messages consist of exact and concrete words.
Bad Example
Hi Vinayak
I would like to schedule a meeting with you in regards to
yesterday’s conversation. The topics you covered were
great, and I’d like to speak about them in detail. Please
let me know when you would like to have this meet.
Good Example
Hi Vinayak
I would like to schedule a meeting with you in regards to
your presentation on email marketing. The topics you
covered were great, and I would like to discuss
implementation on our current clients. Please let me
know when you have the time so that we can discuss it in
detail.
COURTESY
DEVARAJ NAYAK
 COURTESY
Courtesy means good manners, friendly, Behavior and Civility
Increases Reputation, Popularity and good
Relationships
 How to Gain Courtesy
*Be Sincere, tactful in approach, Thoughtful, friendly and
Appreciative
* Answer Politely
* Use gentle and Good expression

Examples:

"Please" and " Thank you" are Courtesy words.

COURTESY
CONCRETENESS
Kamlesh
CONCRETENESS

• It means that message should

be specific instead of
general.
• Misunderstanding of words
creates problems for parties
(sender and receiver)
• When you talk to your client
always use facts figures
instead of generic or
irrelevant information
CONCRETENESS

• Send message that are specific and ensure

• they don’t lose their meaning
• Use facts and figures to support message
• Be vague
• Use specific facts and figures
• Be precious and concrete in both written and oral
business communication
• Put action in your verbs
• Verbs propel thoughts they move ideas in place of
slower –moving nouns
• Choose vivid, image building words
• Use active to put the verb up front
Presentation On Business
Communication
TOPIC NAME: Communication and types of
communication
 Contents

➢Meaning Of Communication
➢Types Of Communication
• Verbal Communication
Types of Verbal Communication
• Non Verbal Communication
Types of Non Verbal Communication
WHAT IS COMMUNICATION
✓The word communication has been derived from the
Latin word ‘communicare’ that means ‘to share’.

✓Communication is a process of creating and sharing

ideas ,views , feelings and emotions from one person to
another ,to bring out mutual understanding and desired
action.

✓Communication is the key to the Directing function of

management.
▪ There are two types of communication
▪ VERBAL COMMUNICATION
▪ NON – VERBAL COMMUNICATION

TYPES OF COMMUNICATION
Verbal Communication is a communication that includes words
that you or others speak out loud.
e.g. email, a phone call, face-to-face meeting.

1.VERBAL COMMUNICATION
There are two types in Verbal Communication
✓ Oral Communication
✓ Written Communication
 1. ORAL COMMUNICATION
Oral communication is that channel of communication in which
message is transmitted in spoken form.
e.g.Staff Meetings, Business Meeting, and other face to face
Meetings.
Written communication is that in which information is exchanged
in the written or printed form.
e.g. Emails, Text Message, Blog Posts

2.WRITTEN COMMUNICATION
Non-verbal communication means transmission of meaning other
than oral or written words. This transmission can be through facial
expression, body posture, eye contact etc.

2.NON-VERBAL COMMUNICATION
TYPES OF NON-VERBAL COMMUNICATION
➢ Facial Expressions
➢ Gestures
➢ Postures
➢ Proxemics
➢ Paralanguage
Facial expression means one or more motions or positions of the
muscles beneath the skin of the face.
e.g.Happily Surprised, Fearfully Angry, Fearfully surprised
Gestures means visible bodily actions communicate particular
messages, either in place of, or in conjunction with, speech.
e.g.Head Nodding, Hand Shaking.

GESTURES
 POSTURES
Conveys information about: interpersonal relations. Personality
traits such as confidence, submissiveness, and openness.
e.g. Shoulder,Strugging,Facial Expression.
It is the way we signal to others how comfortable we are with
certain distances.
e.g. Social Space, Public Space, Intimate Space.

PROXEMICS
 PARALANGUAGE

It involves the study of voice quality, volume, speed rate and the
manner of speaking beyond the words.
e.g. shaky voice reveals nervousness, clear voice reveals
confidence, broken voice reveals lack of preparation etc.
‘LISTENING AND LISTENING
SKILLS’
 WHAT IS LISTENING:
Listening is the ability to accurately
receive and interpret messages in the
communication process.
Listening is with the Mind, hearing with
the senses.
LISTENING SKILLS:
An open-ended question is a question that cannot be answered with a "yes"
or "no" response, or with a static response.

When you ask someone for clarification, you are asking them to say
something in a different way or provide more information so that you
understand them better.

adjective. If you are attentive, you are paying close attention to what is
being said or done.

Summarizing responses pull important ideas and facts together. Summarizing

statements establish a basis for further discussion and also help you to review
what you've discussed and the progress that you have made.
 The literal definition of paraphrasing means to summarize a message with
fewer words.

paying respectful attention to the content and feeling expressed in another

persons' communication.

being with and responding to another person in a way that is harmonious.

A probing question sparks deep thought and detailed responses.

PROCESS OF LISTENING
Process of listening
Receiving:

•Is the intentional focus on hearing a

speaker’s message.
• This stage is represented by the ear
because it is the primary tool involved
with this stage of the listening process.
Understanding:

• In the understanding stage, we attempt

to learn the meaning of the message,
which is not always easy.
• Deciding what the message means to
you
Remembering:

•Remembering begins with listening; if

you can’t remember something that was
said, you might not have been listening
effectively.
• However, even when you are listening
attentively, some messages are more
difficult than others to understand and
remember.
Evaluating:

• The fourth stage in the listening

process is evaluating.
• evaluations of the same message can
vary widely from one listener to another.
• The stages two, three, and four are
represented by the brain because it is the
primary tool involved with these stages
of the listening process
Responding:

• Responding—sometimes referred to as
feedback—is the fifth and final stage of the
listening process.
• Your reaction to the message. It can be
emotional and intellectual
• This stage is represented by the lips because
we often give feedback in the form of verbal
feedback
BARRIERS OF EFECTIVE LISTENING
DEFINATION
❑Barriers of effective listening are
obstacles or challenges that prevent
a person from full understanding
and recognizing the message being
conveyed by the speaker .
 BARRIERS OF EFFECTIVE LISTENING

NOISE INCONVENIENT
ENVIRONMENT

LENGTH OF THE
MESSAGE LACK OF TIME
BARRIE
RS

LANGUAGE
LACK OF INTEREST BARRIERS

CULTURAL PERSONAL
DIFFERENCES BIASES
 HOW TO
OVERCOME
THE
LISTENING
BARRIERS
Eye contact is a type of body language that is extremely important
during communication and conversation. Sometimes, our eyes and
body language speak even more than words. Keeping eye contact
with the person you are talking to shows that you are actively
listening and paying attention.
1. Minimize distractions
To avoid getting distracted, make sure you are
physically facing the speaker and attempt to make
frequent eye contact with them while they are
speaking. Make sure you are seated or standing
comfortably but appropriately so you can remain
engaged. Put away your cell phone or any other
pieces of technology that could become a
distraction. The speaker may also appreciate the
gesture you’ve made to show them that they have
your undivided attention.
2.

If you think you might be an excessive talker, try

to practice self-control in conversation. Give the
other person room to speak. During any
conversation with a coworker, wait until they’re
finished speaking before you respond to show
respect for what they’re saying. Finally, observe
your listeners’ reactions as you talk. If you notice
signs of distraction in someone you are speaking
with, consider asking questions to encourage
them to talk more and direct their focus back on
the conversation.
3.
Before having a conversation, minimize sound in
your environment that could be distracting or
make it more challenging to hear. A noisy
environment can create distractions for both
listeners and speakers, resulting in possible
disruptions to conversations.
❑ A skills, some people can hear but do not listen and this can
break down relationship, communication & ends in wrong
interpretation.
THE WAY TO BECOME GOOD LISTNER
• Stay Tuned.
• Make eye contact.
• Open minded.
• Specifying in Own words.
• Don’t change the subject.
•Active Listening Builds Trust and Strong Relationships
▪Active Listening Can Help You to Resolve Conflict
▪Active Listening Prevents You From Missing Important Information
▪Active Listening Enables You To Identify or Anticipate Problems
▪Active Listening Helps You To Build More Knowledge
Types of listening

Presented by
Deepa S K
❖ Biased/Selective Listening :
The Listener wants to hear only what she/he wants to listen.
❖ Sympathetic Listening :
Shows the caring attitude of the listeners, this type of listening occurs amongst close friends
or relatives.
❖ Critical Listening :
Understanding what is said and evaluating judging and forming an opinion.
• Good for Business.

❖ Deep Listening
Occurs when you are committed to understanding speakers perspective.
❖Full Listening :
Full listening involves paying close and careful attention to what the speaker is conveying.
❖Reflective Listening :
A special type of listening that involves paying respectful attention to the content &
Feeling expressed in another person’s communication.
Why Listening is Important and
importance of listening
Why Listening is Important?

•To avoid communication errors.

•Helps to learn something new.
•It is the key to success
Importance of Listening

• We show that we are serious

• We display respect to other’s view point
• Helps us to learn
• Helps us to adapt and understand