3.writing For Effect
3.writing For Effect
3.writing For Effect
voice, facial expressions, gestures, and such combine to determine the effect of the message. In writing, the printed word/s alone must do the job.
What is Effect?
The ability to pass the intended meaning
EFFECT
Make impression
Apparent result
Necessity
Good business communication helps to gain or
Goodwill Effect: Building goodwill effect is a good business practice. The success of a business is affected by what people think about the business.
6. Coherence
1. Conversational Style
Language that resembles conversation.
Its warm & natural which leaves an
impression. Used most & understood best. How we achieve it: a) Resisting the tendency to be formal. b) Cutting out the rubber stamp (clichs).
Conversational
Please refer to your March 16 letter, in which you tell how to file a claim. Enclosed is the brochure you asked about. Ill gladly follow your suggestion if the price falls.
used as you would use a rubber stamp; used without thought; may not fit the situation always.
May not impress the readers; impart impression
that the writer has no special concern for them. They are relics from the old language of business. A way of writing that was in vogue over a century ago. These are not the part of most conversational vocabularies
Rat race
Thanking you in advance Couldnt care less
In Closings Thanking you in advance We beg to remain Anticipating your favorable response
Thanking you in advance ........ Enclosed is........ Herewith enclosed please find.... Here is......... I herewith hand you....... Ill sincerely appreciate
Sincerely,
2. You-Viewpoint
You-attitude
Emphasizing the readers interest and
You viewpoint
concerns
Technique for persuading people
pronouns but an attitude of mind. The reader in the center of things. Being friendly and treating people the way they like to be treated. Skillfully handling people with carefully chosen words for making desired impression. Selection of words matter.
goals.
We:
You: We: You:
On February 7 we will deliver the Bush desk and chair set your
ordered. You will receive your Bush desk and chair set on our February 7 delivery. I look forward to receiving additional orders from you. I look forward to serving you again.
Negative Words
Words that convey unhappy thoughts mistake, problem, error, damage, loss, failure etc. Words that give the sense of denial no, do not, refuse, stop Words having unpleasant effects itch, guts, scratch, grime, sloppy, sticky, bloody, nauseous, gummy , slimy, bilious, soggy
Negative:
Positive: Negative: Positive: Negative: Positive:
allege beware careless decline disappoint fail inconvenience unfortunate waste worry
alibi blame complaint difficult fault impossible misunderstanding ruin unfair wrong
4. Courtesy
Courtesy: having humility and treating people with
respect.
Courtesy: a major contributor to goodwill. A technique to make your reader feel most
viewpoint, choosing positive words: techniques of achieving COURTESY. Techniques of being courteous:
Focusing your message on your reader Write directly to your reader: makes the reader feel important and appreciated ; Make your readers feel that you are giving them individual treatment. Do not preach Avoid the tone of lecture and sermon (it hurts goodwill). Unequal reader-writer relationship make readers unhappy.
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. Adami, will you please reply by that date.
requested making helpful suggestions wishing good luck making encouraging remarks
message. Main theme of the message is more important than supporting explanations and incidental facts. Techniques of the role of emphasis. position , space, structure and mechanical devices
Topic A
Topic B
The Cc field is for courtesy copies. Courtesy copies are for the recipients information. To send courtesy copies, put the recipients addresses in the Cc field. They wont be expected to answer. They can answer if they choose. You can send yourself a courtesy copy for your file. Do this by placing your address in this field.
Quotation Marks
Italics
The language used in a message communicates more than the message. It tells how friendly, how formal, how careful the writer is and more
6. Coherence
The independent bits of information of our writing must be
put together in a logical way to communicate your message. Presenting information in a logical order is central to coherence.
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.
In determining what we can do for you in this case, we made all the checks you authorized.
adapted to your area. Adapted varieties usually are sold by local nurseries. Preferably you should state the problem in writing. Stating the problem in writing is good for many reasons. The state of order of your findings depends on much on the plan you followed in your research. This research plan probably was the product of the preliminary analysis you made of your problem. Nouns are the doers of action. As doers of action, they attract the readers attention.
preparation time. Second, we were extremely short of experienced salespeople. For three years we had no funds for maintaining the equipment. As a result, we have suffered a succession of breakdowns. After the incident, we installed two additional video cameras. Nevertheless, theft losses continued to increase. They built the building on the site that had been filled. Consequently, the foundation cracked. Flights attendants at US Airways went on strike. Similarly, pilots and mechanics refused to cross the picket line.
Ethical Communication
Ethics are the principles of conduct that govern a person or a group. Knowing the difference between what you have a right to do and what is the right thing to do (Former Supreme Court Justice Potter Stewart). Whatever you write should be true fair considerate
claiming them/it as your own. Selective misquoting: deliberately omitting damaging or unflattering comments to paint a better (but untruthful) picture of you or your company. Misinterpreting numbers: increasing or decreasing numbers, exaggerating, altering statics or omitting numerical data. Distorting visuals: making a product look bigger or changing the scale of graphs and charts to exaggerate or conceal differences.
Write as though you were addressing intelligent people you understand and respect. Dont patronize them, but dont talk over their heads.
--Patricia T. OConner Words Fail Me