All about Business Writing.

First, What is Business Writing?

Business writing is workplace writing, which is a form
of technical writing.

Workplace writing is generally persuasive writing.

Example 1: A Resume to persuade a potential
employer to offer an interview

Example 2: A Findings Report to persuade

employees to follow certain policies or procedures in
order to improve performance or correct errors or
problems.
 Some Types of Workplace Writings
Business Letters (most common formal letter to an
external recipient)

E-mail Transmissions (A more informal business

message than a business letter that is sent
electronically to one or more recipients, within or
external to the business).

Memoranda /memorandum (usually sent to one or more

business colleagues employed within the same business
unit or company)

Reports (financial, audit, or statistical report that

identifies the specific problem and presents collected
data, research, or recommendations for the change
process (re-engineering process.)
Some Types of Workplace Writings

Contracts (binding agreements or proposals between

two or more parties that can become legal documents
if they include an offer that is accepted.)

Manuals (a written set of instructions, procedures or

policies)

PowerPoint (a soft-ware generated, visual slide show,

with animation options, that hosts a set of notes or
bulleted points, an agenda, or other information that
supports a discussion).
Business Writing is
technical
communication
or technical
writing.
Business Writing: Technical or Workplace Writing
Definition of Technical Writing:
Writing that transfers information about a
situation, product, service, or concept . . . to
audiences of varying levels of technical knowledge, so
that each member of the audience clearly
understands the message.

The word technical means skilled, specialized,

and strict.
Technical writing follows rules
and protocols.
How to Create Effective Technical or
Workplace Writings
1. Focus on the purpose of your writing
2. Focus on your readers (Audience)
3. Satisfy document requirements (Documentation style;
visuals; data)
4. Get to the point. (Concise, uncluttered sentences)
5. Provide accurate information (Research)
6. Present your material logically
7. Express yourself clearly (Grammar; Proofreading)
8. Use efficient wording (Word Choice)
9. Make your ideas accessible (Clarity)
10. Use lists for some information (organized bullets)
11. Format your pages carefully (be neat and leave white space)
12. Manage your time efficiently (Meet deadlines)
 Pay attention to Word Choice
The following is a short list of common word choice
mistakes to watch out for in business writing.

affect, effect -- Affect is usually a verb meaning "to

influence." Effect is usually a noun meaning "result." The
drug did not affect the disease, and it had several adverse
side effects.
Effect can also be a verb meaning "to bring about."
Only the president can effect such a dramatic change.

a lot -- A lot is two words. Do not write alot.

We have had a lot of rain this year.

Data -- Data is the plural for datum, which means "a fact or
proposition." New data suggest (not suggests) that our
theory is correct. The singular (datum) is rarely used.
(the words media and staff also are treated as plural
nouns)
 Pay attention to Word Choice (cont.)
farther, further -- Farther describes distances.
Pune is farther from Mumbai than I thought.
Further suggests degree.
You extended the curfew further than you should have.

Firstly -- Firstly sounds pretentious, and it leads to the

ungainly series firstly, secondly, thirdly, fourthly, and so on. Write
first, second, third instead.

kind of, sort of -- Avoid using kind of or sort of to mean

"somewhat." The movie was a little (not kind of ) boring. Do not
put an a after either phrase. That kind of (not kind of a)
salesclerk annoys me.
 Pay attention to Word Choice (cont.)

principal, principle -- Principal is a noun meaning "the head of a

school or organization" Or "a sum of money." It is also an
adjective or meaning "most important.
Principle is a noun meaning "a basic truth or law."
Example: The principal expelled her for violating several
principles expressed in the school handbook.
Example: We believe in the principle of equal justice for all.

regardless, irregardless -- Irregardless is nonstandard. Use

regardless. Example: Regardless of what you think.

conversated is slang and the correct word is conversed.

 Written Communication
Stages of Writing Process
Organizing and Composing messages
Writing goodwill, good and bad
messages

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Written Communication
 Written Communication
Written messages allow more control, mechanical efficiency and
convenience for both sender and receiver

Written messages are your best choice, when?

You are communicating a routine matter

You are worried about urgency or ambiguity
You need or want a document recorded
Your communicating complex and / or numerical
information
You want to give your receiver time to deal with the
message at his or her convenience
Advantages Disadvantages
Ready Reference. Limited to literate world.
Legal Defence. Time Consuming.
Promotes Uniformity. Lot of paper work.
Mass Access. Needs expertise in expression.
Suitable for Distance Lack of immediate feedback.
Communication. Costly than oral communication.
Image Building. More man hours needed.
Accurate and Unambiguous. No immediate clarification.
Permanent in Nature.
Permits Substitutions and
Revisions.
 5 step writing process

1. Identify your purpose

2. Analyze your audience
3. Choose your ideas
4. Collect data to support your ideas
5. Organize your message

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 1. Identify your purpose

Is it informational?
Is it persuasive?
Are you trying to negotiate a contract/deal?

All messages have a relational purpose

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 2. Analyze your audience

Your message has to be seen from the receivers point of

view.

Be sensitive to your audience needs with a you attitude.

To help us process this order, we must ask for another copy of the
requisition.
So that your order can be filled promptly, please send another
copy of the requisition.

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 3. Choose your idea

Ideas depend on the type of message, the situation,

and the cultural context(national and international).

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 4. Collect your data

Know company policies, procedures, product details,

customer details etc.

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 5. Organize your message

Outline your message

Prepare a draft
Different approaches for different cultures.

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There are three main elements to written
communication
Structure (the way the content is laid out)
Style (the way it is written)
Content (what you are writing about)

Structure and style/layout can be relatively quickly

learnt but learning how to write good quality content
takes much longer

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 Structuring

A good structure will help you to express yourself more clearly,

whether in research, an essay, a job application letter or a CV.

Clarify your thoughts and the purpose of your

communication before you start writing. In business
communications, clarity is more important than style.
Identify the key points, facts and themes
Decide on a logical order for what you have to say
 Structuring contd.

Compose a strong introduction and ending. The first will

make an immediate and positive impression on the reader; the
second will remain in their mind after they have finished
reading
Use short paragraphs and sentences rather than long,
rambling ones. Keep to one idea per paragraph and put your
point in the first line, then add the supporting information.
Help key points to stand out by the use of headings, sub-
headings and bullet points. This will allow your reader to
quickly scan your message for the main points.
Writing in a Style appropriate to the audience

All good communicators should think about their readers:

How much information and detail will they need?
Should you use specialist terms or should you translate
these to make yourself understood by a generalist reader?
How formal or informal should your writing be?

For example:
A scientific paper aimed at an audience of non-scientists would
have to be written in simpler and less technical language.
A lawyer giving advice to a client would not go into the same
amount of details as to legal precedents and arguments as a law
student would when writing an academic essay.
Emails sent with job applications should be treated more formally
than emails to friends and family
Structure (the way the content is laid out)

Checklist
Look at a piece of writing you have had to do (i.e. an essay, report or job
application) and check it against the following points)

Is the layout clear and easy to follow?

Do headings stand out (e.g. are they in a
larger font size)?
Is the information arranged in a logical
sequence with a beginning (introduction),
middle, and end (conclusion)?
Does the introduction clearly state the
subject and purpose?
Does it briefly summarise the content? 9/14/2017
Style (the way it is written)

Does it look neat, and elegant?

Is it concise, with an exact use of words and economy of
style? For example: Instead of saying forward planning, just
say planning - there is no such thing as backward planning!
Are paragraphs too long? Paragraphs of less than 10 lines
are easier to read.
Is a blank line left between paragraphs to aid clarity?
 Style (the way it is written) contd

Is it simple, direct and lucid? For example a bureaucrat

would write: Political organisation administered directly via the
populace, intended for the employment of the general community, on
behalf of each and every one of the citizens of the nation.
Abraham Lincoln wrote: Government of the people, by the
people, for the people.
Is the first sentence interesting/ Does it draw the reader in?
Have you avoided unnecessary jargon?
Is the style suitable for the intended audience? A
scientific report aimed at an audience of non-scientists would
have to be written in simpler and more jargon free language.
Are bulleted lists used where appropriate?
Style (the way it is written) contd.

Have you used short, concrete, familiar words

rather than long, obscure, complex words?
Use the active words where possible rather than
the passive voice? Eg : It is recommended should
be replaced by We recommend as this is
simpler and more direct
Have you kept wordy phrases to a minimum?
Have you avoided repetition?
Fonts ( Use sans serif fonts like Arial, Verdana.
Avoid serif fonts like Times new roman,
Garamond)

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 Effective business messages

Your basic organizational plan depends on a number of

factors:
How you expect your reader to react to your message,
How much this person knows about this topic or situation,
What his or her cultural conventions are.

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 Effective business messages

For letters and memos, you can choose one of the four
organizational plans.

Direct Request ( When the main purpose is to make a

request that requires less persuasion)
Good news ( To grant requests, announce favourable or
neutral information, exchange routine information within or
between companies)
Bad news (Indirect organizational approach for bad news
messages)
Persuasive request plan ( Core purpose is to get your
reader to support, believe and act in your favour)
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Organizing and composing messages

Direct
Request Direct approach
Good news (begin with main
idea)

Bad news Indirect approach

Persuasive request plan (states main idea
later)

Use the Direct Request plan when the purpose is to make a

request that requires less persuasion.
Use the Good news plan to grant requests, announce favorable
information.

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 Indirect Approach

When you expect resistance to your message, such as

in a bad-news message or a persuasive request.
You should not present the main idea in the first
paragraph.
Begin with a pleasant, neutral statement, then give an
explanation before you introduce the idea.(Porch)

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 Good News

When your message is favorable or neutral, you can use

the good-news plan.

Best news or main idea

Middle Explanation, all necessary details, educational information,

resale, Sales promotion.

Positive, friendly ending, motivation to action, willingness to help

further, appreciation.

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 Bad News

A bad-news message varies from a good-news message

in tone, structure, and information.
In bad-news messages it is important that your tone be
appropriate.
Put yourself in the readers place.
Show confidence in the reader
Single people out when you praise them, put them in a
group when you criticize them.
Be courteous and shield the readers pride.
Talk with, not down to, the reader.

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 Bad News

Structure the message

Buffer
Explanation and analysis of circumstances
Friendly, positive close

Buffer
Buffers should be neutral in tone: avoid misleading the
reader into thinking the news is good.

Explanation and Analysis

Explanation are often crucial to the effectiveness of a
negative message.

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 Bad News

Friendly, Positive close

Endings should be positive, with reader friendly requests,
assurances, and reader benefits.
Invite future patronage, cooperation, suggestions or
compliances
Express continued interest, service and offer assurances.

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Tips for effective Written Communication
Draft an outline at the beginning by proper
planning.
Focus on the audience, purpose, topic and desired
outcome.
Structure the Introduction, Body and Conclusion in
a systematic and logical order.
Focus on each paragraph.
Understand the readers perception.
Avoid grammatical mistakes.
Use proper vocabulary, punctuations, commas,
colons and semi-colons.

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Tips for effective Written Communication
Avoid using slang language.
Avoid using you while making any criticism.
Always start with a positive phrase.
Always write the name of the company and the
person correctly.
Keep sentences short, clear and concise.
Avoid repetition and too many irrelevant details.
Elaborate on the technical language and jargons
used.
Effectively use the charts, graphs, diagrams and
pictures.

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Tips for effective Written Communication

Never express your anger, frustration,

irritation and aggression in written
communication.
Proof read the document before sending.
Use proper communication channel.
Get a proper feedback.
Continuously update yourself to improve
written skills.

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