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Bus 251 (Lecture 06) : Business Communication Course Instructor: LKK E-Mail: Looksina - Khan@Northsouth - Edu

This document provides a summary of Chapter 5 from the Business Communication course. It discusses techniques for writing with a positive and conversational style, such as choosing an appropriate level of formality, cutting out unnecessary phrases, and using "you" viewpoint. It also covers accentuating the positive, being courteous to readers, managing emphasis, and avoiding negative language. The overall message is how to structure business writing in a way that puts readers at ease and emphasizes solutions over problems.

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Fahim Ashab Chowdhury
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40 views10 pages

Bus 251 (Lecture 06) : Business Communication Course Instructor: LKK E-Mail: Looksina - Khan@Northsouth - Edu

This document provides a summary of Chapter 5 from the Business Communication course. It discusses techniques for writing with a positive and conversational style, such as choosing an appropriate level of formality, cutting out unnecessary phrases, and using "you" viewpoint. It also covers accentuating the positive, being courteous to readers, managing emphasis, and avoiding negative language. The overall message is how to structure business writing in a way that puts readers at ease and emphasizes solutions over problems.

Uploaded by

Fahim Ashab Chowdhury
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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BUS 251(Lecture 06)

Business Communication
Course Instructor: LkK
E-mail:
[email protected]
Chapter 05
Writing for a positive effect
Using A Conversational Style
 Choose the right level of formality-
Less/More??? (pg 97- word list)

“I hereby acknowledge receipt of your July 7 letter.”


“Please be advised that, with regard to above invoice,
a payment of $312 has been credited to your account.”

 Create a balance between formal and


conversational depending on the situation.

 Cutting out rubber stamp- phrases used by


habit!
“This is to inform you…”
“Thank you for your time”
“I have received your message” etc…
Using the You-Viewpoint

https://www.youtube.com/watch?v=DBPPL
H_EaqA
Using the You-Viewpoint
 https://www.youtube.com/watch?v=HaOD1GHQriU

You v/s We ?? Both can be used for both of point of


views. (examples- page 100)
“We will do whatever we can to protect your
investment.” (View??)
“If you do not pay by the 15th, you must pay penalty.”
(View?)

“Company policy requires that you submit the warranty


within two weeks of sale.”
“Today, we are shipping the goods you ordered
February 3.”

Ethical issues???
Accentuating the Positive

 Use positive words-

“Your negligence in this matter caused the


damage to the equipment.”
“We regret that we must call your attention to our
policy of prohibiting refunds for merchandise
bought at discount.”

 Focuson what you “can” do rather than


“can’t”-

“You can’t smoke in NSU premises.”


“You cannot visit the plants except on Saturdays.”
Being Courteous
 Avoid blaming the readers-

“If you had read the instructions that came with


your cookware, you should have known not to
submerge it in water”
“You failed to indicate which fabric you wanted
on the chair you ordered.”

 Refrainfrom Preaching-
Avoid dominating your audience/reader & try to
make them feel equal to or above you.

“You will be happy to know”, “should, must,


need”, I’m sure you would like this deal” etc….
Being Courteous
 Do more than is expected-
Put yourself in the shoes of your readers

 Besincere-
Don’t overdo the goodwill technique.

“If you will help these children, Ms. Jane, you will become a
heroine in their eyes”

Don’t exaggerate.

Superlatives- greatest, finest, strongest etc…


Other words- extra-ordinary, incredible, delicious, amazing
etc…

Make it believable not overdone !


Managing Emphasis for A Positive
Effect
“In light of the current budget crunch, we approved
those suggestions that would save money while not
costing much to implement. While your plan is not
feasible at this time, we hope you will submit it again
next year…..”

 Emphasis by position-
Put the negative points in the middle rather than
in the beginning or at the end.

 Sentence structure and emphasis-


Put the negative point in the dependant clauses
or modifying phrases.
Managing Emphasis for A Positive
Effect
 Space and emphasis-
allocate more words for positive points and less
for negative points.

“Your new A-level parking sticker is enclosed”

V/S

“Your new university hospital parking sticker is


enclosed. As always, we had many more
applicants for A-level passes than we had spaces.
You B-level sticker will enable you to…….”

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