The 5Cs of Effective Business Writing - 5 PDF

Preview

Summary

Download The 5Cs of Effective Business Writing - 5 PDF

Description

The 5Cs of Effective Business Writing: Conciseness Messages that are written directly and efficiently are easier to read and understand. When you revise your writing, look for shorter ways to say what you mean. Examine every sentence that you write. Could the idea be conveyed in fewer words? Notice how the following flabby expressions could be written more concisely. Flabby at a later date at this point in time afford an opportunity are of the opinion that at the present time despite the fact that due to the fact that during the time feel free to for the period of

Concise late now allow believe, think that now, presently although because, since while please for

Flabby fully cognisant of in addition to the above in spite of the fact that in the event that in the year of 2008 in the near future in view of the fact that inasmuch as more or less until such time as

Concise

Wordy prepositional phrases Some wordy prepositional phrases may be replaced by single adverbs. For example, in the normal course of events becomes normally and as a general rule becomes generally. Wordy Concise Wordy Concise

RBS approached the merger in a careful manner. RBS approached the merger carefully. The merger will in all probability be effected. The merger will probably be effected.

Long lead-ins Delete unnecessary introductory words. The substance of the sentence often follows the words that or because. Wordy Concise Wordy Concise Wordy Concise

I am sending you this announcement to let you all know that the office will be closed on Monday. The office will be closed on Monday. You will be interested to learn that you can now be served at our web site. You can now be served at our web site. I am writing this letter because Mr Steven Tan suggested that your organization was hiring management trainees. Mr Steven Tan suggested that your organization was hiring management trainees.

Outdated expressions The world of business has changed greatly in the past century or two. Yet some businesspeople continue to use phrases borrowed from a period when the “language of business” was exceedingly formal. In the 1800s, letter writers “begged to state” and “trusted to be favored with” and assured their readers that they “remained their humble servants”.

Outdated expression Modern phrasing are in receipt of have received as per your request at your request attached hereto attached enclosed please find enclosed is/are pursuant to your request at your request thanking you in advance with reference to under separate cover in accordance with your wishes please do not hesitate to Needless adverbs Eliminating adverbs such as very, definitely, quite, completely, extremely, really, eventually, somewhat, rather streamlines your writing. Omitting these intensifiers generally makes your writing sound more credible and businesslike. Business writers who wish to sound sincere and conversational often include some intensifiers, but they guard against excessive use. Wordy Concise

We actually did not give his plan a very fair trial. We did not give his plan a fair trial.

Wordy Concise

Professor Susan Leong offers an extremely interesting course that students definitely appreciate. Professor Susan Leong offers an interesting course that students will appreciate.

Fillers Avoid fillers (like there, it is) that fatten sentences with extra words. Wordy Concise Wordy Concise

There are three vice presidents who report directly to the president. Three vice presidents report directly to the president. It is the client who should make application for licensing. The client should apply for licensing.

Repetitious words Good communicators vary their words to avoid unintentional repetition. Not only does this shorten a message, but it also improves vigor and readability. Variety of expression can be achieved by looking for suitable synonyms and by substituting pronouns. Wordy Employees will be able to elect an additional six employees to serve with the four previously elected employees who currently comprise the employees’ board of directors. Concise Employees may vote for six additional representatives to serve with the four previously elected members of their board of directors. Notice how synonyms (representatives, members) replace the overused employee.

Redundant words The needless repetition of words whose meanings are clearly implied by other words is a writing fault called redundancy. For example, in final outcome, the word “final” is redundant and should be omitted because “outcome” implies finality.

Examples of redundancy: absolutely essential adequate enough advance warning grateful thanks mutual cooperation necessary prerequisite basic fundamentals

big in size combined together consensus of opinion each and every exactly identical few in number repeat again

new beginning passing fad past history reason why red in colour refer back true facts

Task 5.1 Wordiness Revise the following sentences to eliminate flabby phrases, wordy prepositional phrases, outdated expressions, and long lead-ins. Example: This is to notify you that meetings held on a weekly basis are most effective. Revision: Meetings held weekly are most effective. 1. It is our opinion that you should not attempt to move forward until such time as you seek and obtain approval of the plan from the team leader prior to beginning this project.

2. This is to advise you that beginning with the date of April 1 all charges made after that date will be charged to your new credit card number.

3. Pursuant to your request, enclosed please find a copy of your August statement.

4. In view of the fact that our sales are increasing in a gradual manner, we must secure a loan in the amount of $50,000.

5. This is to let you know that you should feel free to use your credit card for the purpose of purchasing household items for a period of 60 days.

NEEDLESS ADVERBS, FILLERS, REPETITIOUS WORDS. Revise the following sentences to eliminate needless adverbs, fillers (such as there is and it is), and unintentional repetition. 6. There are many businesses that can benefit from totally improving the customer service they provide foronline customers.

7. It is certainly clear that there are many younger managers who are very eager but who are actually unprepared to assume management or leadership roles.

8. There are definitely five advantages that computers have over a human decision maker.

Task 5.2 Redundancies Revise the following sentences to eliminate redundancies, jargon, slang, clichés, and any other wordiness. Example: First and foremost, we plan to emphasize an instructional training program.Revision: First, we plan to emphasize an instructional [or training] program. 1. Last but not least, Troy collected together as much support material as possible to avoid getting burned in cash losses or bottom-line profits.

2. It was the consensus of opinion of members of the committee that the committee should meet at 11 a.m. in the morning.

3. If you will refer back to the contract, you will definitely find that there are specific specifications that prevent anyone from far exceeding the budget.

4. This memorandum serves as an advance warning that all books and magazines borrowed from the librarymust be taken back to the library by June 1.

5. In the normal course of events, we would wait until such time as we had adequate enough credit reports....