This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Introductory concepts @ OxfordCambridge.Org all for free and free for all.The information gathered here are under KeyPoints format and may be use:- Either to give the reader an overview before deciding for a full scale study of the subject.- Or to guide readers in expanding their knowledge on the given topic. Some recommendations, perhaps:- Identify all the KeyPoints on which you feel a need to expand your knowledge.- Choose a good book or two and/or info from Internet.- And then work towards gaining that knowledge.Please enjoy!
After developing the KeyPoints outlined in this publication, you should mainly be able to:☺ describe how to plan a communication and set the right context☺ explain how to identify the subject, the audience, and the
purpose of a document☺ outline how to gather the relevant material☺ identify the differences between descriptive and persuasive
☺ explain the importance of structure, the use of headings, and the value of an executive summary
☺ understand the value of accurate spelling and grammar☺ explain the significance of writing style☺ outline how to write conversationally☺ point out the importance of avoiding excessive jargon, clichés,
archaic language, and negatives☺ describe the effectiveness of using the active voice
Planning the communication: Summary☺ When you are planning a business
document, you need to consider its subject, its intended audience, and its purpose.
☺ You can gather information about a subject by researching it or by using techniques such as brainstorming to come up with ideas.
☺ You should consider the people who will be reading your document and decide which of their characteristics are most important to your subject matter.
☺ Most business documents fall into one of two categories• they can be descriptive and
intended to convey information• or they can be persuasive and used
to convince the reader to take some course of action.
Planning the communication☺ Professional business writing is affected
by its context - for instance, when using a different style for an e-mail sent to a small group of colleagues than for a letter sent to a bank manager.
☺ Therefore when planning our document, there is a need to consider the following:• the subject of the writing • the audience for which it is intended• the purpose we want it to fulfil
☺ On one hand the subject on which we are writing may already have been set - we may need to write a letter to a prospective employer, for example.
☺ On the other hand, we may have to decide the subject for ourselves.
☺ In either case we need to gather relevant material.
Planning the communication☺ One way to collect material for a
document is by searching for relevant terms on the Web.
☺ We can also excellent ideas by brainstorming or free-writing - typing as many ideas and words about our subject as possible in a short period of time.
☺ If we use a word-processing program to do this, you can even paste some of these ideas and phrases into the initial draft of your document.
☺ If the subject we are dealing with is quite general, we can clarify it by asking ourselves few questions about it.
☺ Shall we say we are writing a memo about how productivity can be increased in our organisation.
☺ We may narrow this subject down to more specific issues with questions such as what follows:• why is productivity that important?• is our situation similar to that in
other organisation, and if that is the case, how have they handled productivity?
• what part of the organisation is most affected by a low productivity?
☺ It is essential we find the accurate tone to use when trying to persuade readers.
☺ Appealing to our readers’ emotions is valid if we want them to make a charitable donation, but it would seem patronising or even offensive in most business situations.
Writing effectively: Summary☺ There are specific rules and formats that
you should apply to documents such as business memos and letters.
☺ Memos consist of a number of sections - the header, the body, a conclusion, and any relevant attachments.
☺ In the header section you should include your own name, the full names of the people to whom you’re sending the memo, the date, and a description of the memo’s subject.
☺ In the body of your memo you first establish why you’re writing, then make your points, and finally state your conclusion.
☺ Because they are usually sent to people outside your own company, business letters are more formal than memos.
Writing effectively: Summary☺ You should include your own address as
well as that of the person to whom you’re sending the letter.
☺ Your letter should begin with a formal greeting and end with a closing statement. You should type your name at the bottom of the letter and also include your signature.