Unit 5 Rules of good writing. Modern business communication Five key rules of good writing Jargon or gobbledegook Effective proofreading Composing.

Unit 5Rules of good writing

Modern business communicationFive key rules of good writing Jargon or gobbledegookEffective proofreadingComposing letters - key points to

remember

Business communications can be written in a much more relaxed style than they were decades ago.

Aim to put across message naturally, in a friendly, informal style.

Use plain language as if you are having a conversation.

1. Come straight to the point

Do not write long-winded documents.Be direct and to the point – but at the same time courteous.

2. Remember the KISS principle

Keep It Short and Simple – short sentences and simple words. Don’t try to impress reader with big words.

E.g: “at the present moment in time”- change it to “now”

3. Use active not passive voiceV oice refers to the relationship of a verb to its subject.Active voice – subject does the action in the sentence.E.g: The marketing director completed the study.Passive voice – subject receives the actionE.g: The study was completed by the marketing director.

In these occasions: It may be better to make a particularly

important noun the subject of the sentence, giving it extra emphasis.

E.g: Our restaurant has been recommended by all the leading hotels in Singapore.

When you want to place the focus on the action.

E.g: The noise was heard all over the island.

4. Use the right tone

Written communications may be worded so that they sound polite, friendly, firm, bossy, sarcastic, condescending, even rude. Wrong tone could cause offense to your reader.

Even if you feel angry or frustrated, try not to vent your emotions in writing.

5. Use modern language

The main rule of writing today is to write as you speak. If you find yourself writing something that you would not say to the person if you were having a conversation, then you should not be writing it either.

Jargon – technical words or expressions used by a particular profession or group of people and difficult for others to understand – banking/computer/legal jargon

Includes abbreviations – eg: MOHEReader will either get bored and stop

reading, or will spend a great deal of time trying to figure out meaning.

Before – If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone.

After - If you have any questions please call.

Tips for effective proofreading1. Avoid disturbances2. Read the work out loud3. Concentrate on one word at a time4. Be methodical5. Take a break occasionally6. Look for inconsistencies7. Print out hard copy for final proofreading

1. Use short sentences2. Choose simple words3. Avoid wordiness4. Use an appropriate tone5. Be precise6. Ensure accuracy7. Check consistency8. Use your initiative9. Use active not passive voice10.Write as you would speak

Dear Mr Johnson

Thank you for your e-mail of even date.

For the audit of Turner Communications Pte Ltd, kindly furnish us a copy of the company’s Balance Sheet, Expenses statementsand all the invoices/bills (incorporation and legal fees, etc.) paid bythe holding company to our office at the earliest.

We will revert to you on the treatment of the Intangible Asset andthe financials of Turner Communications Inc. as soon as possible.

Should you have any queries, please do not hesitate to contact us. Best regards

Bernard Williams

Dear Mr Johnson

Thank you for your e-mail today.

For the audit of Turner Communications Pte Ltd, we will need a

copyof the company’s Balance Sheet, Expenses statements and all theinvoices/bills (incorporation and legal fees, etc.) paid by the holdingcompany. Please send these to me as soon as possible.

I will be in touch with you on the treatment of the Intangible Assetand the financials of Turner Communications Inc.

Please give me a call on 032222222 if you have any questions. Yours sincerely

Bernard Williams