Chapter 1 The Basic Principles of Writing

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Chapter 1 The Basic Principles of Writing

• Five Keys to Effective Writing
• Effective business writing meets five basic
  principles its clear, complete,and correct it
  saves the readers time,and it builds goodwill.
• 1. Is clear. The meaning the reader gets is the
  meaning the writer intended. The reader does nt
  have to guess.

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2. Is complete. All of the readers

• Questions are answered. The reader has enough
  information to evaluate the message and act on
  it.
• 3. Is correct. All of the information in the
  message is accurate. The message is free from
  errors in punctuation,spelling,grammar,word
  order,and sentence structure.

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4. Saves the readers time.

• The style, organization, and visual impact of the
  message help the reader to read, understand,and
  act on the information as quickly as
  possible.(Time is Money)
• 5. Builds goodwill. The message presents a
  positive image of the writer and his or her
  organization. It treats the reader as a
  person,not a number. It cements a good
  relationship between the writer and the reader.

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How to Create Messages that Meet the Principles

• To create good messages, use this seven-step
  process
• Before you write,
• 1. Analyze your audience, your purposes,and the
  situation.
• 2. Use this analysis to organize your
  information.

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3. Use this analysis to design your papers

• Revise your documents to
• 4. Be friendly and businesslike.
• 5. Emphasize the positive.
• 6. Use standard English double-check names and
  numbers. After your message is delivered,
• 7. Use the response you get to measure your
  success and to help you plan future messages.

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Characteristics of Business Writing

• Business writing characteristically serves six
  basic functions (1) to provide practical
  information, (2) to give facts rather than
  impressions, (3) to provide visuals to clarify
  and condense information, (4) to give accurate
  measurements, (5) to state responsibilities
  precisely, and (6) to persuade and offer
  recommendations. These six functions tell you
  what kind of writing you will produce after you
  successfully answer the who? why? what? and how?
  Just discussed.

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3Cs Rules

• 1.Clear 2.Concise 3.Courteous
• Examples
• A. In addition, we are also sending you our
  latest pricelist.
• B. In addition, we are sending you our latest
  pricelist.
• A. In my past experience
• B. In my experience

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ExamplesCompare the following sentences.

• A. Please send me a price-list for your T-shirt.
• B. Kindly send me a price-list for your T-shirt.
• C. I would appreciate it if you could send me a
  price-list for your T-shirt.
• D. You are requested to send me a price-list for
  your T-shirt.
• E. Would you please send me a price-list for your
  T-shirt?

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Comments

• A. standard but unfriendly
• B. old /out of date
• C. too long and meaningless
• D. tone of giving orders, unpleasant
• E. Best expression here
• How to say NO
• Compare the following sentences

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A1. I cannot attend the party.

• B1. I would attend the party,but then I would
  miss my sons graduation.
• A2. I wish I could accept your invitation.
• B2. I cant accept your invitation.

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Comments B1 ,A2 are better. Use these words

• Could, would, might, wish and if to soften your
  tone when saying No.
• Choose a better choice
• A. We will begin shipping on September 2.
• B. We cannot begin shipping on September 2.
• (For details, Read page.76.)

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Do Practice 1