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Fundamental of Business Writing

Principles of Clear Writing


Adaptation
1. Basic Principles of Adaptation The principle of adaption is the ways fitting symbols to the target groups of audiences or readers. It is the principle on which many of the rules of business writing and speaking are based. Adaptation is related to choices of symbols of communication which should fit the minds and levels of the target groups.

1.1 Filter as the Basis for Adaptation

The meaning of the symbols are determined by the minds of the receivers or their filters. Since every filter is different and no two filers are alike, we should try to fit the words and their meanings to the readers. iii. Use technical Words with Cautions 2. Care in Word Choice All business have their own special words and jargons. 2.1 Selecting Words the Readers Will Understand And in business, the use of the jargons are everyday 2.2 Bringing Writing to Life with Words vocabulary of the use. 2.3 Setting Words for Precise Communication We assume that such words are used and understood by 2.4 Avoiding Sexist Words the outside people due to which some form of 2.1 Selecting Words the Readers Will Understand miscommunication occurs. i. Use familiar words Such words are useful when they are used with the ii. Choose Short Words over the Long Words people inside the business and with the people whose iii. Use technical Words with Cautions business is related to yours or of the same field. ii. Choose Short Words over the Long Words Excessive use of such technical words is hard ever for We should choose shorts words over the long words the business persons to understand, so they used to be because short words tend to communicate better and use used with cautions. of heavy long words confuse the readers. Careless use of such words is dull and difficult to Our filters take those long words to be more difficult communicate. They should be minimize with the persons of the same and complex. More proportion of the longer words are found to add field as well and when used with the outsiders, they more difficulty in our understanding of the should be used cautiously. Cerebral vascular accident to fellow physician and as communication. But we can find some exceptional cases where even stroke to common shorter words tend to be more difficult like vend, vie or Account receivablegibe where ever longer words tend to be more easier like Liabilitieshippopotamus and automobiles. SurplusThough word length is associated with difficulty level Some Examples of the words due to which we need to be cautious at the Long Words: the decision was predicated on the time of use of such long words. assumption that an abundance of monetary funds was So the length of the words can be found in the clarity forthcoming. of the message being communicated. Short Words: - the decision was based on the belief that Long words will result in heavy reading labor and there would be more money. slow communication and comprehension. Long Words: they acceded to the preposition to terminate business Some Examples Long Words: the decision was predicated on the Short words: they agreed to quit business. 1|P ag e

assumption that an abundance of monetary funds was forthcoming. Short Words: - the decision was based on the belief that there would be more money. Long Words: they acceded to the preposition to terminate business Short words: they agreed to quit business. Long words: the unanimity of current forecasts is not incontrovertible evidence of an impending business acceleration. Short words: agreement of the forecasts are not proof that business will get better. Long words: definitive action was effected subsequent to the reporting date. Short words: final action was taken after the reporting date.

Long words: the unanimity of current forecasts is not incontrovertible evidence of an impending business acceleration. Short words: agreement of the forecasts are not proof that business will get better. Long words: definitive action was effected subsequent to the reporting date. Short words: final action was taken after the reporting date. 2.2 Bringing Writing to Life With Words Words can bring life in writing because our minds and sensory receptors give unequal attention to the different types of words. Some words are completely ignored and varied degrees of attention are paid by us. So, strong and vigorous words communicate best because strong words alert sense organs best and hold the readers attention. Not only topic determines the interests, even the words do so. So to avoid the dullness and less attention of the readers, the writers should bring life in the writing by the use of selected words which can be done by: a) Selecting strong words and vigorous words b) Using concrete words c) Favoring active verbs d) Avoiding overuse of camouflaged verbs a) Selecting strong words and vigorous words Some words are strong and vigorous where some are dull and weak, and some fall between two. For effective writing, we need to find such difference for better understanding. Right words in right time for right people should be selected for effective effect. Tycoon is more strong than eminently successful business persons Boom is strong than period of business prosperity Some Guidelines for Word Selection Verbs are strongest words where nouns are second. Verbs are action words which command interest and nouns are doer of the actions. Both actions and doers of actions attract readers attention. Adjectives and adverbs are weak because they involve judgments and we should use them very carefully. They add length in the sentences and both involve the evaluations of the sentences. (Opposite objective approach). For Volatare, adjective is the enemy of the noun.

b) Using concrete words Concrete words are those which for sharp, clear meanings in the mind of the readers. The words are better if they are not abstract, which are fuzzy and vague in meaning. The concrete words those which arouse the sensory receptors like seeing, smelling, feeling, tasting, or hearing. Concrete words are specific words which talk about those things which exist in the world where abstract words are about concepts, ideas, and feelings as administration, wealth, loyalty, competence. Concreteness involves exactness, like a 53 % loss in stead of a significant loss. Abstract words
Good attendance record

Concrete Words
100 % attendance record

The leading company The majority In the near future Labor-saving machine

First among 3000 63% By . A machine that works of 100 workers Feather light Rs. 100 millions

Light in weight Substantial amount

c) Favor active Over passive Among all parts of speech, verbs are the strongest and among those verbs, active verbs exert strength in the communication. For vigorous writing, we need to maximize the use of such active words over passive which does not mean that use of passive verbs should be eliminated. The active verbs are stronger because the subject does the action in active where it receives the action in passive and also because active voice is shorter and clearer. Active : The auditor inspected the books. And its passive is : the books are inspected by the auditor. The results were reported in our July 9 lettersThis policy has been supported by out union. A complete reorganization of the administration was affected by the president. It is desired by this office that this problem be brought by

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the secretary before the board.- this office desire that the We must bring about a reconciliation of our differences= we must reconcile our differences. secretary brings this problem before the board. The establishment of a rehabilitation center has been Passive is good in the following situations: accomplished by the company=the company has When the doer of the action is not important as in established a rehabilitation center. advertising often is criticized for its effect on price. 2.3 Using words for Precise Meanings When the performer is unknown as in anonymous Writing requires knowledge of words and familiarity of words. complaints have been received. When the write prefers not to name the performer as in We should know the sensitivity of words and their meanings. two complaints have been made about it. Should know the difference and their effect between or d) Avoid overuse of Camouflaged Verbs Camouflaging verbs is using the verbs to describe actions among the similar words like tycoon, industry giant, by changing the verbs into a noun. In other words, we eminently successful entrepreneur and prominent camouflage verbs when we change them to a noun form business executive and action words like make an application instead of Money, fund, cash, dough, bread, finances We should learn the shades of difference in the meanings apply. An application is made by me for the post of officer, of the similar words because every word has some specific meaning. should be I apply for the post of officer. We should know the difference between pairs Some examples are: like effect and affect, stationery and stationery, farther Action Noun Forms Wording of verbs Camouflaged Verb and further acquisition make an acquisition Acquire We should use idioms very appropriately cancellation effect an cancellation Cancel Faulty idiom Correct Idiom appearance make Appear Authority about .on appraisal make Appraise Comply to with assistance give an assistance Assist Different than to have a Discuss Enamored with of reconciliation make a Reconcile Equally as bad bad make an Investigate In accordance to with recording make a record Record In search for of liquidation effect a Liquidate Listen at to Seldom or never seldom if ever Ways to Avoid overuse of Camouflaged Verbs Superior than superior to.. Camouflaged verbs can be avoided by using active We should avoid all the words that discriminate against sentences in place of passive sentences. sex, race, nationality, age, sexual orientation or disability Writing concretely also helps to avoid such verbs. even if such words are used without bad intent. We can Some examples do so by Camouflaged verbs Clear Avoiding Sexist Words Verb Form Amortization of the account was affected by the Avoiding words that stereotype by Race, Nationality, or Sexual Orientation staff= The staff amortized the account. Control of water was not possible= They could not Avoiding words that stereotype by Age Avoiding words that typecast those with Disabilities control the water. The new policy involved the standardization of the A. Avoiding Sexist Words / Using Gender-Neutral procedures.= the new policy standardized the procedures. Words Application of the mixture was accomplished= They Sexist words are those words which suggest male domination over females. applied the mixture.

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Historically, language was developed in male-dominated society due to the domination, some sexist words were produced. We need to avoid such words for fair play and courtesy and should treat both sexes equally. Masculine Pronouns for Both the Sexes Words Derived from Masculine Words Words that demean Womens Status a) Masculine Pronouns for Both the Sexes Use of sexist words are mostly reflected in the use of pronouns like he, his or him to refer to both sexes but they should be avoided because such words are found to be offensive. We should avoid the use of masculine pronouns like he, his to refer to both sexes. We can do it by: Rewording the sentences If a customer pays promptly, he is placed on our preferred list= A customer who pays promptly is placed on our preferred list. When an unauthorized employee enters the security area, he is subject to dismissal= an employee who enters the security area is subject to dismissal. Making the reference Plural Use the above examples for it too Substituting neutral expressions Us of he or she, he/she, s/he, you, one, and person Using the above examples of it too. b) Words Derived from Masculine Words We should avoid the words which are influenced by male domination. Some words are originated with such feelings and intentions like chairman, salesman, or cameraman. We need to use gender-neutral words such as: Sexist Gender-Neutral Man-made manufactured, of human origin Manpower personnel, workers Congressman member of congress Businessman business executives or businessperson Mailman letter carrier, mail carrier Policeman police officer Fireman fire fighter Repairman repair technician Cameraman camera person d) Words that demean Womens Status/ words that lower status by gender

We should avoid using words that lower others status as my girl in place of my PA or assistant Lady lawyer=lawyer, like male nurse or female nurse We should refer to women for their works and roles by the same words that we would use for mean like lawyer, author, sculptor, poet 2.4 Use of Non-discriminatory Writing B. Avoiding words that stereotype by Race, Nationality, or Sexual Orientation Words that depict minorities in a stereotyped way are unfair and untrue due to which they are to be avoided from writing Jews are miserly, Hispanics are lazy etc. Words that present members of minorities as exceptions to stereotypes are also unfair and they should not be used. And we should treat all people equally by being sensitive to the effects of the words. We should treat all people equally without regard to their minority status which can be done by asking to ourselves how those words would affect us if we were addressed. So we need to choose the words from their view points. Some examples are like a Chinese manager, a hard working Chinese African American C. Avoiding Words that Stereotype by Age Words that label people as old or young can arouse negative reactions, against both the old and the young. Being old is not necessarily being feeble, forgetful or forsaken. Presenting both the old and the young objectively is only fair. So we should use and label only relevant and positive terms as far as possible. Use of such discriminatory words would result in negative connotation. Be careful to use the words like senior citizens, elderly, golden ager, oldster, youngster Fairer words are like young man, young woman, young person D. Avoiding Words that typecast those with Disabilities Words that typecast those with disabilities should be avoided in the use of our communication, mostly in our business writing. Disabled people are more sensitive to those words that describe their disabilities and we should not stereotype people. For this, we should not use such derogatory labels and apologetic or patronizing behaviors. We should work to develop non-biased attitude and show it through carefully chosen words.

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