Introduction

It reveals ones ability to think clearly and to

use language effectively Communication reaches out across vast geographical areas and targets. Businesses mainly rely on records and written documents.

Importance of skills in written communication

It requires set skills to write simply, clearly,

accurately and briefly. Should check the grammar, punctuation and spelling Should have clarity, simplicity and directness of style.

 Written communication in business covers: Downward communication: Memos, circulars etc.. Upward communication: Complaints, suggestions etc.. Outward communication: Deeds, legal contracts etc..; Written communication needs a lot of imagination and effort to arrive at finished product.

Nature of written communication:

Most formal type of communication.
Used for documentation of records. Used for circulation of formal information.

Follow rules of grammar.

Presence of sender and receiver not necessary. A creative activity.

Time consuming.

Advantages: Permanent record. Easy to understand. Less prone to errors. Wide access

Disadvantages: Involve time. Not suitable for illiterates. Involves more formalities. Immediate feedback not possible.

Purpose of Writing
The purpose of communication is to
Inform Persuade

Writing to inform
Informative writing

Writer seeks to give information or explains it

Expository writing Focus subject

Ideas, facts and information and not opinions

Objectivity Checklist

Does it focus on the subject under discussion Does it primarily inform rather than persuade Does it offer complete and exact information Can the information be ascertained

Writing to persuade

Persuasive writing Aims at convincing the reader Debatable Expresses opinions rather than facts Argumentative writing Focus- reader Check list

Does it focus on the reader? Does it basically seek to convince? Does it support its view point by giving information or valid reasons? Does it finally evoke the intended response from the reader?

CLARITY IN WRITING FOR BUSINESS

COMMUNICATION

Pre-requisites for clarity in writing

Knowledge of language

Cultivating clear,concise style of writing

Clear with the message

Use of common words

Never send the reader to the dictionary.

No abstract & technical terms.

Use concrete words with definite

meaning. No jargon. Ex:

Profit instead of Bottomline, Try instead of Endeavor.

Short & simple sentences

Long sentences are confussing Avoid unnecessary phrases Each bit of information/idea must be given seperate

sentence

Proper punctuation
Use pauses and stops for better clarity.

Breaks up words into sensible units.

Semi colon and comma help break up

sentences into readable units.

Logical sequence & brevity

Properly planned message ensure that the ideas are

in logical order. Logical connection of ideas makes any composition easy to read. Avoid unnecessary details instead be direct in approach. Power of the message to motivate necessary action.

PRINCIPLES OF EFFECTIVE WRITING

Accuracy.
Brevity. Clarity.

Language, tone and level of formality.

You attitude Natural language Active voice

Accuracy
Correctness of words Technical accuracy of Language

- Concord - Dangling modifier - Unnecessary shift in tenses - Prepositions

Concord
Rule of concord In a sentence the verb

must agree in number and person with its subject. The subject of a sentence is either singular or plural, and this determines the verbs ending. Ex: She comes from Jaipur. They comes from Jaipur.

Dangling modifier
The modifier does not logically and sensibly refer to

the subject of the main clause. Ex: Mary having completed the homework, switched on the radio. Having completed the homework, switched on the radio. Ex: Expecting a large crowd, extra chairs were ordered. Expecting a large crowd, the management provided extra chairs

Unnecessary shift in tenses

Ex: He usually makes sensible moves

although he often changed his mind. Tense should be consistent within the sentence and from sentence to sentence within the paragraph.

Prepositions
Wrong prepositions change the meaning of the

statement.
Ex: She

has a strong feeling towards us

She has a strong feeling against us Expression of time Ex: She will come back after an hour She came back after an hour Ex: I go to temple on everyday I go to temple everyday (prepositions are not needed if the point of time is qualified by an adjective)

Prepositions
Expression of place

In- used before the names of large places

such as capital cities, countries and states. Ex: I live in Bangalore At- used before villages and smaller town. Ex: My friend lives at Hassan.

Brevity
Brevity lies in saying only what needs to be said and

leaving out unnecessary words or details. Brevity is not to be achieved at the cost of clarity. Avoid wordiness Ex: The vast majority of farmers in India are poor in a greater or lesser degree Most Indian farmers are quite poor. Develop logical paragraphs. One idea per paragraph Control paragraph length. Adopt sub paragraphs if too long Appropriate opening and close. To get desired results

Language and tone

Standard English : The most commonly used

and accepted words and the language of the educated people It should follow rules of grammar, punctuation, spelling, paragraph forming Tone : Refers to feelings created by words used to communicate a message.

Levels of formality
Informal: Used for social or personal

communications. It may use colloquialism, slang and regional words. Semi-formal : It is leveled somewhere between informal and too academic.
Avoid using words that underline the negative aspects Write with cool frame of mind Focus on positive, project the neutral rather than the negative view point .

Strictly formal : It is scholarly and it uses

words which are more academic and literacy in nature.

You -attitude
It refers to the readers point of view

You should try to convey your understanding of

the readers position. Present the information by visualizing how it will affect the feelings of the reader.
Authors emphasis: I congratulate you on successfully accomplishing the task Readers emphasis: Congratulations on successfully accomplishing the task. Authors emphasis: To reduce office work and save our time, we are

introducing a new system of registration for you Readers emphasis: To facilitate your registration, we are changing the system

Natural language
We should keep the message brief

Do not use old fashioned words

Letters and memos should be written in the

language of everyday speech.

Choose active voice

In a sentence subject is the main thing. It is the

doer of an action There are two part of the sentence subject and predicate Subject is that about which something is said; the predicate is whatever is said about the subject. Active : Style describes the products look and feel to the buyer Passive : The products look and feel are described to the buyer by style.

Clarity
Use formal English & avoid slang. Prefer positive, natural Language. Use concise, specific, concrete Language. Use short sentences and avoid meandering long

sentences.

Conciseness & Correctness

Must be correct in terms of spellings,

grammer,punctuation and use of Language. Use correct prepositions i.e in,on,to,at etc and avoid unnecessary shift in tenses. Length is discouraged conciseness is encouraged Shorter words are generally more familiar and hence understood easily .

3x3 WRITING PROCESS FOR BUSINESS COMMUNICATION

The basics of business writing

To prepare business messages and oral presentation, you may have to consider the following: Business messages serve the following 3 goals:
i. ii. iii.

Purposeful. Economical / Concise. Reader Oriented. (Audience)

Purposeful:
Business writing aims at EXPRESSING and not at IMPRESSING. Here you will be trying to put forth your ideas in a simple but effective way and not exhibit your powerful vocabulary or extensive knowledge. Hence every message you prepare will have a static purpose. Business Messages serve the following Purpose: Provide information. Solve a problem. Persuade / Change Behavior. Requests resources necessary to accomplish a goal.

Economical / Concise
Business messages present perfect

information and there is no deviation from the subject. Messages are short, clear and efficient hence respects everyones time. Length is discouraged, conciseness is encouraged.

Audience / Reader Oriented:

Business messages, Helps understand an issue. Ask them to collaborate on accomplishing a goal. Persuade them to take some action. Hence every message prepared, Must consider the audiences background. Take audiences point of view into account.

The 3 x 3 writing process basically made of 3 phases:

PHASE1
1. Analyze

PHASE2
1. Research

PHASE3
1. Revise
2. Proofread 3. Evaluate

2. Anticipate 2. Organize 3. Adapt 3. Compose

Analyze
Identify your purpose Selecting the best channel

Anticipating the audience

Visualize your audience Discover what kind of language is appropriate Analyze whether your tone should be formal or informal Identify whether the receiver is neutral, positive or negative to determine how to organize the message.

Adapting to the task and audience

Creating your message that suits your audience Tone reflects how a receiver feels upon reading the message For ex: You must return the form by 5pm Would you please return the form by 5pm Cultivate a you attitude and avoid gender, racial, age bias Be courteous by using familiar and precise words

The writing process may be viewed as comprising of three distinct phases. 1. Pre-writing / planning . 2. Writing. 3. Completing. Each phase is further divided into THREE major activities. The 3 x 3 process provides the writer with a systematic plan for developing all business communication from simple memos and informational reports to corporate proposals and oral presentations.

Pre writing This prepares you to write involves : Analyzing, Anticipating and Adapting Analyzing: Study / Clarify the purpose of your communication. Ex: Letter to a department store as a manufacturer of Jeans Analyze the audience / customer so that the message can be written to meet their needs, and expectations. Analyze what medium is best needed in terms of urgency and cost. Ex. E-mail, memo, letter, report, phone.,

Anticipate: Empathize and gather the information that will inform, persuade or motivate the audience. Adapt: The message by selecting the channel and medium to suit both audience / customer and your needs. Finally, establish a good relationship with your audience / customer.

2. Writing

This involves researching, organizing and then composing the messages. Researching:
Through research / study or survey satisfy your audiences.

Organizing:
Organize your information / ideas into a loose outline. Decide on a strategy for revealing your information most effectively. Begin composing your first draft.

 Composing

In composing thoughts are committed to words to

write first draft. Control your style through appropriate degree of formality depending on target audience. Blend it with suitable conversational tone based on situation. Choose your words carefully & create effective sentences and paragraphs. Select illustration, details, annexure / catalogs, price list etc., to support your main idea.

Phase 3
Completing:

This involves revising, proofread and evaluating.

Revise and rewrite until the message comes across

clarity concisely and effectively. Proof-read carefully to ensure correct spelling, grammar, punctuation, and format / layout.

 Phase 1 requires 25% time: Worrying &

Planning . Phase 2 requires 25% time: Writing Phase 3 requires 50% time: Revising 45% & Proof reading 5%. Good writers spend most of their time in revising. The 3 x 3 writing process is not a rigid structure.