Adaptation in Business Communication

- Fitting The Message To

A Specific Reader

Business Grammar
Dos

& Donts

Golden Rules

Choose Short Words

Short words communicate better exceptions exist The antiquated merchandising strategy is ineffectual in contemporary business operations The old sales strategy will not work in todays business They acceded to the proposition to terminate business They agreed to quit business

Select Stronger Words

Verbs -- Action Words -Strongest Nouns -- Doers Of Action -Are Second Adjectives And Adverbs -Weak Words -- Add Length And Distract

Illustrations of Stronger Words

Strong Slump Boom Tycoon Weak Period Of Decline In Market Period Of Business Prosperity Eminent, Successful Businessman

Use Concrete Words

Concrete Words -- Form a Sharp and Clear Meaning In Mind Abstract Words -- Give a Vague Or a General Meaning

Illustrations of Concrete Words

Abstract Concrete A Substantial Gain A 60% Profit A Piece Of Art A Painting Administration Managing Director

Avoid Jargon
Avoid Legal Words Like Thereto, Therein, Herein, Ipso Facto, Etc The Land Adjacent Thereto Can Be The Adjacent Land Avoid We Beg To State

Illustrations of Jargon
Replace

a stroke with a cerebral vascular accident Replace ultimo with of the previous month Replace proximo with of the next month

Replace Formal and Stiff Words With Simple and Preferable

This is to acknowledge We acknowledge Attached herewith Would you be good enough Instant, inst (of the same month) We hand you our latest quotation enclosed herein Thank you for your Thanks for your letter Attached Would you please Write the month

Enclosed is our latest quotation

Use Appropriate Synonym

Differences In The Finer Shades Of Meaning Has Its Effect On Writing

E.G. Beautiful And Magnificent Convey The Same Meaning, Yet

Beautiful Is More Appropriate For A

Lady And Magnificent For A Building

Use The Active Voice

ACTIVE VOICE
SUBJECT DOES THE ACTION STRONGER AND SHORTER

PASSIVE VOICE
SUBJECT RECIEVES ACTION IT DULLS THE ACTION

Passive Voice has its Place

When the doer of the action is not important Helps to avoid accusing the reader Better when the performer is not known or When the writer prefers not to name the performer

Use Technical Words and Acronyms With Caution

Use Only When Readers Know Them Use Initials Carefully, Define And Spell Out Acronym Is A Word Formed From The Initial Letters Of A Multiword Name. WAC Is Womens Army Corps

Avoid Discriminatory Words

Gender Bias Replace authoress, actress with author, actor Avoid using he for everyone, use he or she Racial bias

Avoid Discriminatory Words

Age Bias
Do not include age when irrelevant e.g. Mr X, 56, has just joined our company

Disability Bias
Replace Crippled workers face difficulties in their work place with Workers with physical disabilities face difficulties in their work place

You Attitude
Avoid I, Me, Mine, We, Ours Use You And Yours
We attitude We have four different savings schemes in which our customers can invest their savings. You attitude You have a choice of four savings schemes in which you can invest your savings

You Attitude
But

Avoid It If It Makes You Sound Dictatorial Or When Someone Makes A Mistake

e.g. Say We Have A Problem Instead Of You Caused The Problem

Emphasize the Positive

Explain What You Have Done, What You Can Do, And What You Will Do Avoid Saying What You Havent Done, Cant Do Or Wont Do
Negative Positive It is impossible to Your computer would repair your computer be ready by Friday today

Emphasize the Positive

Avoid referring to failures, problems, shortcomings Focus on what the person can do to improve
Negative Positive
The problem with this The performance of this department is a failure department can be to control costs improved by tightening up cost controls

Establish A Good Relationship With Your Audience By

Using You Attitude, Bias-free And

Positive Language Establishing Your Credibility Being Polite By Expressing Yourself With Courtesy, Kindness, Tact Being Prompt In Your Correspondence Projecting The Companys Image

Misplaced Modifiers
Modifying words or words that describe. Keep them near the noun Mr Jones is the person speaking to Susan with the grey moustache Mr Jones is the person with the grey moustache speaking to Susan

Misplaced or Dangling Modifiers

Walking to the office, a red sports car passed her
A red sports car passed her while she was walking to the office

Unparallel and Parallel Sentences

To waste time and missing deadlines are bad habits Wasting time and missing deadlines are bad habits

Unparallel and Parallel Sentences

To reduce expenses the company will have to cut salaries, closing the canteen and slashing travel expenses To reduce expenses the company will have to cut salaries, close the canteen and slash travel expenses

Unparallel and Parallel Sentences

Two new duties for the job are making phone calls and to call on clients Two new duties for the job are making phone calls and calling on clients