WRITING FOR EFFECT

Group Members

Abdul MateenOzair AliJunaid Iqbal

BUSINESS ETIQUETTE AND THE NEED BUSINESS ETIQUETTE AND THE NEED FOR EFFECTFOR EFFECT

Business writing requires clarity.

The goodwill effect is valuable to business.

Most people enjoy building goodwill.

Letter and some email message often require other effect.

CONVERSATIONAL STYLECONVERSATIONAL STYLE

Writing in conversational language has a favorable effect.

RESISTING THE TENDENCY TO BE RESISTING THE TENDENCY TO BE FORMALFORMAL

Writing in conversational language is not easy for we tend to be stiff and formal.

CUTTING OUT “RUBBER STAMP”CUTTING OUT “RUBBER STAMP”

Rubber stamp are expression used by habit.

It is better to use words written for present case.

You can avoid rubber stamp by writing in your conversational vocabulary.

YOU-VIEWPOINTYOU-VIEWPOINT

The you-viewpoint produces goodwill and influences people favorably.

The you-viewpoint emphasizes the reader’s interests.

Bad-news situation can benefit from you-viewpoint wording.

ACCENT ON POSITIVE LANGUAGEACCENT ON POSITIVE LANGUAGE

Many ways of saying anything, each has a unique meaning.

Positive words are usually best for message goals

Negative words stir up resistance and hurt goodwill.

EXAMPLES OF WORD CHOICEEXAMPLES OF WORD CHOICE

Negative effect

We regret to inform you that we must deny your request for credit.

Positive effect

For the time being, we can serve you on a cash basis only.

COURTESYCOURTESY

Courtesy is a major contributor to goodwill in business documents.

Courtesy involves the preceding goodwill techniques.

1. Conversational language.2. You-viewpoint.3. Choosing words for positive effect.

SINGLING OUT YOUR READERSINGLING OUT YOUR READER

It also involves writing directly for the one reader.

REFRAINING FROM PREACHINGREFRAINING FROM PREACHING

The effect of courtesy is helped by not preaching (lecture).

AVOIDING ANGERAVOIDING ANGER

Rarely is anger justified in messages. It destroys goodwill.

BEING SINCEREBEING SINCERE

Effort to be courteous must be sincere.

THE ROLE OF EMPHASISTHE ROLE OF EMPHASIS

Emphasis also determines effect. Every item communicated should get the proper emphasis.

There are four basic emphasis technique

1. Position2. Space3. Sentence4. Mechanical

1.1. EMPHASIS BY POSITIONEMPHASIS BY POSITION

Position determines emphasis. Beginning and endings carry emphasis.

2. SPACE AND EMPHASIS2. SPACE AND EMPHASIS

The more space a topic is given, the more emphasis the topic receives

3. SENTENCE STRUCTURE AND 3. SENTENCE STRUCTURE AND EMPHASISEMPHASIS

Sentence structure determines emphasis. Short, simple sentence emphasize content; long, individual ones do not.

4. MECHANICAL MEANS OF 4. MECHANICAL MEANS OF EMPHASISEMPHASIS

Mechanical devices (underscore, color, diagrams, and the like) also give emphasis to content.

COHERENCECOHERENCE

Messages should be coherent. The relationship of parts should be clear.

Presenting information in logical order helps coherence.

REPETITION OF KEY WORDSREPETITION OF KEY WORDS

Repetition of key words connect thoughts.

USE OF PRONOUNSUSE OF PRONOUNS

Pronouns connect with the words they relate to.

TRANSITIONAL WORDSTRANSITIONAL WORDS

Use of transitional words in your writing.

A WORD OF CAUTION A WORD OF CAUTION

Do not use transitional words arbitrarily. Make them appear natural.

THANK YOUTHANK YOU