Teacher – Shahed Rahman Writing for Effect Teacher – Shahed Rahman
Introduction Clarity is the biggest concern in most of the writing Written communication within a business primarily requires clarity Business writing requires clarity and planned effect Getting the desired effects is a matter of writing skill and of understanding people
Good Will The goodwill effect is valuable to business Most people enjoy building goodwill
COVERSATIONAL STYLE Writing in conversational language has a favorable effect. Conversational Language we mean language that resembles conversation. Its natural Resisting the Tendency to Be Formal We tend to be stiff and formal Eg. Reference is made to your May 7 email, in which you described the approved procedure for initiating a claim Please refer to your May 7 email, in which you tell how to file a claim
COVERSATIONAL STYLE Cutting out Rubber Stamp Rubber stamps are expression used by habit every time a certain type of situation occurs Do not fit with the present situation Not likely to impress readers Expression from the old language of business are rubber stamps. Some new ones also exist You do not need to know all the rubber stamp to stop using them You can avoid rubber stamps by writing in your conversational vocabulary
COVERSATIONAL STYLE Examples Please be advised that you should sign the form before the 1st. ( Dull and Stiff ) You should sign the form before the 1st. (Friendly and Conversational ) The undersigned wishes to advise that the aforementioned contract is at hand. I have the contract Hoping this meets with your approval…. I hope you approve
YOU-VIEWPOINT Influence people favorably You – view point emphasize the readers interest It is an attitude of mind involving more than the use of you and yours The You- Viewpoint Illustrated I am happy to report…. You will be happy to know We have received your report on May 27. Thank you for your report of May 27.
YOU-VIEWPOINT A Point of Controversy Some say that the you viewpoint is insincere and manipulative. It can be insincere, but it need not be. Using the you view point is just being courteous. Research supports its use The you view point can manipulate. But condemn the goal, not the technique A middle ground approach is best. Use the You-viewpoint when it is the right thing to do
ACCENT ON POSITIVE LANGUAGE Of the many ways of saying anything, each has a unique meaning Effects of Words Positive words are best for message choice. Specially when goodwill are needed Negative words blend up resistance and hurt good will Beware of strongly negative words
ACCENT ON POSITIVE LANGUAGE Examples of Word Choice Smoking is not permitted anywhere except in the lobby. Smoking is permitted in the lobby only We cannot deliver until Friday We can deliver the goods on Friday
COURTESY Courtesy is a major contributor to good will in business documents. Courtesy involves the preceding techniques Singling Out Your Reader or Focusing your message on your reader Write Directly to your reader This means writing for the one situation Refraining from Preaching No preaching or lecturing A preaching tone hurts good will We do not want to be bossed In general when people try to convince on something Eg. You must – You need
COURTESY Doing More Than Is Expected Doing more than necessary builds good will Avoiding Anger Being Sincere Overdoing the Good will Techniques – Something seriously Wrong Avoiding Exaggeration - overstatement
THE ROLE OF EMPHASIS Emphasis by Position Space and Emphasis Beginning and Endings of a writing unit carry more emphasis than the center parts Space and Emphasis The more you say about something, the more emphasis you give it
THE ROLE OF EMPHASIS Sentence Structure and Emphasis Short simple sentence s emphasize contents Long involved ones do not emphasize the content Mechanical Means of Emphasis BOLD Italics “ ------”
COHERENCE ( Unity or Logic ) Message should be coherent – The relationship among the part should be clear. Presenting information in a logical order is central to coherence E.g.. Firstly, Secondly, Finally etc