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3 Business Style: Word Choice, Conciseness, and Tone
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Introduction Plain Style Word Choice Conciseness Tone
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Word Choice: Plain Style Use o common, everyday words o shorter, simpler sentences o active verbs o personal pronouns (I, you, we) o clear, accurate language
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Use Familiar Words Limit o “ize” and “ization” words o words from French o foreign words and phrases o jargon o buzz words
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Use Fresh and Current Language Avoid o clichés o outdated business expressions o slang o text messaging abbreviations
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Keep Language Specific, Precise, and Functional Specify details Quantify facts Avoid ambiguous statements Use comparisons and analogies
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Practise Factual and Ethical Communication Be reasonable, factual, and moderate Consider impact on others Consult colleagues Avoid libel Be timely and accurate
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Practise Factual and Ethical Communication, cont’d Avoid untrue or misleading statements Know what to disclose to whom (confidentiality agreements) Distinguish between fact and opinion Acknowledge sources to avoid plagiarism
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Achieving Conciseness Time is money Writing should be concise, complete, and polite Shorten as much as possible Avoid sounding choppy, blunt, or rude
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Achieving Conciseness, cont’d Nine ways to be concise 1.Cut long lead-ins 2.Avoid noun conversions 3.Eliminate redundancies 4.Revise empty phrases 5.Use strong, accurate verbs 6.Replace prepositional phrases 7.Eliminate fillers 8.Reduce that/which/who phrases 9.Combine short sentences
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Tone Mood of the message Ranges from casual to formal Depends on situation, purpose, channel of communication
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Tune in to Word Connotations Denotation o Literal meaning, dictionary definition of the words Connotation o Emotions implied by the words Cheap vs. economical Fake vs. faux
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Keep Your Style Conversational For most business correspondence Medium-length sentences, familiar words Can use contractions, personal pronouns Avoid slang, jargon, long words
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Personal style o Short sentences o Personal pronouns o First names o Active voice Impersonal style o Mixed lengths o No personal pronouns o No first names o Can use passive voice Personal and Impersonal Styles
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Tone and Style: Tips Be positive Focus on reader benefits Be polite Use inclusive language Write with confidence
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