1. BUSINESS COMMUNICATION ENGB213
Unit 5
Rules of good writing

2. Overview Modern business communication Five key rules of good writing
Jargon or gobbledegook
Effective proofreading
Composing letters - key points to remember

3. Modern business communication
Business communications can be written in a much more relaxed style than they were decades ago.
Aim to put across message naturally, in a friendly, informal style.
Use plain language as if you are having a conversation.

4. Five key rules of good writing
Come straight to the point
Do not write long-winded documents.
Be direct and to the point – but at the same time courteous.

5. Five key rules of good writing
2. Remember the KISS principle Keep It Short and Simple – short sentences and simple words. Don’t try to impress reader with big words. E.g: “at the present moment in time” - change it to “now”

6. Five key rules of good writing
3. Use active not passive voice V oice refers to the relationship of a verb to its subject. Active voice – subject does the action in the sentence. E.g: The marketing director completed the study. Passive voice – subject receives the action E.g: The study was completed by the marketing director.

7. Is passive voice ever appropriate?
In these occasions:
It may be better to make a particularly important noun the subject of the sentence, giving it extra emphasis.
E.g: Our restaurant has been recommended by all the leading hotels in Singapore.
When you want to place the focus on the action.
E.g: The noise was heard all over the island.

8. Five key rules of good writing
4. Use the right tone

9. Written communications may be worded so that they sound polite, friendly, firm, bossy, sarcastic, condescending, even rude. Wrong tone could cause offense to your reader.
Even if you feel angry or frustrated, try not to vent your emotions in writing.

10. Five key rules of good writing
5. Use modern language The main rule of writing today is to write as you speak. If you find yourself writing something that you would not say to the person if you were having a conversation, then you should not be writing it either.

11. Jargon or gobbledegook

12. Jargon or gobbledegook
Jargon – technical words or expressions used by a particular profession or group of people and difficult for others to understand – banking/computer/legal jargon
Includes abbreviations – eg: MOHE
Reader will either get bored and stop reading, or will spend a great deal of time trying to figure out meaning.

13. Jargon or gobbledegook

14. Examples
Before – If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone.
After - If you have any questions please call.

15. Effective proofreading
Tips for effective proofreading
Avoid disturbances
Read the work out loud
Concentrate on one word at a time
Be methodical
Take a break occasionally
Look for inconsistencies
Print out hard copy for final proofreading

16. Composing letters - key points to remember
Use short sentences
Choose simple words
Avoid wordiness
Use an appropriate tone
Be precise
Ensure accuracy
Check consistency
Use your initiative
Use active not passive voice
Write as you would speak

17. Class exercise – Rewrite the parts of a letter given
Dear Mr Johnson Thank you for your of even date. For the audit of Turner Communications Pte Ltd, kindly furnish us a copy of the company’s Balance Sheet, Expenses statements and all the invoices/bills (incorporation and legal fees, etc.) paid by the holding company to our office at the earliest. We will revert to you on the treatment of the Intangible Asset and the financials of Turner Communications Inc. as soon as possible. Should you have any queries, please do not hesitate to contact us. Best regards Bernard Williams

18. Class exercise – Suggested answer
Dear Mr Johnson Thank you for your today. For the audit of Turner Communications Pte Ltd, we will need a copy of the company’s Balance Sheet, Expenses statements and all the invoices/bills (incorporation and legal fees, etc.) paid by the holding company. Please send these to me as soon as possible. I will be in touch with you on the treatment of the Intangible Asset and the financials of Turner Communications Inc. Please give me a call on if you have any questions. Yours sincerely Bernard Williams