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Tips / Business Writing Tips

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Last Modified Jun 06, 2008 at 09:32 AM PDT by KiranB

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This is a comprehensive collection of English speaking and writing tips. This list is a reproduction of Gloria Pincu's tips at www.basic-learning.com.

You can receive Gloria's weekly tips, which include quotes and readers' comments, by signing up at writing-tips-subscribe@yahoogroups.com

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Tip #	Topic	Details	Remarks
1	Choice of Words	Choose clear, familiar (typically shorter) words. You'll stand tall in your reader's eyes if you replace long words with shorter ones.	Use shorter words. For instance, use explain, end, try, ease (or help), sign, repeat, later and use instead of articulate, culmination, endeavor, facilitate, indication, reiterate, subsequent and u... more Use shorter words. For instance, use explain, end, try, ease (or help), sign, repeat, later and use instead of articulate, culmination, endeavor, facilitate, indication, reiterate, subsequent and utilize respectively. Short words can replace phrases. Examples (short word within brackets): 'at the present time' (now), 'at your earliest convenience' (soon), 'be in a position to' (can), 'in accordance with' (as), 'due to the fact that' (because), 'in the amount of' (for), 'under the circumstances' (therefore), 'in the event that' (if), 'in reference to' (about), 'in view of the fact that' (because), 'in order that' (so), 'noted in our recorded' (noted), 'pending receipt of' (awaiting), 'under date of' (on)	view
2	Voice of Verbs	Put more action into your sentences by using active voice rather than passive voice verbs. Passive voice verbs are generally longer in length and don’t get to the point as quickly. For exampl... more Put more action into your sentences by using active voice rather than passive voice verbs. Passive voice verbs are generally longer in length and don’t get to the point as quickly. For example: Active: A dozen people read the report. Passive: The report was read by a dozen people. Passive voice sentences include a form of the verb "to be": am, is, are, was, were, be, being, and been. Also, passive sentences sometimes include a "by" phrase after the verb: ..is being prepared by the reproduction department ..will be shown by a needs assessment Change the above to: The reproduction department prepared..... A needs assessment will show.....	Rewrite the following passive constructions into active voice: A report on the salary increases was requested by the company executives. For the final report a cover letter was used. At our ... more Rewrite the following passive constructions into active voice: A report on the salary increases was requested by the company executives. For the final report a cover letter was used. At our corporate headquarters decisions are made. Jargon is mentioned in the chapter in which style and tone are discussed. Graphic construction is analyzed in the next section.	view
3	Letter Writing	Six ways to start a sales letter: Announce important news Ask your prospects to think about a fact or idea Pose a question State a terrific offer Shock prospects Make it warm and personal more Six ways to start a sales letter: Announce important news Ask your prospects to think about a fact or idea Pose a question State a terrific offer Shock prospects Make it warm and personal	Examples: Announce important news: "Now there’s an easier, faster way to print business-quality, bar-coded envelopes while you’re working away in Microsoft Word. That’s ri... more Examples: Announce important news: "Now there’s an easier, faster way to print business-quality, bar-coded envelopes while you’re working away in Microsoft Word. That’s right! With Intouch and Word, you can print envelopes with just a single keystroke....." Ask your prospects to think about a fact or idea: "Consider this: No two words in the English language have precisely the same meaning. That’s the beauty of the language--and the challenge. If you write letters, reports, proposals, speeches, ads, articles, essays--anything--Word Finder Plus is made for you." Pose a question: "How would you like to provide your application with the ability to output full text messages to tiny wireless receivers anywhere in the world?" State a terrific offer: "Computer Generation Systems has extended its $100 upgrade offer on SuperLaser 3.0, the newest version of the best-selling print spooler for the Macintosh." Shock prospects: "As of this morning, 30,000 WriteNow users are better off than you are!" Make it warm and personal: "I’ve been planning to write you for several months, but I waited until a specific and important decision had been made."	view
4	Choice of Words	Avoid sexist language in business writing. Several years ago "he" was the standard pronoun of indeterminate gender and "Dear Sir" was used when the receiver of your corresponden... more Avoid sexist language in business writing. Several years ago "he" was the standard pronoun of indeterminate gender and "Dear Sir" was used when the receiver of your correspondence's sex was unknown. However, today it is politically incorrect and definitely not acceptable to ignore women in business. It's not good business to offend people with sexist words and images. Good writers look for ways to avoid using "he."	Some hints: Use "their" instead of "his" or "her" ("she"/"he") whenever possible by making the person plural in the sentence. For example: Origi... more Some hints: Use "their" instead of "his" or "her" ("she"/"he") whenever possible by making the person plural in the sentence. For example: Original: Each engineer should contact his manager. Revised: Engineers should contact their managers Alternate references to "his" and "her." For example, in one paragraph describe a child as "she" and in another use "he." Try to avoid words that use the suffix "man" in the traditional sense of "male." For example, use salesperson, fire fighter, supervisor, business executive and chair / chairperson instead of salesman, fireman, foreman, businessman and chairman respectively. Do not characterize professions by sex. For example, avoid using male nurse, authoress and, girl friday. Instead use nurse, author and, personal assistant (or aide) respectively. Use Miss, Ms., and Mrs. appropriately. Find out how the individual prefers to be addressed. If you are not sure, use Ms. In salutations, use "Dear Mr./Ms." However, it is always best to use a specific name in a salutation. Practice: Edit the following paragraph and eliminate the sexist language: Neither the engineer nor the draftsman could do his job until he understood the new concept. Mrs. Janet Smith appointed a committee chairman to develop a program to explore the concept. Everybody who attended the meeting made his difficulties known.	view
5	Planning	Plan before you write. Planning and organizing are the most creative tasks in writing. They are also the most demanding and difficult. Well organized documents are easy to follow, no matter how com... more Plan before you write. Planning and organizing are the most creative tasks in writing. They are also the most demanding and difficult. Well organized documents are easy to follow, no matter how complicated the subject. Poorly organized documents often defy comprehension, no matter how simple the subject. As you plan, determine the reader's needs, the purpose for writing, and the topic. These five questions will help you plan and focus on the important details: What is the main point of this document? Why are you writing to this particular person, place, etc.? Why is the document of importance to the receiver/s? What do you want the receiver to actually do?	Several other questions to ask: Who is involved? Who will be reading this? (A top manager, a coworker, a customer?) Why am I writing this report/letter/memo? (To supply information so someone can... more Several other questions to ask: Who is involved? Who will be reading this? (A top manager, a coworker, a customer?) Why am I writing this report/letter/memo? (To supply information so someone can make a decision? To recommend a procedure? To report the events of a sales presentation?) What does the reader need to know in order to do whatever it is? How much does the reader know about the subject? Should I provide background information? How much detail is needed? Is a summary needed? Would an appendix be a better way to include details? Why is the action necessary? Where is any action to take place? When are the deadlines for the project?	view
6	Letter Writing	Five tips for writing more effective business letters - Malcom Forbes, former Editor-in-Chief of Forbes Magazine, wrote some advice that he had learned about business letter writing: Know what y... more Five tips for writing more effective business letters - Malcom Forbes, former Editor-in-Chief of Forbes Magazine, wrote some advice that he had learned about business letter writing: Know what you want and say it in the first paragraph. "I want a refund within the next two weeks." Call the reader by name--Not "Dear Sir, Madam, or Ms." Use the person's name, such as "Dear Mr. Chrisanthamum," and be sure to spell it right. Write the letter from the reader's point of view. Be nice, be positive, be natural. Imagine the reader sitting in front of you. What would you say to him or her? And get rid of jargon. Be specific. You could tell the reader that a new revision was made. But if you tell the reader, "The new revision of HRFM-006 has been completed," now you have something concrete. Keep your letters short--75 - 100 words in length (or one page).		view
7	Proposal Writing	Win Approval with Proposals (Source: Executive Strategies, NY). Whether you're writing an in-house proposal or one that goes outside your organization, the purpose is the same: You want to win app... more Win Approval with Proposals (Source: Executive Strategies, NY). Whether you're writing an in-house proposal or one that goes outside your organization, the purpose is the same: You want to win approval for a program, cause or funding request. Here are some guidelines: Ask for what you want immediately. Don't build up the request with a list of reasons and justifications. You might, however, begin with some background information that sets the scene. Follow your request with supporting reasons and details. For example, the format would follow this order: purpose, scope, proposed approach, time and cost. Where possible, use the boss's or client's own words when writing the purpose statement. Be specific and describe outcomes that can be measured. Avoid lengthy proposals. Research shows they are counterproductive. Shorter proposals follow the procedures and formats word for word.		view
8	Planning	To improve your writing, keep these seven points in mind (Source: Vital Speeches of the Day): Establish your purpose by completing this statement: "What I want people to do as a result of rea... more To improve your writing, keep these seven points in mind (Source: Vital Speeches of the Day): Establish your purpose by completing this statement: "What I want people to do as a result of reading this is..." State your main point by completing this sentence: "What I want to say is..." Visualize someone you know and write to that person. Don't waste time trying to write the perfect opening. If you're stuck, type something such as "BRILLIANT INTRODUCTION GOES HERE," and move on. Resort to a similar device, such as "FIX THIS. IT STINKS," if you write something you feel is not quite right. The goal is to get the idea out, no matter how clumsy or stupid it sounds. When you go back to it, at least you have something to work with. Remember that readers recall metaphors, analogies, parables, etc., much more easily than other language. When you're writing about something, ask yourself, "What's it like? What's a good example? Can I		view
9	Writing Style	Put people in your writing. Use "people words." Instead of, " the firm reported District 7 sales increased 10 percent," write, "Sales Manager Harry Jones reported that th... more Put people in your writing. Use "people words." Instead of, " the firm reported District 7 sales increased 10 percent," write, "Sales Manager Harry Jones reported that the salespeople in District 7 sold 10 percent more this quarter." Write to one person. Avoid statements such as, "Member benefits will increase in 1999." Instead, write, "If you are a member in 1999, you will receive more benefits." Quote experts. People will more likely read an article on telemarketing that includes quotes from the National Telemarketing Association president. Use anecdotes. For example, in writing about communication techniques, relate Mary Jones' success in handling customer complaints. Include eyewitness accounts. When you write about meetings, seminars, or special events, include the opinions, feelings, and thoughts of those who attended.		view
10	Preposition Pointers	Be precise when you use prepositions	For example: "The story was on the Internet" could mean the story was seen on the Internet. Or it could mean it was about the Internet. In the first case, you might write, "The st... more For example: "The story was on the Internet" could mean the story was seen on the Internet. Or it could mean it was about the Internet. In the first case, you might write, "The story appeared on the Internet." In the second sentence, you can say, "The story was about the Internet."	view

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