Some rules of good writing
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The document provides tips for writing good business letters and communication. It recommends 1) focusing on the reader's perspective and interests, 2) using an appropriate tone for the occasion and purpose, and 3) writing naturally and sincerely. It also suggests 4) keeping sentences short and to the point, 5) writing courteously and making the letter sound friendly, 6) avoiding unnecessary words, 7) avoiding commercial jargon, 8) writing simply and effectively, and 9) avoiding monotony. Specific alternatives to wordy phrases are provided.
Some rules of good writing
- 1. Some Rules of Good Writing
- 2. 1. Think first of the reader and address yourself to his interest • The letters you send out must create a good first impression. To achieve this, “put yourself in your reader’s shoes” and try to imagine how he will feel about what you write. Try to imagine that you are receiving rather than sending the letter and emphasize that You attitude rather than the I or We.
- 3. 2. Adopt a tone suited to the occasion and the purpose of the letter • What do I want this letter to do? • Then, express yourself accordingly, being persuasive, apologetic, obliging, firm, and so on depending on the effect you want to produce.
- 4. 3. Write naturally • Say what you want to say with sincerity and make sure that it sounds sincere. • Express your own words and in your own way. • Be yourself.
- 5. CONT…. INSTEAD OF SAY I have pleasure in informing you. I am pleased to tell you (or to say) We do not anticipate any increase in We do not expect prices to rise. price Please favor us with an early Please let us have your opinion soon. expression of your views Please be good enough to advise us Please tell (or inform) us.
- 6. 4. Write clearly to the point. • Keep your sentence short and avoid the over frequent use of such conjunction as and, but, however, consequently, the effect of which is to make sentences long.
- 7. 5. Write courteously and make your letter sound friendly. • Courtesy consists not only in using polite phrases. It is the quality that enables us to refuse to perform a favor and in the same time keep a friend. To refuse a customer’s request for credit without killing all hope of future business. • Answer the letters on the day you receive them if you can.
- 8. Cont… • If you cannot answer at that time, write and explain why and say when you will write again. • Try to understand the correspondent’s point of view, if his suggestions are stupid and his criticisms unfair, reply with polite manner without giving offence. • Even if he sends you a rude or sharp letter, resist to answer the letter in a polite way. If you do the same thing, it means you also lower your dignity.
- 9. 6. Avoid wordiness. • Use no more words than are needed to make your meaning clear.
- 10. Instead of Say Please see that an enquiry is conducted to Please find out the reason. determine the reason. We express our regret at being unable to We are sorry we cannot meet your present fulfill your order on this occasion with our order immediately customary promptness. About We are writing with reference to For The information is needed in connection with
- 11. CONT… Instead of Say We shall be in position to Able In the course of the next few days During He was granted a loan of 50 poundsterling He granted him a loan of 50 poundsterling by us Payment of their account will be made by Watsons will pay their account next month. Watsons next month
- 12. 6. Avoid commercial jargon Instead of Say • Adverting to your favor Referring to your letter • Re OR • The writer wishes to acknowledge Thank you for your letter • We are in receipt of • We beg to acknowledge We have received • We have to acknowledge
- 13. CONT… • We are in receipt of • We beg to acknowledge We have received • We have to acknowledge
- 14. Cont… • We beg to inform you We are writing to inform you • We beg to thank you We thank you
- 15. Cont… • Your esteemed favor to hand • Your letter to hand We have received your letter • Yours to hand • The favor of your early reply will oblige I shall be glad to hear from you soon
- 16. 8. Write effectively. • Use simple language • Be consistent • Be precise • Use concrete words 9. Avoid monotony. 10. Write to a plan 11. Pay special attention to the opening and closing paragraph. 12. Check your letters.
- 17. Simple Language in Business Letter • Accomplished – do • Approximately – about • Communication – letter • Purchase – buy • Request – ask • Require – need • Terminate – end • Utilize – use
- 18. • Will you be good enough to – please • In the near future – soon • At the present time – now • Come to a decision – decide • Express a preference for – prefer • For the reason that – because