1. EFFECTIVE BUSINESS
WRITING
BUSINESS COMMUNICATION
KJSIMSR
Locker and Kaczmarek

2. 7 C’S OF COMMUNICATION
 CREDIBILITY
 COURTESY
 CLARITY
 CORRECTNESS
 CONSISTENCY
 CONCRETENESS
 CONCISENESS

3. TECHNIQUES FOR EFFECTIVE
WRITING
Use Active verbs most of the time
 Passive: This matter will be
considered by us shortly.
 Active: We will consider this matter
shortly.

4.  However, use passive verbs in these
situations:
 a)To emphasize the object receiving the
action, not the agent.
 Your order was shipped on November 15.
 b) Use passives to avoid assigning
blame
 The order was damaged during
shipment.

5. c) To provide coherence within a
paragraph
 The bank made several risky loans
in the late 1990s. These loans were
written off as “uncollectible” in
2004.

6. Use verbs to present the
information more forcefully
 Weak: We will perform an
investigation of the problem.
 Better: We will investigate the
problem.

7. Eliminate words that say
nothing
 Wordy: the estimate which is enclosed
 Better: the enclosed estimate
 Wordy: There are three reasons which
explain the project’s success.
 Better: Three reasons explain the
project’s success.

8. Use Parallel Structure
 Faulty: Errors can be checked by
reviewing the daily report or note the
number of errors you uncover when
you match the lading copy with the file
copy of the invoice.
 Parallel: Errors can be checked by
reviewing the daily report or by noting
the number of errors you uncover
when you match the lading copy with
the file copy of the invoice.

9.  Parallel:
To check errors note
 The number of items on the daily
report.
 The number of errors discovered
when the lading copy and the file
copy are matched.

10. Faulty Structure
The county will benefit from
implementing flextime.
 Offices will stay open longer for more
business.
 Staff Turnover will be lower.
 Easier Business Communication with
states in other time zones.
 Increased employee productivity.

11. Improving parallel structure
The county will benefit from
implementing flextime.
 Offices will stay open longer for more
business.
 Staff Turnover will be lower.
 Easier business Communication with
states in other time zones will be
easier
 Employee productivity will increase.

12.  Faulty structure:
I interviewed juniors and seniors and
athletes.
 Parallel structure:
I interviewed juniors and seniors. In
each rank, I interviewed athletes and
non-athletes.

13. Delete Redundancies
 Consensus of opinion
consensus
 New innovations
innovations
 Visible to the eye
visible
 Surrounded on all sides
surrounded

14. Brevity in Phrases
 For the purpose of
for
 In the event that
if
 In the near future
shortly/soon

15. Use Simple Words
 Procure
get
 Fundamental
basic
 Transmit
send
 Utilize
use

16. Getting Rid of Business
Jargon
 Weak: Enclosed please find
Enclosed is, here is
 Weak: Pursuant to
According to, in line with
 Weak: As per your request
As you requested

17.  Hereto, herewith
OMIT
 Please be advised/informed
OMIT
 Trusting, this is satisfactory, we
remain
OMIT

18. THANK YOU…..