Principles of effective business writing

1. IBS GURGAON
Principles
of
Effective Business Writing

2. Principle 1
• Orientation towards the Receiver
See your message from your receivers point of
view; their needs, interests, attitudes and
even their culture.

3. Principle 2
• Use Simple Vocabulary
Use short words which are simple in
preference to long words which are rarely
used.

4. After – subsequent
Pay - remuneration
Invoice- statement of payment
Old – antiquated
Agreed to quit (instead of)- acceded to the
proposition to terminate.

5. Principle 3
• Use Specific Words to bring Vitality and
Exactness
Use specific words which are unambiguous in
preference to abstract words.

6. Abstract words Specific words
Major losses 25% loss
As early as possible By 10th July 2016
Good attendance 90% attendance
A leading company The co. ranks 10th
In the near future By next Thursday

7. Principle 4
• Choosing Active Voice or Passive Voice
Active Voice conveys force and focus.
Passive Voice is used when an action can not
be attributed to anybody in particular.

8. • The results were reported in our July 9 letter (P)
We reported the results in our July 9 letter (A)
• A complete reorganization of the admin was
effected by the President (P)
The president completely reorganized the
administration (A)
• During the past year the equipment has been
sabotaged seven times (P)
• Two complaints have been made about you (P)

9. Principle 5
Use of Action Verbs
Use of action verbs conveys force and sense of
purpose.
Achieved Earned halved Implemented Mediated
Managed Negotiated Organized Performed
Participated Planned Presented Researched
Executed Scheduled Sorted Solved Supervised
Trained Verified Wrote Guided Doubled Analyzed

10. Principle 6
Be Brief -Prefer Short Sentences to Long
Be brief and concise

11. 1. The policy was revised consequent to the resignation of the
chairman and the reconstitution of the board.
The new board revised the policy following the resignation
of the chairman.
2. We are enclosing the monthly statement for payments due
from you.
The statement of account is enclosed.
3. We request the pleasure of your company…
We cordially invite you…
4. The enquiry commission has come to the following
conclusion and declared that the police did not act in
excess of their authority.
“There was no police excess “, declared the enquiry
commission.

12. After our perusal of pertinent data, the
conclusion is that a lucrative market exists
The data we studied shows that the market is
profitable and in high demand.

13. Principle 7
Overcoming Gender Bias
In case a student fails in the English test, he will not be
eligible for placement assistance.
In case a student fails in the English test, he/she will
not be eligible for placement assistance.
Those students who fail in the English test shall not be
eligible for placement assistance.

14. Gender biased Non-gender biased
Chairman Chairperson
Spokesman Spokesperson
Policeman Police officer

15. Principle 8
• Use Proper Sentence Structure

16. Principle 9
• Flow (sentence- paragraph- message)
The structure of the correspondence should be
cohesive and smooth flowing.
• Consistency and Continuity (Linkages)
• There must be a smooth flow of ideas and
each idea must merge into the next in an
effortless and seamless manner

17. Principle 10
Allotment of Space
Attachments:
Appendix- It is an attachment which amplifies a
portion of the main text.
Each appendix is numbered in an alphabetical
order.
Appendices may be attached at the end of
the relevant part of the document.

18. Annexure
It could be an amplification of a portion of the
appendix.
Annexure could be an independent document
which is complete by itself.