10 STEPS TO SUCCESSFUL BUSSINESS WRITING

8 Maret, 2021 muhammad abdul ghofur Business Correspondence Satu komentar

7. Include essential details

If the recipient of your message must ask a question, or if something is uncleare, then something has been omitted from your message. Do not leave anything to chance. Include all essential information Table 5 sample sentences with detailed information required in business letter.

Instead	Say
My flight arrives at 3.30 on Wednesday.	My flight BA 121 from London Heathrow should arrive at Singapore Changi Airport at 1530 on Wednesday 12 June.
thoroughly enjoyed your article in last month’s newsletter.	I thoroughly enjoyed your article on feng shul in last month’s company newsletter
Our Sales Manager will contact you soon.	Mr. John Matthews, our Sales Manager, will contact you soon

8. Be consistent

Consistency is not only important in the way your message in presented, it is important within the message it self. Table 6 examples of consistent sentences in business letters.

Instead	Say
The people attending will be John Wilson, G Turner, Mandy Harrison and Bob from Sales.	The people attending the next committee meeting will be John Wilson, Gloria Turner, Mandy Harrison and Bob Turner
I confirm my reservation of a single room on 16/7 and a double room on 17 Oct.	I confirm my reservation of a single room on 16 July and a double room on 17 October.

9. Use active not passive voice

‘Voice’ is a grammatical term that refers to whether the subject of the sentence is acting or receiving the action. Using active voice can considerably improve your writing style. Actives voice makes your writing more interesting, more lively and more … well, active!

Check out these two examples of a similar message.

Active voice: Tim played the violin.

Here, the subject is the actor, Tim. You can almost see Tim playing the violin, totally absorbed in his music. He sentence is alive and interesting.

10. Passive voice: the violin was played by Tim.

Here, the subject is the violin. The action is gone. The emphasis has been moved from the subject performing the action to the subject receiving the action. It is not so easy to visuallise what is happening. The sentence is dull and boring.

Here are some tips thet may help you to tell when a sentence is passive:

Watch for sentences that start with the action rather than the actor. Sentences that start with the action are often passive.
Watch for various forms of the verb ‘to be’ such as – is, are, was, were, will be, have been, should be, etc. these verb may not always indicate that sentence is passive, but they often give you a clue.

Passive voice was preferred by our great-grandfathers because they did not want to show any responsibility in their writing. It also created a distance between the writer and the reader. Yes, passive voice was perfect for our great-grandfathers.

Our writing today, however, should show responsibility, and it should be more personal and natural more focused. Remember my golden rule ‘If you wouldn’t say it, don’t write it!’

Table 7. examples of passive sentences in business letters

Instead	Say
The design of our new systems was simplified by the use of hydraulics.	The use of hydraulics simplified the design of our new systems.
The new system was developed by our staff.	Our staff developed the new system.
The investigation has been concluded by our client, and the paperwork has been signed.	Our client has concluded the investigation and signed the paperwork.
The cheque was presented to the charity by the Prince of Wales.	The Prince of Wales presented the cheque to the charity.

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