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Business Writing Techniques

Business Writing Techniques. Dr. Manishankar Chakraborty Business Studies Department Ibra College of Technology. Contents. Introduction Differences in Business Writing Sample Factors Activity-1 Tips Activity 3 and Activity 4 References. Introduction. Formal writing

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Business Writing Techniques

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  1. Business Writing Techniques Dr. Manishankar Chakraborty Business Studies Department Ibra College of Technology

  2. Contents • Introduction • Differences in Business Writing • Sample • Factors • Activity-1 • Tips • Activity 3 and Activity 4 • References Dr. Manishankar Chakraborty

  3. Introduction • Formal writing • For official purpose • Follows a pattern • Challenges posed by internet • Presentable to all officials • Conducive to working environs Dr. Manishankar Chakraborty

  4. How is Business Writing Different? • Objective • Audience- Different stakeholders, different approach • Pattern • Mode-Soft, Hard, Both • Output to be achieved • Any other? Dr. Manishankar Chakraborty

  5. The Ten Commandments Dr. Manishankar Chakraborty

  6. Sample this and Comment • Hey Ali, • What’s up dude? I was thinking about discussing our next project with you, but gosh, I found that you are still working on the old consignment to be delivered to our client from the UAE! Can we sit together and put our heads together to see the fruition of the existing work as it would affect our individual performance not to forget the impact, it would have on the team and organization as a whole. • Awaiting your positive response, • Lovingly, • Abdullah • Bcc- Team Lead Dr. Manishankar Chakraborty

  7. Factors to be considered in Business Writing • The objective • The clarity • Hierarchy of the sender • Hierarchy of the receiver • Relationship • Initiator of the Communication • Responder of the Communication Dr. Manishankar Chakraborty

  8. Factors to be considered in Business Writing • The starting • The body • The closing • Importance • Acknowledgement and its importance • Punctuation • Format-Standard/Customized Dr. Manishankar Chakraborty

  9. Factors to be considered in Business Writing • Mode-Hard, Soft or Both • Language • Simplicity • The Communication Loop Dr. Manishankar Chakraborty

  10. Soft Vs. Hard form Dr. Manishankar Chakraborty

  11. Activity-1 • Imagine no standard format is available and you are willing to communicate with our college dean in order to travel owing to some emergency back home. • Write an application for the same. Dr. Manishankar Chakraborty

  12. Tips for business writing • Starting by using short declarative sentence • Substituting long words with small ones (use Vs utilize) • Self-editing a must • Removing unwanted words or phrases • Refraining from using foreign words/phrases/idioms/jargons • Emailed communication should be crisp with the objective written clearly • Using plain English • Being specific rather than beating around the bush Dr. Manishankar Chakraborty

  13. Tips for business writing • Curbing enthusiasm-Overusing exclamation! • Choosing professional sign offs like ‘Regards’ • Using active verbs rather than passive ones, E.g. ‘Robin called the meeting’ and not ‘The meeting was called by Robin’ • Using straight forward sentence structure- ‘Subject-Verb-Object’ for better understanding • Choosing pronouns wisely and not hesitating to use ‘me’, rather than ‘Franklin and myself’ • Common grammatical mistakes should be avoided- • ‘Subject-Verb agreement’ as ‘number of subjects decides the number of verb’ Dr. Manishankar Chakraborty

  14. Tips for business writing • Singular verb form after ‘Nobody, someone, everybody’ • Knowing when to use ‘that’ and ‘which’-That introduces ‘essential information’ and which introduces ‘extra information’ • E.g.  "Computers are the only products that we sell” • E.g.  "I'm interested in speaking with you about our new product, which has the potential to increase sales." • Avoiding using ‘metaphors’ ‘smile’ or ‘other figure of speech’ in emails • Avoiding bookish language Dr. Manishankar Chakraborty

  15. Activity 3,4 and 5 • Kindly go through the business writing related sheets given to you as separate attachments and identify the shortcomings present therein. Dr. Manishankar Chakraborty

  16. References • Helen Coster, Ten Tips for Better Business Writing, accessed on 18th May 2013, business portal, http://www.forbes.com/2010/05/03/better-business-writing-leadership-careers-tips.html • Ten Commandments, Accessed on 19th May 2013, Google Image, http://www.google.com.om/search?q=images+of+business+writing&hl=en&tbm=isch&tbo=u&source=univ&sa=X&ei=58eZUb6HGtDMrQfoy4HQCQ&ved=0CDcQsAQ&biw=1920&bih=976#imgrc=zElJIv9CB9zyM%3A%3BhQRkuoWZL9ZK8M%3Bhttp%253A%252F%252Fwritingtraining.files.wordpress.com%252F2013%252F02%252Fmagneto-ten-commandments-of-business-writing.jpg%3Bhttp%253A%252F%252Fwritingtraining.wordpress.com%252F2013%252F02%252F08%252Finfographic-10-commandments-of-business-writing%252F%3B1240%3B1753 Dr. Manishankar Chakraborty

  17. Finally….. • Writing is a way to express ones mind, so one needs to be careful while jotting down the thought, both in the personal and professional life! • Happy Writing!!! • Floor open for discusssion. Dr. Manishankar Chakraborty

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