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Unit 3 Writing for Successful Communication
cliché might be appropriate in some situations as a shortcut. Being aware of
your audience helps determine whether using such a shortcut is acceptable or
if it will negatively affect the reader’s attention and trust level.
Some examples of clichés from everyday speech are:
• easy as pie
• like fi nding a needle in a haystack
• it’s not rocket science
There are also clichés that show up almost exclusively in business writing:
• Dear valued customer:
• Enclosed, please fi nd…
• Per your request…
• We are hereby requesting…
Because clichés are, by defi nition, commonplace, they will not necessarily
compel the reader to act. In fact, readers may not even understand a message
with clichés since they are likely to skip over or block out clichés as they read.
With a little imagination, it is possible to fi nd new ways to express old ideas.
Instead of the cliché, “We appreciate your business,” you might consider
ending a letter with the more personal remark, “As one of our best customers,
you have helped Jetson Markets reach our sales goal for the year. Thank-you!”
Use Familiar Words
A businesslike tone and vocabulary may be used when writing for
business communication. However, simple, everyday words, rather than long
words, will help attract and hold the reader’s attention. Long words look
diffi cult to the reader and may actually be diffi cult to read. Long words and
long sentences will make the reader wonder what you are trying to say. In
contrast, short, familiar words have more force and clarity. This has to do with
the readability of the sentences. Words of three syllables or more and long
sentences generally count against readability scores.
As you edit drafts, make an effort to eliminate long or less familiar words.
Read the sentences aloud to check whether or not the words will quickly and
clearly convey the message. This is especially important if the message will be
delivered to the public. In general, always aim to create a document that is easy
to read and understand.
Long/Unfamiliar Familiar
utilize use
terminate end
endeavor try
demonstrate show
ascertain fi nd out
query ask
initiate begin
procure get
peruse review/read
converse talk