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Unit 3 Writing for Successful Communication
In business writing, it is important to carefully think about the words you
use. This means being sensitive not only to the intended meaning, but also to
the meaning the words might have in the mind of the receiver. There are word
choices you can make that will increase the likelihood readers will respond in
the desired way.
Precise Language
Some words are more precise than others in a given situation. When
precise language is used, the readers will be better able to understand the
message and respond in the desired way. For example, this phrase is vague:
“I would like to receive your feedback on this proposal as soon as
possible.”
On the other hand, giving a specifi c date is clear and specifi c:
“I would like to receive your feedback on this proposal no later than
Friday, March 25.”
This makes it more likely the information will be delivered when it is needed.
Precise words also make writing more interesting to read, as shown in
Figure 8-1. Notice how much easier it is to create a mental picture when precise
words are used, as opposed to generalized or vague terms.
Always keep in mind, however, that writing style is not about formulas.
Sometimes you will fi nd it makes more sense to write in general terms before
getting specifi c. For example, if you are writing to describe a new service
offered by a spa franchise, it might be best to fi rst describe it in general terms
as a new personal service before specifi cally stating the service is a Dead Sea Salt
Scrub.
Sensitive Language
When writing a business message, it is important to use language free of
biases related to gender, age, race, culture, disabilities, or other groups.
Bias-
free words
are neutral, imparting neither a positive nor negative message.
Vague Precise
Vehicle Car Hybrid Red Ford Fusion
Animal Dog Collie Lassie
Figure 8-1 The more specifi c the word, the easier it is to create a mental image.