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1 Business English Writing for the workplace. 2 Writing tips Clear, concise and polite writing is important for successful communications in the workplace.

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Presentation on theme: "1 Business English Writing for the workplace. 2 Writing tips Clear, concise and polite writing is important for successful communications in the workplace."— Presentation transcript:

1 1 Business English Writing for the workplace

2 2 Writing tips Clear, concise and polite writing is important for successful communications in the workplace. The fundamental writing tips covered are: Short and simple sentences Clear concise language Avoiding unnecessary repetition Strong verbs Using bullet points

3 3 Writing tips(1) - Using short simple sentences The way to make your writing easier to read and understand is to use short and simple sentences. Why? They are easier to read and understand. Longer sentences can lead to misunderstandings and confusion if read quickly. Long sentences make ideas less clear. Rule One sentence = one idea

4 4 Writing tips (1)- How to write a simple sentence A simple sentence has one main idea. A simple sentence has three important parts: a subject - who or what the sentence is about a verb - the action in the sentence the complement - the remainder of the sentence, generally containing the object. Sentences are easier and clearer to understand when the subject of the sentence comes first.

5 5 Writing tips (1)- Drag a suitable subject or verb to each of the following sentences.

6 6 Writing tips (1)-

7 7 Writing tips (1)- Shortening long sentences Long sentences generally combine more than one idea. These ideas are joined together by conjunctions (joining words). The most common conjunctions are: And - so -but - or - nor -because - yet - as - for To shorten a long sentence, do the following: Circle any conjuctions Replace the conjunction with a full stop, and put in a capitial letter where needed.

8 8 Writing tips- Shortening long sentences - Activity Rewrite the following sentences as short, simple sentences. Type your answer into the box provided for each one. Correct spelling and punctuation are required. Press the Enter key at the end of each sentence to check your answer.

9 9 Writing tips- Shortening long sentences - Activity

10 10 Writing tips- Shortening long sentences – Activity solution

11 11 Writing tips(2) - Using clear & concise language To improve your writing, you should do the following: use simple, clear and direct language get rid of unnecessary words use verbs not nouns where possible.

12 12 Writing tips(2) - Using clear & concise language

13 13 Writing tips - Using clear & concise language- Eliminate unnecessary words Being concise doesn't mean being simplistic. It's about saying something clearly and effectively without being 'wordy'. There are some simple ways to make your writing concise.

14 14 Writing tips - Using clear & concise language- Eliminate unnecessary words There is no need to say the same thing twice. If you use unnecessary words or redundancies, eg cooperate together, basic essentials, true facts, you will be making your sentences wordy because both words mean the same thing. Whenever possible reduce the number of words you use.

15 15 Writing tips(3)- Avoid unnecessary repetition of words Though some words may be repeated deliberately for effect, repetitions will seem awkward if they are clearly unnecessary When a shorter, more concise form is possible, always choose it and use it. Remember: Try to be economical with words: never use a long word when a short word will do if it is possible to cut out a word, always cut it out.

16 16 Writing tips(3)- Avoid unnecessary repetition of words Activity: Replace these 'wordy' phrases with a more concise alternative. Drag the concise words to their equivalent, then press the 'Check' button to check your answers. If your choice is correct, a tick will appear. If it is not, the words will return to their original places. Continue until you have finished.

17 17 Writing tips(3)- Avoid unnecessary repetition of words

18 18 Writing tips- Avoid unnecessary repetition of words -Activity:

19 19 Writing tips- Avoid unnecessary repetition of words -Activity:

20 20 Writing tips(4) - Strong Verbs One method of writing clearly and concisely is to use strong verbs (doing/action words) rather than noun phrases. Look at the opportunities to strengthen the verb and reduce clauses to phrases or phrases to single words. Compare the following sentences: Both sentences have the same meaning. The first sentence has six words and the second has three. Using the verb compared in the second sentence rather than the noun phrase undertook a comparision in the first sentence makes your sentence clear and direct.

21 21 Writing tips - Strong Verbs -Activity Eliminate unnecessary words by replacing the following noun phrases with a verb. Type your answer into the box provided for each one. Correct spelling is required and do not put in any spaces. Press the Enter key at the end of each sentence to check your answer.

22 22 Writing tips - Strong Verbs -Activity

23 23 Writing tips - Strong Verbs -Activity cont

24 24 Writing tips(5) - Using bullet points Why? Clear and easy to read. Quick to write. Emphasises important information. Rules for using bullet points Write in complete sentences or part sentences as required, be consistent. Use a consistent type of bullet.

25 25 Writing tips(5) - Using bullet points Full stops or not? Bullet points are often incorporated into a sentence structure, generally proceeded by :. If this is the case, there are no capital letters on each line and the full stop goes at the end.

26 26 Using bullet points-cont. If bullet points are used without a lead in, they have a capital letter at the start of each line and a full stop at the end as in the sections Why and Rules for using bullet points above. These rules apply to all uses of bullet points. They are a very useful way of listing important information.

27 27 Using bullet points-cont. Rewrite the original by filling in the bullet points. Notice how the information is far more accessible in bullet form. You don't need to read the entire to see the important parts.

28 28 Using bullet points -cont. Activity

29 29 Using bullet points -cont. Activity NB. Bullet points should be used in other business formats such as reports and memos.

30 30 End Writing tips I.Samar Tahar I.Taghreed Bagies


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