3 Business Style: Word Choice, Conciseness, and Tone

Introduction Plain Style Word Choice Conciseness Tone

Word Choice: Plain Style Use o common, everyday words o shorter, simpler sentences o active verbs o personal pronouns (I, you, we) o clear, accurate language

Use Familiar Words Limit o “ize” and “ization” words o words from French o foreign words and phrases o jargon o buzz words

Use Fresh and Current Language Avoid o clichés o outdated business expressions o slang o text messaging abbreviations

Keep Language Specific, Precise, and Functional Specify details Quantify facts Avoid ambiguous statements Use comparisons and analogies

Practise Factual and Ethical Communication Be reasonable, factual, and moderate Consider impact on others Consult colleagues Avoid libel Be timely and accurate

Practise Factual and Ethical Communication, cont’d Avoid untrue or misleading statements Know what to disclose to whom (confidentiality agreements) Distinguish between fact and opinion Acknowledge sources to avoid plagiarism

Achieving Conciseness Time is money Writing should be concise, complete, and polite Shorten as much as possible Avoid sounding choppy, blunt, or rude

Achieving Conciseness, cont’d Nine ways to be concise 1.Cut long lead-ins 2.Avoid noun conversions 3.Eliminate redundancies 4.Revise empty phrases 5.Use strong, accurate verbs 6.Replace prepositional phrases 7.Eliminate fillers 8.Reduce that/which/who phrases 9.Combine short sentences

Tone Mood of the message Ranges from casual to formal Depends on situation, purpose, channel of communication

Tune in to Word Connotations Denotation o Literal meaning, dictionary definition of the words Connotation o Emotions implied by the words  Cheap vs. economical  Fake vs. faux

Keep Your Style Conversational For most business correspondence Medium-length sentences, familiar words Can use contractions, personal pronouns Avoid slang, jargon, long words

Personal style o Short sentences o Personal pronouns o First names o Active voice Impersonal style o Mixed lengths o No personal pronouns o No first names o Can use passive voice Personal and Impersonal Styles

Tone and Style: Tips Be positive Focus on reader benefits Be polite Use inclusive language Write with confidence