How do we add impact to our business writing? Accurate Brief Courteous

Business English ≠ Academic English Business English ≠ Literary English Business English = English that informs or persuades in as few words as possible

1. Use plain language Avoid French/foreign derivatives request → ask desire → want endeavour → try Avoid Latin forms (-ize, -ate, -ism) utilize → use facilitate → help conceptualize - →create Don’t make nouns out of verbs Had an expectation →expected Familiarization –make aware/train Maximization – increase

Plain Language - Example ×We will endeavour to utilize your time better to facilitate a maximization of your productivity. We will try to use your time better to help increase your output.

2. Choose verbs over nouns & noun phrases Verbs add energy and impact strongest →weakest Verbs→ nouns→ adjectives→ adverbs Active verbs carry more energy – Active: The manager lost the report – Passive: The report was lost by the manager

Verb Strength - Examples ×In accordance with managerial policy, any intensification, of effort on the part of employees will be met with commensurate compensation We will reward employees appropriately for their extraordinary efforts. ×It was decided that the shares would be sold. We decided to sell our shares.

3. Make the subject and verb specific Use specific names, dates, times amounts as subjects. Replace all-purpose verbs (involve, concern, affect) with ones not as open to interpretation.

Specific Words - Example ×Management is concerned that your costing expert be involved in the planning process for the renovation. Hugh Willis wants your costing expert, Sheila Moore, to do estimates for the renovation.

4. Use concrete language Abstract - understood through the intellect - conceptual profitability, management, leadership Concrete - understood through the senses (sight, hearing, touch, taste, smell) - analogies, similies, metaphors - examples, quotes from experts

Concrete Language Examples ×When I first mentioned the idea, he was defensive, but eventually he conceded. When I first mentioned the idea he bristled, but eventually he warmed up to it. ×She left EWC meeting elated She floated out of the EWC meeting with a big smile on her face.

5. Remove clutter Get rid of useless phrases - at this point in time → Eliminate ineffective modifiers – He made an extraordinarily daring and bold move – He made a bold move Get rid of redundancies – Advance planning – Exact same

More Clutter Examples Useless phrases – Due to the fact that → because – On a regular basis → regularly – As you know… [omit] Useless modifiers – He is extremely innovative – It’s very unique – I’m completely finished Redundancies – Future prospects – Serious crisis – End result

6. Avoid clichés Clichés are overused statements of truth. If you can fill in the blank, it’s a cliché Now the inflation is threatening to rear it’s ugly _____, it goes without _______ that government spending should be curbed. The whole nation needs to tighten its _______ but this is easier said than __________. It stands to _______ that government should lead the _______. If they take drastic ______ to nip spending ___ ___ ____, then slowly but ______, our economy will recover.

7. Avoid jargon “Insider language” from within a specific industry or field of study. Often includes too many acronyms and mnemonics Write for the audience member with the least amount of insider knowledge. Remember: The brightest minds are those that can simplify a complicated issue not complicate a simple one.

Jargon Example Modern legal jargon In August 2008, 19 individuals brought a putative class action lawsuit in the U. S. District Court for the Northern District of California against Facebook and the companies that had participated in Beacon, alleging violations of various federal and state privacy laws. The putative class comprised only those individuals whose personal information had been obtained and disclosed by Beacon during the approximately one-month period in which the program’s default setting was opt out rather than opt in. The complaint sought damages and various forms of equitable relief, including an injunction barring the defendants from continuing the program.

8. Reduce the number of who, which, that clauses if possible In many cases, relative clauses can be reduced to a single word Example ×The shops that are damaged will be renovated by two carpenters who are unemployed. The damaged shops will be renovated by two unemployed carpenters.

9. Be positive & courteous Do not express negative emotions in writing --Stick to the facts. A written document can be a permanent record of everything, including your behaviour. Allow yourself time to cool off before pushing ‘send’.

10. Edit, edit, edit Reread your writing aloud Run it by someone else Make sure spell check is on