Modern Business Writing

4.3.6 Ten principles for effective writing

1. 
   Use variety in your writing. On the average, sentences should be short; 18 - 20
   

words is ideal. Paragraphs should contain 5 – 7 sentences.
2. Avoid weak language. For example words such as rather, very, little, pretty.
We should all try to do a little better and be very watchful of this

rule, for it is a rather important one, and we are pretty sure to

violate it now and then.
3. Avoid clichés, buzzwords, and jargon.
4. Avoid unnecessary words (padding) such as “the, that, I think, I feel, I believe”.
5. Use active not passive sentences.
6. Write as you would talk. Use conversational and familiar language. And always

remember your “company” manners.

7. Don’t nominalise by adding “tion” or “ment” to verbs. For example, don’t say

“utilisation of” when you mean “use”.

8. Don’t dangle. For example: “The document was filed by the employee who had

been working on it in the wrong drawer”.

9. Use active verbs. Stay away from forms of the verb “to be, to make, to do, to have”. A sentence beginning “There are …” is a sure tip off that you are falling into bad habits. Don’t write, “There are several tax problems requiring resolution,” when you can write, “Several tax problems require resolution”.
10. Write to express not to impress.

Based on Robert Gunning
Module 5

5. 
   Writing for a specific readership and for different
   

circumstances

After attending this module delegates will be able to:

• 
  Plan the content and layout of the business letter
  
• 
  Draft templates for various routine letters
  
• 
  Formulate written responses to complaints
  

• 
  Adopt the correct approach to e-mail
  
• 
  Evaluate examples of good and poor e-mails
  
• 
  Respond to clients’ e-mails
  

• 
  List forms of e-mail etiquette
  
• 
  Embark upon précis writing
  
• 
  Develop a framework for a routine report
  
• 
  Propose a framework for an investigative report
  
• 
  Develop an outline for a proposal
  
• 
  Explain the concept and content of the executive summary
  
• 
  Interpret financial and statistical information on behalf of the reader
  
• 
  Explain the concept and structure of a persuasive report
  
• 
  Construct the content and layout of a notice of meeting
  
• 
  Organise the content and layout of an agenda
  
• 
  Explain the structure and contents of a set of minutes
  
• 
  Apply Gunning's Readability Index
  

5.1 Inter-office memos

5.1.1 Checklist

1. 
   Define your topic and state it accurately
   

2. Consider your reader when you determine the tone of the memo. In most cases,

use a friendly informal style.
3. Put the main point of your memo in the first sentence.
4. Use the body of the memo to provide necessary details and background

information. All sentences should be directly related to the topic stated in the subject line.

5. 
   Memos should be specific, to the point, and contain simple, direct language.
   

They must evoke response and action.

5. 
   Keep copies of the memos you write. They are often useful for future reference.
   

5. 
   Do not use a salutation nor a complementary close. However, if you wish to, it is
   

permissible to use the name of the person you are writing to in the beginning of

the body.

5. 
   Keep your paragraphs short and crisp. If necessary number them.
   

9. Only write a memo when a telephone call is not sufficient, or when a written

record is needed, or when you have to reach many people.
10. Be sure your terminology, sentence length and structure, and paragraph length

and structure all make for quick, clear, easy reading. Itemisation and tabulations may help.

5.1.2 Example Memo

From: IT department

To: Limpopo area reservation staff

Date: 15 September 2009

New Monthly Reporting System

We’d like to go over some of the changes in the new monthly reservation reporting system that we discussed at Monday’s special meeting.

This new system will save you time when reporting future sales. We understand your concern about the effort that will be required initially to input your visitor data. However, we are confident that you will all soon enjoy the benefits of this new system.

Here is a look at the procedure you will need to follow to complete your area's client list:

1. 
   Log on to the company web site at http://www.leisureparks.com
   
2. 
   Enter your user ID and password.
   
3. 
   Once you have logged on, click on "New Visitor".
   
4. 
   Enter the appropriate visitor information.
   
5. 
   Repeat steps 3 and 4 until you have entered all of your visitors.
   
6. 
   Once this information has been entered, select "Place Visitor".
   
7. 
   Choose the client from the drop down list "Visitors".
   
8. 
   Choose the camp from the drop down list "Camps".
   
9. 
   Click on the "Process Visitor" button.
   

As you can see, once you have entered the appropriate visitor information, processing reservations will require NO paperwork on your part.

If in doubt about any of the procedures described above please contact me.

Thank you for your help in putting this new system into place.

Regards

Rebecca Fundi