Welcome to the Business Writing workshop. Writing is a key method of communication for most people, and it’s one that many people struggle with. This workshop will give participants a refresher on basic writing concepts such as spelling, grammar, and punctuation. It will also provide an overview of the most common business documents such as proposals, reports, and agendas. All of this will provide that extra edge in the workplace. Effective processes to learn Business writing follow bellow:
Working with Words:
The building blocks of any writing, whether for business or social purposes, are words. Failure to use words properly can affect the over-all impact of your prose. In this module we will discuss the spelling of words, grammar issues in writing, and how to prevent both by creating a cheat sheet. This is one of the effective processes to learn Business writing.
Correct Spelling:
The use of correctly spelled words is important in all business writing because you are presenting a professional document. A misspelled word can reflect negatively on your image. It may also result in confusion in meaning.
Here are some tips to improve spelling issues when writing:
- Familiarize yourself with commonly misused words, particularly sets of words often mistaken for each other.
Example:
Affect vs. Effect Affect is to influence or change. (Our income has been affected by the global recession.) Effect is the impression, result. It can also mean ‘to cause’. (The global recession has a dramatic effect on our income.)
This problem also happens with pronouns or pronoun-linking verb contractions which sound alike. Examples: who’s vs. whose, their vs. they’re and your vs. you’re.
- If you’re writing for an international audience, note that there are acceptable spelling variations in the different kinds of English. For example, American and British English tend to have many differences in the spelling of the same words. Notable are the use of -ou instead of –o, as in colour vs. color; -re instead of –er, as in centre vs. center; -ise instead of –ize, as in realise vs. realize.
- Lastly, use spelling resources! These days, spell checking is as easy as running a spell check command on your word processing software. If you’re still uncertain after an electronic spell check, consult a dictionary.
Case Study:
Jacob was preparing to write an important paper for one of his partners. He worked hard on it, and after he was done, he asked his colleague to review the text after he had run spell check. Upon close inspection, the colleague found some errors and discussed them with Jacob. One was spelling. Although spell check caught most of the errors, it missed many that had to do with context, such as “its” and “it’s”. Some of his sentences had verb tense errors and such that were not picked up by spell check. After he had checked the document over well, the colleague made some cheat sheets for Jacob to help him remember the rules he neglected to address. Jacob was able to improve after that.
Types of Sentences Four Kinds of Sentences:
- Declarative: The most commonly used sentence type in business writing, these are sentences that make a statement. They end with a period.
Example: We are writing to inform you that your account would be expiring in ten days.
- Interrogative: These are sentences that ask a question. They end in a question mark. Interrogative questions don’t necessarily follow the format of subject + predicate.
Example: Would you be format renewing your account this year?
Effect of Voice:
Good writing compels and it compels by what is called a voice. The reader feels they are hearing you speak. So one of the first keys to your business writing is that you should not choke up and think you should sound like Einstein or a PHD in philology. You should sound like yourself. But there are a few points to keep in mind:
Be direct
It is true that you are writing as who you are, but if you are a person who tends to think in circles, edit yourself to get right to the point. People are impatient and will dismiss any document that takes “work” to understand what it is trying to communicate. Here is an example of someone who got to the point: “I was working with 3 companies to get the best start solution for us for the content syndication. I mentioned Yellowbrix and isyndicate as separate.
Don’t be personal
Again, it is your “voice” that you are writing in but that does not mean you need to digress into why you are writing the document, what you are doing as you write the document, how you feel about the document, or any other personal thoughts. Just communicate what the document is intended to communicate.
Don’t use colloquialisms
Yes, you should not be stuffy but you also shouldn’t write from your inner teenager. Use proper English and don’t use slang. People interpret slang differently and you are setting yourself up to both be trivialized and misunderstood.
Don’t use the passive voice
“It was said at the meeting that John should send the documents to Mary.” Erase the word “was or were” from your lexicon. Be direct and active. “John will send the documents to Mary. “
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