M5E1 - BUSINESS COMMUNICATION &

REPORT WRITINGENS ENGLISH DEPARTMENT

Heba El-Hendi

Objectives & The Book• Objectives:

• 1. Identify words that your receiver(s) will understand • 2. Discuss the elements to create, clear, concise, and effective

sentences • 3. Practice • All of these lessons, points, and remarks can be applied to the

portfolio report writing

• Krizan, A. C., Merrier, P., and Larson Jones, C. (2005). Business Communication. 6th Edition. Thomson South-Western.

Our Theme

“Strive for clarity in all of your correspondence”(Essential Assistant, 2002)

Objective 1: CHOOSING WORDSChoose Understandable Words

An understandable word is subjective and is one that is in your receiver’s vocabulary.

Considerations: receiver’s educational level and knowledge of the message topic.

Why consider the reader?

Let’s get familiar • Here is a list of words and how to make them more

understandable for the average reader Less Understandable More Understandable

Abdicate Resign

Emulate Copy

Facilitate Help

Exonerate Clear

Gregarious Sociable

Incite Provoke

Incriminate Blame

Continued….Less Understandable More UnderstandablePrerogative Right

Petulant Rude

Utilize Use

Ascend _____

Expedite ______

Finality _______

Demonstrate ________

Use Specific, Precise Words Purpose: to not leave any questions in your receiver’s

mind about the original intended meaning

Avoiding vague or abstract words because they are indefinite and do not have a specific meaning for all.

Abstract words can be in the form of nouns that identity an idea, emotion, quality, or belief. These nouns can mean draw different meanings for the reader than intended.

Example: thought, beauty, and miracle

Use Specific, Precise Words ContinAbstract words can be in the form of adjectives and

adverbs. These too should be avoided. For example the word some does not specify how much. Is some 5, 15, 1,500?

Therefore, the receiver of the message cannot be sure of the meaning. These types of words state a general idea but leave the precise meaning to the receiver’s interpretation.

Here is an example of words I noticed in reports and how to make them precise ….

Use Specific, Precise Words ContinVague PreciseMany 1,000 or 500 to 1,000Early 5 a.m.Hot 100 degrees FahrenheitMost 89.9Others College of Teacher Training students

Poor student has a 1.6 grade point average (4.0 =20)

Very rich ___________Soon ___________Furniture an oak desk

Choose Strong Words

A strong word is one that creates a vivid image in the receiver’s mind.

In English, verbs are the strongest words, and nouns are next in strength.

Expressing action is the strongest form of verbs for report writing (run, play, work, explain).

Action verbs are stronger than writing using a state of being verbs(is, are, was, were). Use those types of verbs sparingly.

Choose Strong Words ContinUsing action words because they present a strong,

meaningful picture in the receiver’s mind.

This is also applicable for adjectives and adverbs because they can make a noun or verb more specific UNLESS they are vague terms (very, many, few, really, some, often).

These vague adverbs and nouns distract the receiver from the main points of the message.

Can you give me examples of exaggerated phrases?

Choose Strong Words Contin • Overuse of prepositions and prepositional phrases also makes writing look weak because it distracts from the message.

• As writers, we have to try to eliminate any unnecessary prepositions and prepositional phrases.

• Keep this in mind; a writer who communicates with clarity and forcefulness is “ a person of few words,” and is “straight to the point.”

Choose Strong Words Contin

Let’s Look at ExamplesWeak nouns and verbs Strong Nouns and Verbs The conflict is ongoing The war rages on The situation was creating contention The problem created conflict  Weak Adjectives and Adverbs Strong Adjectives and AdverbsHer dress is pink She wore a rose-colored dressMany individuals were at the party _________________________I very nearly died I almost died Unnecessary Prepositions or Phrases Simple, Direct StatementI ran the copies off on the printer I printed the copies The market sold the item free of The market sold the item duty free. a duty charge. Did you pay out rent for the storage _______________________

Avoid Obsolete Words

An obsolete word is out of date, dull, and stiff.

Business messages in the past used these formal, unnatural words and expressions but they should no longer be used in some of today’s business messages.

This is because everyday conversation does not use these words. Obsolete phrases and words makes it hard for the reader to relate to the writer

Avoid Obsolete Words Contin

Example of Obsolete Words and Phrases Enclosed Please Find Permit me to say

As per

Pleased to inform you Enclosed herewith

Hereby advise Thanking you in advance Wish to advise

Trusting you will… Your kind favor Take the liberty of

We remain

Let’s Put it Into Practice

Editing Time!

1.Work with the person next to you 2. Identifying the problems and highlight them3. Thinking of solutions and rephrasing techniques

Objective II. DEVELOPING SENTENCES Compose Clear Sentences A clear sentence uses words that are understandable,

precise, strong, and positive.

These sentences need to have unity meaning that one sentence should typically contain one main idea and must be grammatically correct.

 

Compose Clear Sentences ContinSentence Unity A sentence that has sentence unity communicates

one main idea –one main thought. If you have two main thoughts you should construct two separate sentences.

University students will receive notice of a change in the Small Business minor; and the Small Business Web site, which provides information for managers of small businesses, will show this change in the minor and list the new requirements.

University students will receive notice of a change in the Small Business minor. The Small Business Web site, which provides information for managers of small business, will show this change in the minor and list the new requirements

Compose Clear Sentences ContinKeep Related Words Together

Words, phrases, or clauses that describe or limit other words, phrases, or clauses are modifiers.

Modifiers should be placed close to the words they modify. For clarity the words or words described or limited by the modifier must be obvious.

Let’s take a look at an example

Compose Clear Sentences ContinKeep Related Words Together

Unclear Relationship Clear Relationship When I give you the test and raise my hand, start taking it. (take my hand or the test?)

When I raise my hand, start taking the test that I gave to you.

Luke will submit his resume after he talks with Mark for the professional trainer position on Friday. (Will he talk to Mark on Friday or submit his resume on Friday?)

Sue and Jim laid the plans on the table where they remained for two weeks. (The plans remained for two weeks or Sue and Jim remained for two weeks?)

The plans remained on the table for two weeks after Sue and Jim laid them there.

Compose Clear Sentences ContinUse Correct GrammarIt should be obvious that clear sentences are

grammatically correct. All parts of the sentence should agree. The subject and

verb need to be consistent, meaning should agree in number –plural or singular.

Compose Clear Sentences ContinPronouns should agree with the words they are referring

to in three ways:1. number 2. gender 3. clear relationship Parallelism is another important form of agreement.

Parallelism uses grammatical form of parts of sentences that serve the same purpose.

 Grammatically correct sentences have agreement of

subject and verb, agreement of pronoun and antecedent, and parallel structure of similar sentence components.

Compose Clear Sentences ContinAgreement of Subject and Verb• The quarterback and his offensive team always play to win (Plural subject; plural verb) • The price of stamps, as well as postal cards, changes often. (singular subject; singular verb) Agreement of Pronoun and Antecedent • The company increased its number of subsidiaries. (singular antecedent; singular pronoun) • Students expected their grades to be posted promptly. (Plural antecedent, plural pronoun)

Your turn! What’s the problem here? • Because only five people attended the meeting and the conference started on

time, it should be rescheduled.   

Compose Clear Sentences ContinParallel Structure

• The defendant in the case said that he was despondent over his wife’s death, he was without employment, and he was under a doctor’s care for depression (He was is the parallel clause structure) 

• The company president asked for an audit, notified employees to update accounts, and called an accountant to schedule the audit. (parallel verb structures)

Your turn! What’s the problem here ?• Her duties at Jackson and Seinfeld Co. include filing, making phone

calls, organize meetings, and take notes during the meetings.

Compose Clear Sentences ContinUse Short Sentences A short sentence is more effective than a long sentence.

A short sentence is less complex and is easier to understand.

Takes less time for the reader or listener to got through a short sentence.

Short sentences usually have an average 15 to 20 words. Long sentences are 30 words or longer.

Compose Clear Sentences ContinOmit Unnecessary WordsAn unnecessary word is one that is not essential to the meaning of the sentence.

Clear and concise words are lean and only have essential words.

Some advice: when composing sentences read each carefully to eliminate unnecessary prepositions, prepositional phrases, and other nonessential words.

Compose Clear Sentences Contin

Compose Clear Sentences ContinLimit contentRemember one sentence should equal one thought.

Otherwise, you may want to consider dividing it into two or more sentences.

To shorten long sentences it is best to change commas or semicolons to periods when possible.

Omitting unnecessary words helps.

Compose Clear Sentences ContinPrefer Active Voice in SentencesSentences using active-voice verb communicate more

clearly, concisely, and forcefully than sentences using passive voice.

In the active voice the subject of the sentence is the actor whereas in passive voice the subject is the receiver of the action.

Example: Active voice: Gloria issued the teaching schedules. Passive voice: The teaching schedules were issued by

Gloria.

Compose Clear Sentences ContinPrefer Active Voice in SentencesLet’s Practice

Passive Active The audit was preformed by a local company.

The $1,000 fine was paid by the guilty party.

Profits have increased this year at Disney.

 The automobile was purchased from John Coldiron.

Compose Clear Sentences ContinGive Sentences Appropriate EmphasisAppropriate Emphasis means emphasizing the

important ideas and de-emphasizing the unimportant ideas.

Every speaker or writer wants a particular message understood by the receiver, correct?

Compose Clear Sentences ContinHere are methods used to emphasize or to de-emphasize

an idea1. Use sentence length2. Use location within the sentence3. Use sentence structure4. Repeat key words5. Tell the reader what is important6. Be specific or general  

Compose Clear Sentences Contin1.Use LengthShort sentences emphasize content. On the other hand, long sentences de-emphasize

content. Use short sentences to give your ideas emphasis. Compare these examples:

The team planned to go to the meeting that will be held on Friday at 7 p.m.

The team planned to attend the Friday’s 7 p.m. meeting.

Compose Clear Sentences Contin2. Use LocationThe beginnings and endings of sentences are the

locations of greatest emphasis. Can you tell me what ideas are stressed in these sentences?

 -Larry received a raise. -Larry’s salary was raised from $30,000 per year to

$35,000 per year. -Larry’s salary outstanding performance resulted in a

raise.

Compose Clear Sentences ContinWhat is emphasized and de-emphasized? The new position requires a transfer to another facility, but it affords an excellent opportunity for advancement.

 Dumsille received her SAT scores; the scores for the ACT test, which was taken earlier, should be sent to her next week.

Compose Clear Sentences Contin3. Use Sentence Structure As we have learned we give the greatest emphasis to

an idea by placing it in a short, simple sentence.

To show relationships between ideas emphasize main ideas by placing them in independent clauses and de-emphasize others by placing them in dependent clauses.

Compose Clear Sentences ContinRules for Dependent and Independent Clauses: https://owl.english.purdue.edu/owl/resource/598/01/ Independent Clauses are similar to a short sentence

because they stand alone as complete sentences. Example: Jim studied in the Sweet Shop for his chemistry quiz 1. Independent Clauses can be connected to other clauses in two ways:

Compose Clear Sentences Contin a. Coordinating Conjunction

1. Words include: and, but, for, or, nor, so, and yet.

2. When the second independent clause in a sentence begins with a coordinating conjunction a comma is needed before

the coordinating conjunction. Example: Jim studied in the Sweet Shop for his chemistry quiz, but it was hard to concentrate because of the noise.

Compose Clear Sentences Contin

b. Independent Marker Word 1. Words include: Also, consequently, furthermore, however,

moreover, nevertheless, and therefore.  

2. Independent Marker words are used at the beginning of independent clause sentences. The IMWs can begin a stand-alone sentence.

3. When the second independent clause in a sentence has an independent marker word, a semicolon is needed before the independent marker word.

Example: Jim studied in the Sweet Shop for his chemistry quiz; however, it was hard to concentrate because of the noise.

Compose Clear Sentences ContinA dependent clause is a group of words that contains a

subject and verb but does not express a complete thought. Cannot be a sentence. Often a dependent clause is marked by a dependent marker word.

• Example: When Jim studied in the Sweet Shop for his chemistry quiz . . . (What happened when he studied? The thought is incomplete.)

• ‘When’ is the dependent marker word.

Compose Clear Sentences ContinDependent Clauses & the markers b. Some common dependent markers are: after, although, as, as if, because, before, even if, even though, if, in order to, since, though, unless, until, whatever, when, whenever, whether, and while.

Compose Clear Sentences ContinTreating dependent clauses, and other incomplete

thoughts, as complete sentences causes sentence fragments.

 Example of a Sentence Fragment: Because I forgot the exam was today. How can we fix this sentence?  

Compose Clear Sentences ContinHow Do Independent and Dependent Clauses impact

emphasis? Here are two independent clause sentences that give

emphasis to two main ideas: six-figure salary and consider opportunities

I prefer to earn a salary in the low six figures. I would consider opportunities at a lower level. If you want the two ideas to share emphasis—each

receiving a reduced amount—you can organize them into a compound sentence:

I prefer to earn a salary in the low six figures, but I would consider opportunities at a lower level.

Compose Clear Sentences Contin

If you want to emphasize one idea and de-emphasize the other then organize the two ideas into one complex sentence. This type of sentence structure is called subordination. Here are some examples.

 Although I prefer to earn a salary in the low six figures, I would consider opportunities at a lower level.  Although I would consider opportunities at a lower level, I prefer a salary in the low six figures.

Compose Clear Sentences Contin4. Repeat Key Words Key words can represent main ideas. Repeating key words within a

sentence emphasizes main ideas. Take not of ineffective and lesson.

 The lesson I observed was ineffective and I suggest the teacher restructure his ineffective lesson.  Take note of STT and how the emphasis is conveyed through

repetition  Ms. Boulima focused on STT to engage the students; STT activities are important.

Compose Clear Sentences Contin• 5. Tell the Receiver what is important •  • You can tell your receiever (the reader) that an idea is

important or unimportant by our word choice. For example:

• High grades and high SAT test scores are critical for gaining acceptance at a top university.

• Of less concern is how many errors the students make. • You can use different words and constructions to indicate

importance of an idea. Examples: Significant, of (no) consequence, (not) a concern, high (or low) priority, (not) critical, fundamental, and (non) essential.

Compose Clear Sentences Contin• 6. Be Specific or General • Using specific words is another way to give appropriate

emphasis to ideas and using general words de-emphasizes ideas.

• Examples: • Specific: Craig Jones started is class on time at 8 a.m.• General: Craig Jones started his class

Compose Clear Sentences ContinAvoid Gender Biased language

You want to connect with all your readers. Fortunately, the structure of the English does not stereotype individuals on the basis of race, age, or religion.

But it does imply stereotypes of males and females because of the generic use of masculine singular pronouns that are used to represent both males and females.

Compose Clear Sentences Contin

Businessman Businessperson, business executive, manager

Chairman Chairperson, group leader

Policeman Police Officer

Salesman Salesperson or sales agent, associate

Executives and their wives Executives and their spouses/significant others

Mankind Humanity, people, human race

Each chairman must submit his program to the membership committee.

Each chair must submit a program to the membership committee.

If an employee is late, give him one warning

__________________________________

Compose Clear Sentences Contin

Avoid Using Other-Biased Language If reference to race or ethnic background is required, use

terms that do not have unfavorable connotations. Senior is preferable to elderly or old person.

Use people-first language when referring to people of disability

“ The person with AIDS” instead of “The AIDS patient”