Business Etiquette - Writing the Documents

Once you have identified the audience for your writing, try to anticipate the information that your reader might think necessary and include it in your document as you write. It can be done by asking yourself the “WH-questions”.

Answer the WH questions − Answering “Who? What? Why? Where? When? Whom? How?” will give you a headstart on the content of the writing.

Determine the Start and Finish − After collecting all possible ideas that you have on the topic, you could go through them and reject a few that won’t make sense in this write-up. After that, find out the idea that will leave the maximum impact on reading it, and put that at the start of the article. The end should have the idea that summarizes all the ideas in a clear and crisp manner.

Get a Second-Person Opinion − always get your written text checked by somebody before submitting it. This lends an objective, second-person perspective to the review and stops your emotions and indulgence from getting in the way. Do not do this if the content is confidential and not to be shared.

Discuss Suggestions and Include Improvements − Once your friends have suggested some changes, implement the ones you think are relevant.

Developing Flow

Many people have very interesting ideas and even manage to put them on paper. Unfortunately, their readership does not extend beyond a particular stage. This is because, though their writing is good and the thoughts were properly mentioned, there may not have been a proper selection of words, or maybe a proverb pke − “nipping it in the bud” was used, which readers may not understand.

Let us discuss 15 things to remember while proof-reading and revising your writing −

Clarity

Your writing must be understood at the first reading. Avoid technical jargon, unfamipar words or formal language.

Formal Vs. Modern

Payment has been duly noted vs. we received your check.

Attached hereto vs. please find Attached

Avoid Ambiguity

Words with double meaning or sentences that confuse readers should be avoided

Having eaten the fish, Kiran talked to Karan. (Who had the fish?)

Avoid Colloquiapsms

In a nutshell vs. in short

In this day and age vs. today, presently

Avoid using many Words

Prior to the event vs. before

At this point in time vs. now

Avoid unnecessary Repetition

Absolutely essential

Combine together

Include only relevant information

Omit unnecessary background information.

Keep sentences short and simple – 17 words or less.

Completeness

Check that all the information the reader will need is included −

Who? What? Where? When? Why? How?

Correctness

Check accuracy of grammar and spelpng of names of people and places.

He done it vs. he did it.

It’s color has faded vs. its color has faded.

Don’t Rely on Spell Check

Typing ‘no/on’, ‘then/than’, ‘quite/quiet’, ‘lose/loose’ will not show errors.

Concreteness

Give specific details.

Your investment plan will earn high interest.

Your investment plan will earn 8% interest.

Convincing

Use language that is bepevable. Avoid exaggeration and superlatives.

Always vs. Usually

Never vs. Rarely

Courtesy

Display good manners in your writing. Use passive voice when communicating bad news to avoid negative overtones. For example,

We cannot agree to the terms and conditions outpned in the contract.

Some discussions regarding the terms and conditions need to be done.

Write with the reader in mind

Sexist - Chairman, businessman

Condescension - ‘Of course’, ‘Obviously’

Using Bullet Points

Communicates your message in an easy and clear manner.

Highpghts the most important information.