Download Business English - Writing for the Workplace2

Business English
Writing for the workplace
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Writing tips

Clear, concise and polite writing is important
for successful communications in the
workplace. The fundamental writing tips
covered are:
• Short and simple sentences
• Clear concise language
• Avoiding unnecessary repetition
• Strong verbs
• Using bullet points
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Writing tips(1) - Using short simple
sentences



The way to make your writing easier to read and
understand is to use short and simple sentences.
Why?
• They are easier to read and understand.
• Longer sentences can lead to misunderstandings
and confusion if read quickly.
• Long sentences make ideas less clear.
Rule
•
One sentence = one idea
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Writing tips (1)- How to write a
simple sentence


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A simple sentence has one main idea.
A simple sentence has three important parts:
• a subject - who or what the sentence is about
• a verb - the action in the sentence
• the complement - the remainder of the
sentence, generally containing the object.
Sentences are easier and clearer to understand
when the subject of the sentence comes first.
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Writing tips (1)
Drag a suitable subject or verb to each of the
following sentences.
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Writing tips (1)-
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Writing tips (1)- Shortening long
sentences

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Long sentences generally combine more than one
idea. These ideas are joined together by
conjunctions (joining words). The most common
conjunctions are:
And - so - but - or - nor - because - yet
- as - for
To shorten a long sentence, do the following:
• Circle any conjuctions
• Replace the conjunction with a full stop, and put
in a capitial letter where needed.
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Writing tips- Shortening long
sentences - Activity

Rewrite the following sentences as short,
simple sentences. Type your answer into the
box provided for each one. Correct spelling and
punctuation are required. Press the Enter key
at the end of each sentence to check your
answer.
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Writing tips- Shortening long
sentences - Activity
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Writing tips- Shortening long
sentences – Activity solution
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Writing tips(2) - Using clear &
concise language

To improve your writing, you should do the
following:
• use simple, clear and direct language
• get rid of unnecessary words
• use verbs not nouns where possible.
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Writing tips(2) - Using clear &
concise language
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Writing tips - Using clear & concise
language- Eliminate unnecessary words

Being concise doesn't
mean being simplistic.
It's about saying
something clearly and
effectively without being
'wordy'. There are
some simple ways to
make your writing
concise.
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Writing tips - Using clear & concise
language- Eliminate unnecessary words


There is no need to say the
same thing twice. If you use
unnecessary words or
redundancies, eg cooperate
together, basic essentials,
true facts, you will be
making your sentences
wordy because both words
mean the same thing.
Whenever possible reduce
the number of words you
use.
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Writing tips(3)- Avoid unnecessary
repetition of words

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Though some words may be
repeated deliberately for
effect, repetitions will seem
awkward if they are clearly
unnecessary When a
shorter, more concise form
is possible, always choose it
and use it.
Remember: Try to be
economical with words:
• never use a long word
when a short word will
do
• if it is possible to cut out
a word, always cut it out.
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Writing tips(3)- Avoid unnecessary
repetition of words
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Activity:
Replace these 'wordy' phrases with a more concise
alternative. Drag the concise words to their
equivalent, then press the 'Check' button to check
your answers. If your choice is correct, a tick will
appear. If it is not, the words will return to their
original places. Continue until you have finished.
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Writing tips(3)- Avoid unnecessary
repetition of words
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Writing tips- Avoid unnecessary
repetition of words -Activity:
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Writing tips- Avoid unnecessary
repetition of words -Activity:
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Writing tips(4) - Strong Verbs


One method of writing clearly and concisely is to use strong
verbs (doing/action words) rather than noun phrases. Look at
the opportunities to strengthen the verb and reduce clauses to
phrases or phrases to single words.
Compare the following sentences:
•
•
Both sentences have the same meaning. The first sentence
has six words and the second has three.
Using the verb compared in the second sentence rather
than the noun phrase undertook a comparision in the first
sentence makes your sentence clear and direct.
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Writing tips - Strong Verbs -Activity

Eliminate unnecessary words by replacing
the following noun phrases with a verb. Type
your answer into the box provided for each
one. Correct spelling is required and do
not put in any spaces. Press the Enter key
at the end of each sentence to check your
answer.
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Writing tips - Strong Verbs -Activity
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Writing tips - Strong Verbs -Activity
cont
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Writing tips(5) - Using bullet points

Why?
• Clear and easy to read.
• Quick to write.
• Emphasises important information.
• Rules for using bullet points
• Write in complete sentences or part sentences as required, be
•
consistent.
Use a consistent type of bullet.
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Writing tips(5) - Using bullet points
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Full stops or not?
• Bullet points are often incorporated into a
sentence structure, generally proceeded
by :. If this is the case, there are no capital
letters on each line and the full stop goes
at the end.
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Using bullet points-cont.
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If bullet points are used without a lead in,
they have a capital letter at the start of each
line and a full stop at the end as in the
sections Why and Rules for using bullet
points above.
These rules apply to all uses of bullet points.
They are a very useful way of listing
important information.
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Using bullet points-cont.

Rewrite the original email by filling in the
bullet points. Notice how the information is
far more accessible in bullet form. You don't
need to read the entire email to see the
important parts.
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Using bullet points -cont. Activity
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Using bullet points -cont. Activity

NB. Bullet points should be used in other
business formats such as reports and
memos.
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End Writing tips
I.Samar Tahar
I.Taghreed Bagies
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