Chapter 3 Notes

Chapter 3 Notes: BUSINESS STYLE: WORD CHOICE, CONCISENESS, AND TONE
Word Choice is simple and economic.

Plain style is characterized by a few common-sense principles:
Use common, everyday words, except for necessary technical terms. Language should
be familiar and accessible, not pretentious.

Use reasonable sentence lengths. Aim for twenty words or fewer to avoid padding or
needlessly overloading sentences.

Use active-voice verbs and phrasal verbs. Active voice verbs show who or what
performs an action. phrasal verbs are simple and informal, combining verbs and
prepositions to deliver their meaning (for example work out instead of devise). (See also
Chapter 4, Applying Active and Passive Voice, pp. 11012.)

Use personal pronouns: I, you, and we. Personal pronouns, used in moderation in all
documents except formal reports, give you the fluency to say what you need to with as
little awkwardness as possible.

Use unambiguous language. ambiguity refers to an inexact expression that has multiple
meanings and is therefore open to interpretation (for example, does Ricardo likes boring
classmates mean that Ricardo likes to bore classmates or that he likes classmates who are
boring?). Good communicators do their best to prevent ambiguity from creeping into
their writing.
Place the subject as close as possible to the verb. The meaning of a sentence relies on
the clear relationship of its subject and verb. Tangled sentences result when long
modifying phrases separate these all-important elements.
Word Choice Step 1: Use Familiar Words

1. Curb your use of words ending in -ize and -ization.
2. Use words derived from French sparingly.
3. Avoid foreign words and phrases.
4. Use only job-related jargon.
5. Bypass buzzwords.
Word Choice Step 2: Use Fresh and Current Language
1. Replace clichs.
2. Retire outdated business expressions.
3. Eliminate slang.
4. Avoid instant messaging abbreviations and emoticons.
Word Choice Step 3: Keep Language Specific, Precise, and Functional
1. Provide specific details that help readers act on information and requests. Concrete
nouns (things knowable by the sensescomputer, annual report, resum) are easier to grasp
than abstract nouns (intangible things knowable through only the intellectintegrity, loyalty,
justice). Use concrete language as much as possible to support and explain abstract words and
show readers exactly what you mean. Because the language of business is full of intangible
abstractssecurity, prestige, profitability, leadershiphard data can be used to make difficult
concepts meaningful to readers.
Abstract: Our company demands loyalty.
Abstract/Concrete: Our company demands employee loyalty to corporate policy.
2. Quantify facts and avoid vague qualitative statements.
3. Avoid ambiguous and non-idiomatic expressions. Ambiguous statementsstatements that
are open to interpretationcan be confusing for readers. For instance, a sentence such as She
said on Thursday she would drop by the office can mean two thingseither that the statement
was made on Thursday or that the visit would occur that day. As you compose your draft or write
your message, check for potential multiple meanings and keep in mind that readers like
consistency, thus making it important to avoid using two or more names for the same thing.
Using idiomatic expressions can also reduce confusion. Idioms are word groupings that sound
right to a typical reader and have special meaning distinct from their literal meaning: hand
in (submit), look up(search for information), and find out (determine or discover information).
Used correctly, these phrasal verbs add punch to your writing, but they can also be difficult for
anyone new to English to remember or decipher. Idiomatic usage also applies to the pairing of
prepositions with adjectives (different from) and nouns (use for). For instance, the phrase to
have confidence in is correct but to have confidence on is not.
4. Use comparisons and analogies to clarify.
Word Choice Step 4: Practise Factual and Ethical Communication
1. Be reasoned, factual, and moderate in your judgments. Keep personal biases out of your
workplace communication and use only inclusive, non-discriminatory language (see the
following sections).
2. Consider the impact your communication has on others as well as yourself. Make sure the
actions you endorse are legal and that your communication would reflect well on you if it were
disclosed publicly. Bending the rules, even for a trusted colleague, might compromise your
integrity.
3. Consult qualified colleagues. If you suspect that what you are writing is contentious or
incriminating, seek out experienced co-workers to help you navigate ethical minefields and find
feasible solutions to the wording of important messages and documents.
4. Avoid libellous language. As stated in Chapter 1, common law protects every person against
libel (printed character defamation).4 Words that are harmful and potentially libellous
include drunk, lazy, crazy, crooked, corrupt, incompetent, stupid, maniac, drug
addict, junkie, thief, and crippled.
5. Be timely and accurate in your communication. Avoid unjustified delays in replying or
processing information. Retain print or electronic copies of important documents.
6. Avoid untrue, deceptive, or misleading statements. There are stiff penalties for all forms of
misrepresentation, including false advertising. It is a good policy to back up any generalization
qualified by entirely, completely, or always with supportable facts and evidence.
7. Know what you can and cannot disclose to certain parties. Familiarize yourself with
corporate disclosure practices and confidentiality agreements and handle your organizations
intellectual property with care. Follow proper channels of communication, know what you can or
must communicate, and carefully weigh both sides of an issue before you act or comment on it.
8. Distinguish between fact and opinion. Let readers know the difference between
unsubstantiated belief or conjecture and verifiable fact. Passing off an opinion as a fact is
misleading and unethical.
9. Dont claim authorship of documents you have not written. The consequences of
plagiarismnot giving credit where credit is dueare serious. Always acknowledge your
sources through notes or citations, and never take credit for ideas that arent your own.
Business writing involves communicating with readers clearly and concisely. Word
choice plays an important role in conveying your message, as does plain style or
language, a style of writing that places value on simplicity, directness, and clarity. Writers
run the risk of sounding pretentious when they use long, important-sounding words.
Avoid this by using familiar, common words that your reader will understand. After all, if
your reader doesnt understand your message theres no point in communicating. Use
jargon (words and phrases specific to your field or organization) only if you are confident
your reader will understand it. Avoid wording that is vague or can be understood in more
than one way. Try to keep sentences relatively short.
When speaking, we often use language that is full of clichs and slang. You need to avoid
this in professional writing, as this type of language can be ambiguous and readers can
misunderstand your message. Also, when you are writing, avoid the acronyms,
abbreviations, and emoticons used for texting and instant messaging. Not everyone
understands these and they are inappropriate in business correspondence.

Your language must be specific and clear. Say what you mean. Rely on facts and practise
sound ethics when you write. Ask yourself if what you have written is as concise as
possible, so you save your reader time.

In business communications, it is crucial to use the correct tone. Analyze your audience
and purpose to determine the right level of formality, but generally aim for a mid-level
tone that is conversational instead of formal and stilted. Use words that actually
contribute to your meaning. Are you aware of the connotations, or implied meanings of
words, and a readers possible emotional reaction to them? Are you being as positive as
possible? Make sure you focus on the reader and stress how the ideas in your message
benefit the reader. Remain polite throughout and use language that is inclusive and free of
discrimination and bias. Write with a confident tone that is firm and decisive but not
egotistical. Remember that what you are writing represents you and your organization.

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Chapter 3 Notes: BUSINESS STYLE: WORD CHOICE, CONCISENESS, AND TONE

Word Choice is simple and economic.

be familiar and accessible, not pretentious.

needlessly overloading sentences.

Chapter 4, Applying Active and Passive Voice, pp. 11012.)

little awkwardness as possible.

Word Choice Step 1: Use Familiar Words

understands these and they are inappropriate in business correspondence.

possible, so you save your reader time.

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