In making a business messages, you should write iy efficiently. These are some important things that you should concern while revising a business messages :
1. Revising for conciseness :
- Eliminating Flabby Expression --> use simple word
For example : Due to the fact that sales are booming, profits are good.
Revise : Because sales are booming, profits are good.
- Limiting Long Lead - Ins --> delete unnecessary introductory words
For example : I am sending you this e-mail to announce that we have hired a new manager
Revise : We have hired a new manager
- Dropping Unnecessary there is/ are and it is/was Fillers
For example : It was our auditor who discovered the theft.
Revise : Our editor discovered the theft.
- Rejecting Redundancies
For example : unexpected surprise → surprise (unexpected carries the same meaning as surprise)
2. Revising for Clarity
- Keep it short and simple
- Dumping trite phrases
For example : as per you request --> As you request
- Dropping clices and slang
- Unburrying verbs
- Controlling Exuberance
For example : We totally agree that we actually did not really give his proposal a very fair trial.
Revise : We agree that we did not give his proposal a fair trial.
3. Designing documents for readibility
- Employing white space
To increase white space:
•Use headings
•Use bulleted numbers
•Use effective margins
•Improve readibility and comprehension (shortening sentences & paragraphs)
- Understanding margins
Business letters or memos usually have side margins of 1 to 1 ½ inches.
- Choosing appropriate typefaces
Adding Headings for Visual Impact
The functions are :
•Important tool for highlighting information and improving readibility.
•Encouraging the writer to group similar material together.
•Helping the reader separate major ideas from details.
•Enabling a busy reader to skim.
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