Unit 5: Rules of Good Writing

An Overview
 Modern Communication
 Old-fashioned, long-winded jargon is out.

 Use a friendly, informal style.

 Use plain language as in a conversation.

 Follow simple rules to ensure effective communication.

 Everyday English and Business English today should

be simple and courteous.

 Six Key Rules of Good Writing
 1. Come straight to the point.

 2. Keep it short and simple.

 3. Use active, not passive voice.

 4. Use the right tone.

 5. Use modern language.

 6. Use gender-neutral language.

 1. Come Straight to the Point

 Busy people have no time to read long

documents.
 Save your reader’s time by coming straight to

the point.
 1. Come Straight to the Point
 Repair the following sentences:

 i. Please be informed that our monthly

management meeting will be held on Tuesday
20 December 2015 in Training Room A.
 ii. I wish to advise you that Mr Aslam is no

longer with this department.

 iii. Would you be so kind as to let me know

when these goods can be delivered.

 2. Keep It Short and Simple

 Do not try to impress your reader with big words.

 Choose short and concise words, e.g.

 Start instead of commence

 Send ------------- despatch

 2. Keep It Short and Simple

 If ------ In the event that

 in December-------In the month of December

 to me/in my opinion------ As far as I am concerned

 3. Use Active, Not Passive Voice
 Voice is that form of the verb that shows

whether the subject performs some action or

receives it.
 Active Voice: A verb is in the active voice when

it shows that the subject does or performs some

action.
 3. Use Active, Not Passive Voice
 As the subject acts, it is named the active voice,

e.g.
 The marketing director completed the study.

 He has done his duty.

 Passive Voice: A verb is in the passive voice
when it shows that the subject receives the
action.
 Here the subject is passive because it does not

do any action.
 As the subject does not act, it is named the

passive voice, e.g.

 The study was completed by the marketing

director.

 His duty has been done by him.

 Usage: The active voice is used when the focus

is on the doer, i.e. the performer of the action.

 The passive voice is preferred when the focus is

not on the doer, but on the receiver of the

action.
 Sometimes, the passive is more appropriate, e.g.,

 A mistake was made. (tact, or you do not know)

 My phone has been snatched. ( focus on action)

 Our restaurant has been recommended.

 Class Activity
Identify the voice, and change it to the other:

 i. Your goods will be sent by us within a week.

 ii. A burger was eaten by the child.

 Class Activity
 iii. People speak English round the world.

 iv. They laughed at the old man.

 v. The faulty wiring was fixed by the electrician.

 4. Use the Right Tone/Positive Language
 Written communication may sound polite, firm,

friendly, bossy, sarcastic, and condescending.

 Even if you feel angry or frustrated, do not

display your emotions in writing, e.g.,

 4. Use the Right Tone/Positive Language
 You have deliberately failed to reply to my letter.

(too emotive) x
 It seems you got too busy to reply to my letter.

(repaired)
 Class Activity
 Repair/Revise the following:

 i. We cannot do anything about your problem.

Try calling a plumber. (too abrupt)

 ii. The problem would not have happened if

you had connected the wires properly.

 Class Activity
 iii. It is not our fault that your curtains faded.

You obviously did not read the instructions

about dry cleaning.
 iv. Your interview will be held on Monday 14

December.
 5. Use Modern Language
 The main rule of writing today is to write as you

speak, e.g.
 i. Please find enclosed herewith a copy of our

catalogue. (x)
 I have enclosed/attached a copy of our catalogue.
 5. Use Modern Language

 ii. I should be grateful if you would be good

enough to advise me…. (x)

 Please/Kindly advise me….

 Class Activity
i. The above-mentioned goods will be despatched
to you soon.
ii. I am afraid that we are unable to accede to
your request due to the fact that your contract
has lapsed.
 Class Activity
iii. Following my telecon with your goodself this
morning….
iv. We shall be grateful to you if you furnish us a
copy of the company’s balance sheet.
 6. Use Gender-Neutral Language
 The use of masculine gender is our great

grandfather’s style of writing.

 Now more and more women have entered the

world of business.
 It is appropriate to make our writing free from

gender biases:
 Chairman ------- Chairperson

 Airhostess ------- Aircrew

 Policemen ------- Police

 Man-days -------- Working Days

 Class Activity: Repair the following:
 Despite the fact that

 During the time

 More or less

 Pursuant to your request

 Inasmuch as

 In addition to the above

 Class Activity
 As per your request

 In a careful manner

 Necessary prerequisite

 Basic fundamentals

 Exactly identical

 Big in size
 Class Activity
 I am sending you this announcement to let you

all know that the office will be closed on

Monday.
 You will be interested to learn that you can now

be served at our website.

 Thank you for your e-mail of even date.

 At the earliest

 We will revert to you.

 Should you have any queries, please do not

hesitate to contact us.

 If there are any points on which you require

explanation or further particulars, we shall be

glad to furnish such additional details as may be
required by telephone.
 Class Activity: Solution

 Despite the fact that ---- even though

 During the time --- during

 Pursuant to your request --- at your request

 Inasmuch as ---- since

 Class Activity: Solution

 In addition to the above ---- also

 As per your request ---- at your request

 In a careful manner ---- carefully

 Necessary prerequisite ---- prerequisite

 Basic fundamentals ----- basics/fundamentals

 Exactly identical ---- identical

 Big in size ---- big

 I am sending you this announcement to let you all

know that the office will be closed on Monday. x

 The office will be closed on Monday.

 You will be interested to learn that you can now be

served at our website. x

 You can now be served at our website.
 Thank you for your e-mail of even date.

 Thank you for your e-mail today.

 We will revert to you.

 We will be in touch with you.

 Should you have any queries, please do not

hesitate to contact us.

 Please give me a call if you have any questions.

 At the earliest --- As soon as possible

 If there are any points on which you require

explanation or further particulars, we shall be

glad to furnish such additional details as may be
required by telephone.
 If you have any questions, please call.