| Writing professional
English does not require master degree in literature or special
grammatical skill. Simple short sentences that communicate your
message is what the doctor prescribes. Avoid flowery words in obsolete
cumbersome sentences. Put yourself in recipient's place and evaluate
your letter - does it make sense ? Read it out to your friend or
spouse - test their comprehension. These are small things that can
really help you improve your writing style and win customers' confidence.
Here are some examples of obsolete words and phrases
that has no place in a lively professional communication:
-
We would like to introduce ourselves....Communications
that use the word "introduce" in the opening paragraph are in
fact screaming "I'm a boring sales letter!" Avoid use of unnecessary
words like "introduce", "present", 'It is a great pleasure..'
etc. in opening paragraph - it could be an immediate turn off.
-
I would like to take this opportunity...
Another example of cumbersome beginning - just start your
sentence with "Thank you for..."
-
Would you be so kind to... Instead of such
a long statement - simply write "Please"
-
We acknowledge receipt of Very formal -
need not be used with customers you frequently communicate.
Instead write 'Thank you for..'
-
I am in receipt of / We are in receipt of Obsolete
use - just say "I have received"
-
advise Avoid this word - instead use "say",
"tell", "let us know" etc.
-
as per Avoid - instead, use "as",
"according to" etc.
-
due to the fact that Useless expression
that are absolute pain (you know where) for readers. Use simple
words like "as", "because", "since" etc.
-
enclosed please find Simple use of "enclosed"
or "here is.." communicates better.
-
duly Do not use the word at all !
Related Links:
Source: FAIDA
- Newsletter on Business Opportunties from India and Abroad
Vol: 3, Issue 28
October 31' 2002
Author :
Dr. Amit K. Chatterjee
(Amit worked in blue-chip Indian and MNCs for 15 years in various
capacities like Research and Information Analysis, Market Development,
MIS, R&D Information Systems etc. before starting his e-commerce
venture in 1997. The views expressed in this columns are of
his own. He may be reached at amit@infobanc.com
) |
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