Wednesday, May 2, 2012

The rules of written communication


SELECTION AND USE OF WORDS:
Use words that the recipient will understand: Avoid using words from the dialect or slang (unless the message is intended for specific groups or areas where the use of such words can achieve a positive reaction). In business communication should not shorten words or use acronyms that are not generally known.


Use specific words

Choose strong words: verbs and nouns generally have a stronger character (effect) of adjectives and adverbs.

Highlight (use, highlight) positive words:

Use synonyms

Avoid 'frayed' word

Avoid unnecessary repetition



FORMING SENTENCES: complete thoughts expressed sentences. Well choose words not enough - they should be ordered in a sentence in a way that clearly and unambiguously convey the desired message, and recipient motives desired reaction.

Form a clear sentence:

Give the unity of the sentence: a sentence should carry one basic thought / idea

Keep related words together:



watch for grammatical correctness and compliance elements of the sentence

Use short sentences

Rather, use active rather than passive form: However, sometimes passive preferable - especially when one wants to put emphasis on what is done, not who made, or when one wants to alleviate the negative messages

Emphasize the important things in a sentence:

using the length of the sentence:

using the sentence structure:

repeating key words and phrases

using a different format of the sentence

say (write) the other party which is important



DESIGN SECTION: passages (paragraphs) consist of several connected sentences and comprehensively explain ideas (major and minor) that make up the message. Organizing messages into several paragraphs to be systematically present different ideas that the message carries, or the different aspects that we want to show the recipient.

Use short paragraphs: The length of sections may vary within the message. Alternation of shorter and longer passages gives liveliness message and keeps the reader's attention. The first and last paragraph should generally be shorter (and they are presented 'impact' of thought), while passages in the middle can be a bit longer (to explain them in more detail the main ideas and minor amounts of ideas).

Format the paragraph (paragraph) as a whole

Organize paragraphs logically



Emphasize the important things in the section


SHAPING message as a whole: to be effective, messages must function as a whole, consistently and logically connected set forth

Secure the connection / transition between paragraphs: In the event that one develops this theme through several paragraphs, the first sentence in the following section should have a binding character, ie. clearly build on the last sentence (whether continuing to develop its thought or adding new compared to the previous sentence).

Organize the message logically

Visually edit the message.

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