Writing Techniques
Generally speaking,when writing a business document,people need to experience the following steps:
Step 1:Set the goals of writing
Step 2:Consider the features of readers
Step 3:Choose a proper form and tone
Step 4:Find out suitable structure to organize the information
Step 5:Organize the whole article
Step 6:Edit the article
1.1 Setting the Goals of Writing
In order to make your writing targeted,one tool which needs to be grasped is to determine your writing purpose;that is to say,you wish what action the reader shall take after reading the article.When you stipulate the purpose of writing and remember the final goal in the whole process,the process of writing will become simpler.For example:“Now I am writing this letter to send a catalog to the customer and introduce the new products.”Also,you may write to your customer,“I am writing this letter to make an appointment with the customer for selling a house.”
It is clear that the specific goal of writing should be determined when you are intending to write a business document.
1.2 Considering the Features of Readers
Before you start writing a letter or report,you need to consider what ideas, beliefs,emotions,or opinions can interest your reader.One stimulus which is useful for someone may not be effective for the other,so it is important to consider the questions from the perspective of a specific person,instead of you,and figure out the target reader's interest.The following questions are proposed for you to check whether you know your readers or not:
What is the educational background of the reader?What does he or she do?
How old is your reader?Sometimes，the elderly readers prefer formal tones and the young generation prefers fashionable language.
What is the relationship between your reader and you?Are you writing to your boss，customers，or colleagues?
How many times do you mention this topic to your reader?Is it necessary to introduce some background information for your reader?
Is there any special point to attract your reader?If you sell a house to him，he is interested in the famous school around and convenient transportation which are helpful for his children to get education，you may emphasize them in your article.
1.3 Choose a Proper Form and Tone
There is no doubt that in any business writing,it is essential to choose a proper form and tone.
Forms
When you know the purpose of your writing and the features of your readers, you shall choose a suitable way to convey your ideas.Generally speaking,the languages of official documents given to the superiors are sincere and modest.The documents issued to the inferiors may be written in a gentle way.The documents for the colleagues may be drafted moderately.
Notices and announcements which need to be printed in the newspaper or put on the wall may be written in simple languages,and the notices or commands which are broadcasted or read in public shall be written solemnly and smoothly.
In a word,the contents and styles of business writing are subject to the readers and contexts,and to choose a correct form of expression is beneficial to achieve your purpose.
Tones
In Modern Chinese Dictionary,the term“Tone”is defined as①an emotion in speaking,such as serious tone,humorous tone and so on.②a grammatical category, such as indicative mood,interrogative mood,imperative mood and exclamation. According to Merriam Webster,tone is defined as a“style or manner of expression in speaking or writing”.
In the book Business Writing for Result written by Jane K.Cleland,tone is defined as a skill which can be used in writing to make your article serious,intimate,urgent and reasonable.The formal letters or documents are usually written in serious and logical tones,and the informal ones tend to use intimate or urgent tones.
Anne Laws in the book Writing Skills considers tone can be strong,neutral or tentative when you express yourself in writing.Strong tone is used to express an important view or recommendation.Neutral tone is a way to suggest to the readers and a tentative tone allows the readers to choose whether to act upon the view or to ignore it.For example:
1.4 Organize the Structure
For any specific business writing,it is imperative for business people to organize the structure properly either in time sequence,cause and effect sequence, order of importance or other sequences.
Time sequence
This method is widely used in descriptive booklets,products or reports and meeting agendas.For example:
Shanghai University Investment Development Group[1]
4th Anniversary Celebrations
To be held on Monday 1 September，2014
At Crown Plaza,99 Hangzhong Road,Nanjing
Provisional Program
10:00 Arrival and registration of Directors and staff
11:00 Arrival of guests invited
12:00 4th anniversary folders will be distributed to guests after the registration
13:00 Free visit
17:00 Cocktails will be served
18:00 Introduction by David Geffen,Public Relations Manager who will act as Master of Ceremonies
18:10 Opening Address
18:30 Slide presentation in retrospection of the past 3 years achievements of the company
19:00 Buffet supper
20:50 Toast Master
21:00 Closing Address
Drinks will be served until 22:30
17 July，2014
Business English reports can be divided into several types,including weekly reports,monthly reports,progress reports,market research reports,feasibility reports,investigative reports and so on.The first three types are in the scope of summary of previous tasks.Take progress report as an example,it can be used to make a comprehensive report to the superiors as to the progress of the work, including how to allocate the time,how to use the capital,and what the results of the investment are,what work has been done,what work is in progress,what work will be done next,and what problems have arisen.This kind of progress report concerns every aspect of the work and it is beneficial to find out the problems,and solve the problems in time.For example:
Progress Report on the Construction of a Garden
1.The Project Fulfilled
1.1 The construction of the garden began on_______（time)+（detailed information)
1.2 The planting of trees began on_______（time)and ended on_______（time)+（detailed information)
1.3 The removing of obstacles began on_______（time)+（detailed information)
1.4 The broadening of road began on_______（time)+（detailed information)
1.5 The building of power supply system began on_______（time)+（detailed information)
1.6 The building of water supply system began on________（time)+（detailed information)
2.The Arrangement of Next Stage
2.1 The decoration of the garden shall be finished on_______（time)
2.2 The construction of road shall be finished on_______（time)
2.3 The building of irrigation system shall be finished on_______（time)
Cause and Effect
There are two basic ways of developing paragraphs by cause and effect:
①State a Cause First
Times are changing.Many of us can remember when the main product of our company was （boat trailers.)Of course,navigation instruments have comprised 90 percent of our business for the past（decade).At the last board meeting,our directors voted to close our（boat trailer facility in Bolton Junction and focus all of our resources on our growing（instrumentation divisions.)
The（trailer facility)will close on（August 30).Each of the（53)employees will receive a generous severance package,including career counseling,six months salary and benefits.Any employees desiring to transfer here to（Grand Harbor)will be considered for openings as they occur.
In this interoffice memorandum,the superior firstly explains the reasons of downsizing,and then informs the 53 employees of leaving the company with generous welfares.In order to lessen the influence of bad news,the superior also provides opportunities for the people who want to stay.This method allows stating one or more than one reasons firstly,and then introducing the result.
②State an Effect First
（Name of the company)has enacted a formal No Smoking Policy for its executive offices, production facilities,and branch offices around the country.This policy takes effect at midnight May 31.
Health care specialists have proved beyond doubt that smoking is harmful to the general health of both the smoker and those working around him or her.In the interest of the well-being of all employees,no smoking will be permitted on company property before,during or after formal work hours.This policy extends to management,staff,visitors,suppliers,and family.
In this memo,the company at first notifies the No Smoking Policy to all employees and then explains the reasons and the way of implementing this policy. That is to state the effect firstly and the writer can explain one or more than one reasons later.
Order of importance
The most important opinions are listed and discussed in the beginning,then the minor important points,and the least important opinions are mentioned in the end of the article.This method can be used in reports and résumés.For example,when a job-hunter writes a résumé,he or she always puts the most significant achievement and capability at the beginning of self-introduction or working background so as to attract the interviewers'attention at the first glimpse.
Comparison and contrast
Comparison and contrast can be made between two or more than two products, strategies,technologies,companies,ideas or services according to some standards, such as cost,composition,specification,effectiveness,function,location,size, quantity and so on.By making comparison and contrast,the readers can find out the similarities or differences and get some inspirations for the development of a certain project or the choice of a product.For example:
And now you have two choices,Diagraph/500 for only＄99 or Diagraph/2000 for＄395. Diagraph/500 files are fully compatible with Diagraph/2000 so you can upgrade it to Diagraph/ 2000 at any time.What's more,the cost of Diagraph/500 is credited towards your purchase of Diagraph/2000.
In this letter,the writer makes a comparison between two softwares,Diagraph/ 500 and Diagraph/2000,on the basis of their cost and functions.One is cheaper and the other is a little expensive,but the former one can be ungraded into the latter one.By making comparison,the reader can balance the advantages and disadvantages so as to make a proper choice.
Question-answer structure
The Question-Answer structure can be used to control the readers'way of accepting information.According the well-designed questions,the writer can emphasize some benefits or highlight the ways to solve the problems.This method can guide the argument into an expected direction and achieve the purpose of writing imperceptibly.This method is widely used in letters,reports,directions or user guides.
Take User Guide of Iphone 5 as example,there are some questions included,such as what you need,what is Siri and so on.The readers can find out the answers quickly.
Question-Answer structure can also be used in retrieval system of a software. For example,at the homepage of Windows Help and Support，three headings are shown，that is，Introduction，Internet and Website，Safety，Privacy and Account.Under each heading,you can input key words and find out several related questions and answers.In this way, programmers who write the instructions can provide comprehensive information about the key words and the readers or searchers can find out necessary answers related to the key words.
This method can also be used in business letters in which the writers not only propose some questions but also the answers to readers,so that the readers can find out the necessary information by searching for the relevant questions instead of wasting time to read the whole article.At the same time the writer can convey the bad news in an indirect way.For examples:
You should not do（something)，otherwise，you will violate the law.
Question:How can you avoid violating the law?
Answer:Method 1
Method 2
The first sentence is too direct to be accepted by the readers and it may influence the friendship between the writer and the readers.On the contrary,the second example is more indirect by using question-answer structure to convey the writer's ideas and give suggestions to the readers,who may be willing to go on reading.
Visual design
When enormous information or data need to be presented to readers,people can design special texts format,pictures or graphs to arrange the information and make our explanation clearer.Moreover,the special designs can achieve a kind of dramatic effect and interest readers.For examples:
（1)Using pictures and explanatory notes in advertisement
In business advertisements,it is a customary practice to use some pictures and explanatory notes to emphasize the features,properties and functions of products sold or services provided.
（2)Using checklist in the reports
It is quite normal to sue checklist in the business reports.The purpose is to make a clear checking for some important items.For example:
Director's report
Dear sir or Madam，
During the year,although there were many difficulties in selling and marketing due to the unexpected economic decline and depreciation of U.S.dollar,it was suggested that the steady increase in our profits were still maintained.The following is the account for the year under review:
Net profit: ＄8，300，000
Amount brought forward from the last year ＄45，000
Total profit ＄8，345，000
Interim dividend ＄100，000
Balance ＄8，245，000
（3)Enclosing samples in the letters
When the potential customers touch the samples,they would have a sense of ownership to the goods,and may have a clear understanding of the goods.This exhibition is simple and interesting.In this way,the sales promotion can be successful.For example:
When selling clothes,you can send the pictures and catalogues of the clothes to the customer;when selling grains or ore,samples can be enclosed in the letter;when promoting your high skill of photography,you can send a photo to the readers;when selling medicines,sample medicine and its components can be delivered to readers together with the letters.
（4)Creating special text format in advertisements
To design an advertisement,it is important to create special text format in order to highlight the main advantages of goods sold or services provided.
（5)Using graphs in the reports or proposals
To design some tables,sheets,schematic diagram,matrix,checklist or graphs in the letters or reports is helpful for the readers to grasp the information and analyze the data.
（6)Using heading and sub-headings
In letters,reports,memos,proposals or advertisements,we need to use short paragraphs to make them clearer and easier to be understood.When possible, heading and sub-headings can be added for the guidance of the whole article or each paragraph in the article.Sometimes,sub-headings can be numbered.For examples:
Come to the Ocean Park
The most spectacular oceanarium in the world,in fact,the largest in Asia.A perfect outing place,this is not only a place to enjoy the world of nature,but also a place for thrills and experience the fascinating 5，000 years of Chinese history in the Middle Kingdom.
Cable Car
An 8-minute exciting ride in the cable car provides spectacular views of the entire south coast and the beautiful landscape.
Shark Aquarium
You are actually entering their world through this tunnel and surrounded by 50 of nature's most perfectly designed creatures.
Ocean Theatre
The world's largest mammal theatre.Wonderful performances by dolphins,seals and killer whales are shown several times a day.
Middle Kingdom
You will see customs,costumes,architecture and entertainment of 13 dynasties of Chinese history.All authentically recreated in exacting detail.
Price for adults:HK＄295
Price for children:HK＄150（5—12yrs)
At the beginning of this advertisement,it introduces the location and rich cultural connotation of Ocean Park,and then it is divided into several parts,each part with a subheading,for the introduction of different sightseeing places.The use of heading and sub-headings are helpful to readers to know the general situation of Ocean Park in Hong Kong.
Classification method
Classification Method can be used to separate a large project into some small units,which is beneficial for the management of enormous information.The writer can integrate the related units,add new units when necessary,and omit insignificant units so as to achieve his final purpose of writing.This method can be used in proposals and business reports.
As to the business reports,if it is hard to arrange and update the information in time sequence,the business project can be written in the following ways:
Task 1 or Topic 1
Task 2 Topic 2
Task 3 Topic 3
Under each heading,the contents can be written in time sequence,which makes the superiors clearly know the process of each task or the process of each topic.
As to the proposals,classification method can also be used so that the readers can find specific information in the articles.For example:
The Proposal to Produce××××by Joint Venture
1.The Name of the Project:
The name of the product,name of the enterprise,person-in-charge
2.The Reasons to establish joint venture:
The gap of technology and product quality between Chinese enterprise and foreign company, the beneficiary of foreign investment,the beneficiary for exporting product,cultivating the talents and increasing profit.
3.The Situation of Chinese Company:
The nature of the Chinese company,technical force,leaders,fixed capital,equipment, premises,original quantity,value,profit,export situation of the product.
4.The Situation of Foreign Company:
The name of the foreign company,nationality,capital,business scope,scale,product credit, sales situation,etc.
5.The Main Contents of Joint Venture:
Operating scope and scale,period,location,area,total number of workers and the constitution,total amount of investment,the registered capital,ratio of investment,investment method and origin of capital,technical features and ratio of domestic and foreign sales, operating facilities,preliminary analysis of economic effect.
6.The Plan of Implementation:
Technical communication,investigation trip abroad,feasibility report,negotiation,conclusion of contract,production etc.
Appendix
1.5 Organization of the Article
When you know your purpose of writing,the features of your readers,the form and tone of your writing,the general structure of your information,you have to organize your ideas in a certain order.Letters,memos,reports,profiles or advertisements have certain format which you can follow,and the detailed introduction will be displayed in the following chapters.
Generally speaking,business writing contains three parts:the beginning,the body and the ending.The beginning needs to be interesting or important enough to get the readers'attention.The body provides the detailed information to support your ideas,such as data,methods,evidence,reasons,processes,and examples.The ending is a summary of the former information which shows the completeness of the whole writing.It should be short and forceful.Take the structure of instruction manuals as an example:
The Title:name of the product
The Body:functions,structures,characteristics,theories,specification,usages, cautions and maintenance measures.
The Ending:name of the factory,address,telephone number,linkman,and date of production.For example:
（Name of Medicine)
Prescription Natural Chinese herbs.
Behavior Spirit fragrance,fog.
Indications Activates the circulation of blood.
Specifications Each bottle contains medicine liquid（ ml).
Usage For external use only.
Storage Store in tight containers protected from light at a temperature not exceeding（ )℃.
Taboo Forbid to be used by alcohol allergic people.
Adverse reaction In addition to the alcohol allergy,have no response obviously and badly.
Cautions The pregnant woman uses carefully.The alcohol allergy uses carefully.
Period of validity （ )months
Date of production （ date )
Factory Address
1.6 Edition
After the first draft is written,you need to review it and check whether there are any problems in the aspects of grammar,spelling,punctuation,content,style and structure.When making revision,some questions can be considered:
Grammar:
Is the subject consistent with the predicate in number?
Does the pronoun refer to a specific object?
Is the pronoun in agreement with the antecedent?
Are the modifiers located in right places?Is there any ambiguity?
Are the verbs written in right tense and voice?
Are the sentences complete in grammatical structures?
Punctuation:
Are the punctuations in Chinese style or English style?
Is the punctuation used correctly?
Is there any exclamatory marks?
Spelling:
Is each word spelt correctly?
Are there any words lost?
Is it necessary to use capital letters here?
Content and Structure:
Have I presented the main idea in the writing?
Are there enough details to support my idea?
Does the writing end substantially?
Is the information organized in a proper order?
Does each paragraph fully develop its top sentence?
Is there any information that should be placed in appendix?
Style:
Is the language level suited to the readers?
Are all sentences expressed clearly,concisely,politely,and correctly?