Language Skills
2.1 Avoiding Using Cliché
Clichés are the words or expressions which were used in the old days and not interesting and effective any longer.They are mannered,stiff,and inclined to destroy the friendship between the readers and writers,and influence to the purpose of writing.For examples:
2.2 Using Simple Words rather than Jargons
Simple and understandable words are frequently used in business articles,for business communication requires efficiency and effectiveness.The use of simple words is beneficial for the two parties who negotiate with each other.To use unfamiliar words may broaden the gaps of their understanding.Therefore,the concise and compacted words are preferred in business writing,and informal words and jargons are rarely used.For examples:
Sometimes we need to use jargons to communicate with experts or professionals.The jargons can be easily understood and accepted by a specific community,but they may bring confusion to the common people.For example,the word“average”usually means“a number that is calculated by adding quantities together and then dividing the total by the number of quantities”or“a middle point between extremes”in Merriam Webster,but in the field of marine insurance, “average”means“loss”,such as particular average or general average.Therefore, you need to consider the features of readers and choose proper words in your writing.
2.3 Avoiding Using Redundant Words
Sometimes we always use redundant words in the same sentence,which makes our writing wordy.If we omit the unnecessary italic words,the meaning shall not be influenced.For examples:
In addition,we are also…
First and Foremost
It came at a time when we were chatting.
During the year of 2014.
At a meeting held in Beijing.
Finally the letter ends with a recommendation.
We are engaged in constructing a library.
By means of this machine,we can load the goods quickly.
2.4 Avoid Using Negative Words
We can choose some positive or neutral words or expressions to show our politeness to the readers,instead of using negative words to belittle and annoy them,such as“should”“must”“failure”“nonsense”“ridiculous”“inequality”and so on.
2.5 Using Proper Conjunctions
Conjunctions are functional words which are used to connect words,phrases, sentences and indicate a certain logical relationship between them,such as parallelism,connection,transition,causality,selection,assumption,comparison, concession and so on.By using the conjunctions,the ideas in the writing can be clearer and more coherent.For examples:
2.6 Avoiding Usage of Nominalization
Sometimes,verbs are more vigorous than nouns although they have the same meaning.Therefore,when you have finished writing,check the article once again and find out all the nouns ended with“-ance”“-ment”,and“-tion”.You can replace these nouns with corresponding verbs to see the differences between them in the tones.For examples:
The cancellation of the shipping space has been made.
Revision:We have canceled the shipping space.
2.7 Using Acronyms Cautiously
Some abbreviations are widely used and acceptable by readers,such as APEC （Asia-Pacific Economic Cooperation),GPS（Global Position System),CEO（Chief Executive Officer),CBD（Central Business District),EMS（Express Mail Service) and so on.But when using these abbreviations,you'd better explain their full names at the first time.
On the contrary,the use of some abbreviations shall be avoided in our reports or letters,for examples:e.g.=for example,no.=number,i.e.=that is，&=and.It's=it is,can't=can not,don't=do not,won't=will not.The integrity of words can help the writers create positive and prudent images in the writing,so the full form of the words are recommended in formal writings.
2.8 Active Voice and Passive Voice
Active voice and passive voice have different communicative functions.Active voice is widely used in business articles.It emphasizes the actors and the logical sequence of one's thinking.In the following letter,all the sentences are organized in active voice.
Dear[ ]:[2]
Over the years,we have used many types of bags to hold the customers'groceries.Because our customers are environmentally aware,we are interested in finding a bag that is both earthfriendly and strong enough to hold the produce.
Recently,we came across a sample of your plastic bag[model]that seemed to fit the needs of our customers.The sample was both strong and environmentally safe.In order to determine its suitability for our use,would you please send us information on the product and any additional samples you feel would fit our needs?
Thank you for your prompt response.
Sincerely，
Passive voice is suitable to convey bad news and make the tone of writing more polite.Moreover,it is more objective than active voice because it puts emphasis on the statement of a fact,instead of the actors.Therefore,passive voice can be used in professional reports or formal memos of meetings.For examples:
①Only expenses clearly related to business may be reimbursed.（Interoffice memo)
②In the interest of the well-being of all employees，no smoking will be permitted on company property before，during，or after formal work hours.（Interoffice memo)
2.9 Short Sentences and Long Sentences
Long sentences are suitable to reflect complex logical connections and convey integrated meanings.They may be applicable for the description of some complicated events or legal terms.However,the main purpose of business writing is to convey the ideas clearly and make readers grasp main information promptly.Therefore, only use long sentences or complex sentences may incur the tiredness and dislike of readers.
On the other hand,short sentences can be used for good news or to encourage reader to buy something.For examples:“Happy selling!”“Diamonds are forever”. But to use short sentences only is not helpful for the writers to express their ideas fully.The alternation between long sentences and short sentences is advisable.For example:
Interoffice Memorandum[3]
Subject[Be on time]:
In the case of being on time to work,good things don't come to those who wait.Employees who wait to come in until after starting time—or don't come in at all—hurt themselves and the company.Tardy or absent employees jeopardize their ability to do good work,to strengthen relationships with their colleagues and supervisors,and to receive rewards for their efforts.
Of course，[name of company]suffers a loss in productivity when employees are late or absent.Because of this,the company policy requests that employees let their supervisors know as soon as possible of an unplanned,necessary change in work schedule.The policy also outlines disciplinary action,including termination,for regularly tardy and absent employees.
If you're one of those employees challenged to come in on time or to come in at all,don't wait to change your habits.Come on time every day.You and your company will both reap the benefits.
In this memo,each paragraph is made up of three sentences,although some sentences are long,for examples:
There are 21 words in the sentence“Employees who wait to come in until after starting time—or don't come in at all—hurt themselves and the company”and it contains an attributive clause and two dashes to divide the sentences.
There are 25 words in the sentence“Because of this,the company policy requests that employees let their supervisors know as soon as possible of an unplanned,necessary change in work schedule”and it contains an adverbial of cause,objective clause,and a complex object.
Some sentences are short.For examples:“Come on time every day”“You and your company will both reap the benefits”.The first one is an imperative sentence, and the second one is a simple sentence.