Page 180 - DENG102_COMMUNICATION_SKILLS_II

Unit 12: Basics of Official Correspondence

however, have promised us further supply by the end of this month, and if you could wait notes
until then we would ensure the prompt delivery of 20 computers you require.
We are sorry that we cannot meet your present order immediately.
Yours truly,

clarity

For effective business writing, the 3rd basic principle is clarity. Clarity means written business
messages must clarify the basic contents of the message to the receiver. It means the language
and the tone must be appropriate. The level of formality in tone, the use of words of casual
conversation, your attitude, use of natural language, avoiding sexist language are some of the
essentials for clarity. These are discussed as under:
1. Language and tone: The language used in formal writing such as book, magazine, letters,
memos, reports and other forms of academic writing must be simple and understandable.
It must be consistent with the clarity and nature of the audience.
Having determined the purpose of audience, you have to choose appropriate tone in terms
of formality. Tone refers to feeling created by words used to communicate the message. In
writing the tone basically defend upon the relationship between the writer and the receiver.
It is the skill and competence of the writer to use the tone according to the direction of
communication determined by the status of reader/receiver. It is obvious that while writing
to our superior, our tone will be quite formal and to our peers, less formal or more informal.
The tone can be informal, semi-formal and strictly formal. Informal tone is used for social
or personal communication. The informal tone may use slang words and regional words.
Slang words are non-conventional. They are just coined for new definitions. They are used
in some special sense. Slang in fact consists of very informal words, phrases and meanings
not regarded as standard and often used by a specific professional class and so on.
Regional words are used basically in a particular geographical area. The slangs and regional
words both constitute the nature of language. They give colour and tone to the language
of communication. In the words of business, the main concern is to impress the reader
with sincerity, courtesy and sense of mutual respect. The basic aim of business writing is
to earn the good will of the reader. The writing should sound, friendly and cooperative, by
avoiding harsh and rude words.

For good human relationship, our letters and memos should accentuate the positive
thoughts and expressions.

Notes essentials for language and tone
1. Avoid using words that underline the negative aspects of the situation.
2. Write with a cool frame of mind. Do not write a letter or memo when you are angry
or excited.
3. Do not allow your anger or harshness to creep into your letters/memos.
4. Focus on the positive whenever you can or project the neutral rather than the
negative viewpoint.

2. You-Attitude: In all writing, the author has a point of view. The you-attitude refers to the
reader’s point of view. In good business writing, especially letters, the author writes from

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