Page 181 - DENG102_COMMUNICATION_SKILLS_II

Communication Skills-II

notes the reader’s point of view. He views things as readers would do. Thereby, he is able to see
and present the situation, as the reader would see it. As a writer, you should try to convey
your understanding of the reader’s position. Present the information by visualizing how it
will affect the feelings of your reader and of what interest it will be to him.

Example: In the following illustrations, the focus is shifted from the author’s point of
view to the reader’s point of view by emphasizing the benefits and interests of the reader in the
given situation.
Author’s emphasis: We are sending interview calls on next Monday.
Receiver’s emphasis: You should receive the interview letter by Thursday, August 10.

Notes Essentials for reflecting ‘you’ point of view in Business Correspondence
l Empathic with your reader. Place yourself in his/her positions.
l Highlight your reader’s positive gain or actions in the situation.
l Adopt a pleasant tone as far as possible.
l Avoid negative words and images. Do not use words that insult or accuse the
reader.
l Offer some helpful suggestions if possible.
l Use words which are familiar, clear and natural. Avoid expressions which are
old-fashioned.

3. Use of Natural language: Letters and memos should be written in the language of everyday
speech. It should not be allowed to lose its quality of living speech by bringing in clichés
and hackneyed expressions. Archaic expressions in your letter or memo will make the
message dull and uninteresting for the reader. Do not use old-fashioned expressions,
generally found in business letters and memos.
To help the reader read quickly and know the main subject of the message at the very
beginning of a sentence, choose active voice. Avoid passive voice in issuing the instructions.
The instructions should be clear, direct and complete.
4. Avoid Sexist Language: Sexist language consists of words or phrases which shows a
bias against the competence or importance of women. Often, the use of sexist language
is unconscious. We often fail to realize that a certain phrase or word used implies an
unfavourable reference to the honour and competence of women. Moreover, such
expressions are not acceptable to the readers of modern sensibility. Do not use words that
lower the dignity and status of women. Also, never use slang words for women.

Finally, to write your business letters clearly and accurately, you should pay attention to the
following:

l Construct your sentences and paragraph according to the principles of unity and
coherence.
l A sentence is the smallest unit of a complete thought.
l Each sentence should have only one thought.

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