Business Communication

3.
Avoid jargon: As far as possible, the writer should avoid jargon. Jargon is a language which
is special to science, commerce, technology, trade or profession. In private language with
persons in the field, jargon may be incorporated. In other cases, jargon can be used, but the
only thing is that the words used must be clear to others as well.
4.
Accuracy: The subject matter must be correct and accurate. The manner in which the
message is transmitted must be correct. Accuracy in writing can be achieved by careful
checking and editing.
5.
Brevity: A writing should be shorter by using few words for many. Brevity not only saves
the time but also gives grace to the writing. Business communication must be brief and direct.
6.
7 Cs of communication: Please refer to Chapter 2.
Written Communication
Merits
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Accurate
•
Precise
•
Permanent record
•
Legal document
•
Can reach a large number of people simultaneously
•
Helps to fix responsibility.
Contd....

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Written Communication  / 57
Limitations
•
Time consuming
•
Expensive not in terms of postage but of the time of so many people
•
Quick clarification not possible.
Exhibit: 6.1
6.4 WRITING TECHNIQUES
6.4.1
Adaptation and Selection of Words
Effective writing techniques gives stress on simplicity while using words, short sentences and brief
paragraphs and simplicity in terms of adaptation. Adaptation of words according to the message
addressing to the specific reader. All the readers do not have the same ability to understand a message,
they do not all have the same vocabulary, the same knowledge about the subject. Thus, to communicate
clearly we should know the person with whom we wish to communicate. The message should fit the
person’s mind. For this reasons it is advisable to adopt following techniques during written
communication.
•
Use familiar words
Unfortunately, many business writers do not use familiar language enough instead, they tend
to change character when they begin to put their thoughts on paper.
Endeavour
–
Try
Ascertain
–
Find out
Terminate
–
End
Demonstrate
–
Show
Utilise
–
Use
•
Choose the short over the long word.
Generally, short words communicate better as a heavy proportion of long words confuse the
reader.
There are some long words such as hypnotize, hippopotamus and automobile are so well known
that they communicate easily. And some short words, such as vibes, vie (to complete), vex (annoyed
or upset), scab (worker) are understood by only a few.
Thus you will be wise to use long words with some caution. Further, you need to ensure that
those you do use will be familiar to your reader.
•
Use technical words with caution.
All fields have technical words i.e., ‘jargon’, which becomes a part of our everyday working
vocabulary. In fact, so common will it appear in your mind that you may assume that people
outside the fields also know it. And in writing to those who is outside from your field you
may use these words, which leads to miscommunication.
6.4.2
Masculine Words
Sometimes the use of particular words can support unfair or untrue attitudes towards as particular sex,
usually women. For example using the pronoun ‘he’ to refer to a doctor, when you do not know if they
are male or female, might support the belief that it is not normal for women to be a doctor.

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