WRITTEN COMMUNICATION

WRITTEN COMMUNICATION

Here it is pertinent to mention the concept of jargon to you. Jargons are special words and phrases
which are used by particular groups of people, especially in their work For example, sue motto, ipso
facto, etc. are legal jargons. Jargons when used in a business report cannot be avoided as they form an
integral part of the report. So in order to understand such a report you are required to know a few
commonly used jargons. However, while writing a business letter the use of jargons and clichés excessively should be avoided, as these will make your letter very technical and dull.
The vocabulary used should be simple, concise and easily comprehensible. Use the word that is most
effective to get the desired result. Instead of saying, "The project may not be completed on due date."
"The project may be delayed." is a more concise expression.

Grammar

At the level of grammar one of the most important things to remember is the voice of the sentences. Do not use passive voice. You will not be projected as a strong human being if you avoid active voice and use passive voice all the time. For example, instead of saying, "The meeting has been cancelled" say, " We have cancelled the meeting." Another aspect of grammar to be remembered is the use of complex sentences. A better idea will be to use simple and short sentences.
The next point is the use of verbs that indicate actions you want to take and the actions you expect the
receiver (of your message) to take instead of rehashing the same with long sentences. For example,
instead of saying, "As your last date for bill payment is approaching, you are requested to pay your bill by 28-3-06" you can say, "We request you to pay your bill by 28-3-06. Your last date for bill payment is 28.3.06."

Style

The style followed in writing a business letter or report may vary from country to country. The style may also vary according to the rapport you have with the recipient of your message. However, adopting a formal style without being impersonal is a good idea in business communication.