Varun Jain

CS 312

Group E, Assignment 2

The Importance of Writing Clearly

Written documents reveal a lot about our business skills. A reader can easily identify, a writer’s educational background, the pride he takes while doing work, his educational background and his business expertise. The power of writing has increased a lot with the emergence of the paperless office, e-mail, the internet and web pages. Today the companies who have employees who can write clearly and concisely have a competitive edge over others who are still struggling to communicate.

In this day of computers with spell and grammar check, it is very easy to let our writing skills lapse. Making sure that our correspondence is free of any errors has become a difficult job. The computer has the ability to scan for the correct spelling of a word, but it may be a homonym with the wrong meaning for the sentence. This error is the most common one and makes the reader feel that either you don't know the difference or you're too lazy to check and edit.

If a writer fills his business documents with buzzwords, cryptic dialogue and outdated phrases, then the document becomes full of words that people don't understand. No one would comment that they don't understand what we are writing, but they will note not to use our business services again. Business documents should always be simple and current. Writing styles can be compared to fashion, which is dynamic and changes quickly. Writers should write the documents in the most current mode, but they have to make sure that their writing does not include industry jargon and clichés. Writers should make sure that everyone understands their written ideas.

A writer should never give an impression that his writing is too formal or outdated. Today writing needs to be more direct, so that it replaces out dated standard business phrases. Examples of this are "As per your request" now becomes "As you requested" or "Enclosed please find” now becomes "I am enclosing." Also, “I" is being used in a limited way to give directness and warmth.

We are a telephone oriented society, thus we tend to slip into abbreviated dialogue instead of expressing complete thoughts in a sentence. Due to this, the keyboard simply becomes an extension of our phone voice, and frequently incomplete phrases dominate a message. This may make the readers think that writing indicates incomplete logic. Thus we should always try to write full sentence, and avoid abbreviations.




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