WritingSkills.web.id - There are some techniques or methods which can change your writing style from the style which sounds ungainly t...
WritingSkills.web.id - There are some techniques or methods which
can change your writing style from the style which sounds ungainly to more personal style:
1. Using Contractions
The use of contractions such as
it's, doesn't, I'm, you're, we're, they're, isn't, here's, that's and
we'll will make a friendlier and more personal situation. However, it
does not mean that contractions should be used every time. Sometimes, using
the words like "do not", "you are", or "will not" sounds more natural than
"don't", "you're", or "won't". Keep in mind that in a real conversation, those
expressions are used alternately. Such custom is applied likewise in business
letters writing.
2. Using Active Verbs
One of the keys to write good business letters is the use of active verbs
rather than passive verbs. In business language, passive verbs are considered
excessively long, ambiguous, boring, and giving some distance. On the other
hand, active verbs make the letter writing style simpler, more informal,
clearer, and more suitable. The following are some examples:
Passive Voice:
- It was agreed by the committee...
- At the last meeting, a report was made by the Secretary...
- This form should be signed and should be returned to me.
Active Voice:
- The committee agreed...
- At the last meeting, the Secretary reported...
- You should sign the form and return it to me.
Oftentimes, letter writers have some problems when they have to change
sentences from active voice to passive voice.
First, many writers have a little understanding about passive voice, so that
they miss the passive voice which should be changed to active voice; or
sometimes they change sentences which must be active, but they change them to
passive.
Second, some letter writers never use passive verbs because of their much
effort to make active voice. Actually, In certain situation, passive sentences
are still needed, and cannot be left out at all. One or two passive sentences
are still OK, but too many passive sentences will ruin your business letter
style.
3. Using Direct Questions
Direct questions are one of the essential parts in colloquial language.
Therefore, the use of direct questions will give positive influence, and even
this method is the technique which is generally used in marketing and
advertising.
By using direct questions, information will be clearly delivered, and give a
stronger effect.
Oftentimes, in business letter writing, the word "whether" is used to avoid
direct questions. Look at the sentences examples below and their substituting
sentences. Direct questions are simpler than the original sentences.
Original Sentences:
- We would appreciate your advising us whether you want to continue this account or transfer it.
- Please inform us whether payment against these receipts will be in order.
Substituting Sentences:
- Do you want to continue your account or to transfer it?
- Can we pay against these receipts?
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