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• Third, organize effective sentences and paragraphs.
– The suggested average sentence length should be about 17 or 20 words.
– One sentence has only one main idea.
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2. Correctness • Correctness——the writer should not be distracted by
mistakes in grammar, punctuation or spelling. All of the information in the message is accurate. For example: – Our competitors were more successful than ours. – The two first items are not available. – We are interested in same. – It is one of the machines that were delivered last week. – We had quite a successful meeting. – He not only built houses, but also flats. – While studying the report, the telephone rang.
1. Clarity • Clarity——to make the information clear so
that the reader can understand what you are trying to convey. • First, take notes to list all the details! • Second, choose precise, concrete and familiar words instead of complex words, abbreviations, technical terms and business jargon.
For example:
– The L/C must reach us for arranging shipment not later than 8 October.
– The L/C must reach us not later than 8 October for arranging shipment.
– Some visual aids can be applied: headings, tabulations, itemizations, graphs, pie charts, underlining, italics, indentations, colored capitals, etc.
(A) In the event that you speak to Mr. Wood in regard to production, ask him to give consideration to the delivery schedule. If you speak to Mr. Wood about production, ask him to consider the delivery schedule.
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（3）Use Words to Replace Phrases or Clauses Enclosed herewith ----->enclosed at this time ----->now due to the fact that----->because a draft in the amount of $100 ----->a draft for $100
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Principles of Business Negotiation
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Contents
• Principles of Business Communication • Principles of Business Negotiation
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Principles of Business Communication
excessive adjectives and prepositions
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For example: （1）Shorten Wordy Expressions
We wish to acknowledge receipt of your letter... We appreciate your letter... Enclosed herewith please find two copies of... We enclose two copies of... We have begun to export our machines to countries abroad. We have begun to export our machines. （2）Avoid Padded Expression It should be noted that this is the best we can do. For your information we enclose a catalogue. Please be advised that we have received your invoice.
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3. Conciseness • Conciseness——means saying things in the fewest
possible words. – Delete irrelevant words and loose sentences – Omit information the receiver already knows – Avoid long introductions, unnecessary explanations,