Chapter-3

IMPORTANCE OF ADAPTATIONWriting that communication uses words that the reader understands and sentence structure that organize the massage clearly in the readers mind. use simple sentence structure for those less able to understand and use the more complex structure when appropriate.A) Care in Sentence Design

1. Using Short SentenceWriting effective sentences involves grouping and ordering the information. We have a powerful resource of knowledge so we have to use that knowledge in our writing. We can use phrases, clauses and types of modifiers. Use grammatical labels it will help to design the massage information. Writing a successful message we need to know organized those information in a oriented way thats will help full for readers.

as example : we can write Mr. X work for our company for last 15 years as a drill press operator and he well be retiring on January 31.

They are two way to writer for the readers those are

1. Limiting Sentence Content

2. Economizing on words

a. Limiting Sentence Content: Limiting content is one way to make short sentences. Shorter sentences give more emphasis to content and to organization of the subject matter than longer sentences. Thus they communicate better.b. Economizing on Words: There is another way to make sentence shorten through word economy. Economizing on words means seeking shorter way of saying things. Its helps to find many ways to trim our writing and also it save the reader time and makes writing clearer and more interesting.i) Cluttering Phrases: Instead of saying In the invent that payment is not effected by March, the operations will cease, we can use if to substitute for in the event that. If payment is not effected by March, the operations will cease. Thus, the sentence becomes shorter without loss of meaning.ii) Surplus Words: Instead of there are two rules that should be considered we can simply say two rules should be considered. In each case, the surplus words can be eliminated without changing the meaning.iii) Roundabout Construction: Instead of He criticized everyone he came in contact with. We can say He criticized everyone he met.iv) Unnecessary Repetition of Words or Ideas: Instead of In my opinion I think the plan is sound we can simply say I think the plan is sound.2. Determining Emphasis in Sentence Design

We should give every item its due emphasizes. Short sentence sentences emphasis contents and long sentences de-emphasis contents. To illustrate the verifying emphasis we can give information considers this example:

The company lost money last year, the loss occurred in spite of record.

We can write : the company enjoyed record sales last year, although it lost money.3. Giving Sentence Unity: For a sentence to have unity, all of its parts must combine, to form one clear thought. There are two main causes of unity error:a. Unrelated Ideas: Putting two or more ideas in a sentence is not grammatically wrong. But the ideas must have a reason for being together. They must combine to complete the single goal of the sentence.For example; Mr. Ridwan has been appointed our director, and he has a Masters degree in Economics.But it can say this way; Mr. Henley, our director, has a Masters degree in Business.

b. Excessive detail: In 2014, when I, a small-town boy from middle-class family, began my studies at Southeast University (SEU), which is widely recognized for its Business Program, I set my goal for a career with a large public company.We can say that; A small-town boy from middle-class family, I entered Southeast University (SEU) in 2014. I selected Columbia University because of its widely organized business administration program. From the beginning, my goal was a career with a large public company.4. Wording Sentence Logically: Avoid illogical constructions. Illogical construction can rob a sentence of unity. a. Mixed Construction: illogical construction happens when writers mix two different sentences together. That is called mixed constrictions. For example: Mixed: The cost of these desks is cheaper.

Improved: The cost of these desks is lower.b. Incomplete Construction: It is one of the illogical constriction where one sentence is starts but does not finish with an expected pattern. So be careful to when we write for readers.

As example: as far time management goes, he is a master of multitasking.

We can write these ways as: for time management, he is a master of multitasking.c. Dangling / Misplaced Modifiers: putting modifiers in the wrong place or leaving out what they refer to creates illogical sentence.For Example: Believing the price would drop, the purchasing agents were instructed not to buy.

Believing the price would drop, we instructed our purchasing agents not to buy.d. Faulty Parallelism: they show there community spirit through yearly donations to the BRAC. Giving free materials to ASHA, and their employee volunteer at local school.We can simply say; they show their community spirit by donating yearly to the BRAC, giving free material to ASHA and volunteering at local schools.B) Care in Paragraph Design

1. Giving Paragraph Unity: Paragraph should have unity when we applied to structure a paragraph. Unity means that a paragraph sticks to a single topic or idea that will be developing a clear topic or idea. After that anyone can say that everything in this paragraph belongs together because every part concerns every other parts. The goal of paragraph unity is to send a clear concept to the reader and any one can understand what the writers wants to write for his or her readers.2. Keeping Paragraph Short: Generally paragraphs should be short because our readers are so busy. And short paragraphs show organization better then longer ones and are more inviting. its length is depend on its writing about eight line is a good average length and short paragraphs is appropriate for massages. But some time some good paragraphs need a longer paper such as reports. One line paragraphs are appropriate for business massages. one should give all the needful information on one line paragraph writing.3. Making Good use of Topic Sentence: Topic sentences can help in making good paragraphs. But not every paragraph must have a topic sentence. Placement of the topic sentence depends on the content and the writers plan.a. Topic sentence First: When the first sentence is a topic sentence which gives readers a summary of the general idea, the paragraph is deductive; that is, the topic sentence precedes details.Example; To get a refund, you must supply us with some additional information.b. Topic Sentence at End: When the topic sentence is placed at the end of a paragraph, the paragraph is called inductive; that is, topic sentence follows details.Example; Thus, inventories have not been the reason for a down swing in the economy.c. Topic Sentence Within the Paragraph: A third paragraph arrangement places the topic sentence somewhere within. This arrangement is used rarely, usually for special effect. It does not emphasize the topic sentence which contains the main point.Example; material 329, however, is superior to them all.4. Leaving out Unnecessary Detail: In writing paragraphs leave out unnecessary information but include all that information needed to achieve the purpose of writing. For writing a massage we should focus on our information what we want to send to our reader .It is important because readers can get there information and they can read it easily.5. Making Paragraph Coherent ( Co-related):

Well made paragraphs move the reader logically and smoothly from point to point so paragraphs should be coherent.a. Repetition of Key Words: By repeating key words from one sentence to another we can smoothly connect successive ideas.For example; we have our strong service policy. Because of our strong service policy customer can choose us without any doubt. b. Use of Pronouns: Pronoun connect with the words to which we want to refer.For example; we newly added Mercedes-Benz bus in our transport service. This bus is more luxurious then other.c. Transitional Words: Transitional words reveal the connections between ideas. For example; we can use however, whatever, thus as transitional words.Chapter-4

THE IMPORTANCE OF A POSITIVE EFFECTWritten communication within a business primarily requires clarity. Good business writhing especially to external audiences. Requires both clarity and the goodwill effect.1) Conversational Style Is a technique that helps build the good effects to write in conversational language.a. Resisting the Tendency to be Formal: in our business writing conversational language is too much formal instead of friendly writing or conversational language. we use very difficult word on our formal writing. that does not make a good effect in our massage. Example : Stiff and Dull= I shall be most pleased to avail myself of your kind suggestion when and if prices decline. Conversational = Ill gladly follow your suggestion if the price falls.stiff and dull : enclosed herewith is the brochure about which you made inquiry.

conversational: enclosed is the brochure you requested.b. Cutting out Rubber Stamps: Rubber stamps are called clichs. Rubber stamps are expressions used by habit every time a certain type of situation occurs.Example; Please be advice.. This is to inform you.. thank you in advance for2) You-View Point: The you-viewpoint produces goodwill and influences people favorably. The you-viewpoint emphasize the readers interests .it is an attitude of mind involving more than the use of you and your.a. The You-View Point Illustrated: in face to face communication, world, voice, facial expressions and gestures combine to create the desired communication effect. in writing the printed word alone must do the job. Example; We pay 2 percent interest on savings accounts.

You earn 2 percent interest on savings accounts.b. A point of Controversy: some say that the you viewpoint is insincere and manipulative. It can be but it need not be. There r 2 major shortcomings 1. It is insincere 2. It is manipulative. 3) Accent on Positive Language: messages effect depends on careful world choice. In most case positive or neutral wording will succeed better then negative wording.a. Effects of Words: positive words are usually best for message goals. Negative worlds stir up resistance and damage goodwill. So beware of strongly negative words (mistake , problem) words that deny (no, do not ) and ugly words.b. Examples of Word Choice:Negative= we cannot deliver until Friday.

Positive= we can deliver the goods on Friday4) Courtesy (I): Courtesy means treating people with respect and consideration. That makes the business environment more better for communication. as we to say Thank you, please, sorry etc.a. Tailoring Your Message to your Reader: It also involves writing directly for the one reader. This means writing for the one situation and also it differ with persons.Example; We wish you the best of success on the book.b. Refraining from Preaching: The effect of courtesy is helped by not preaching .usually preaching is not intended .it often results from efforts to persuade. Elementary flat and obvious statements often sound preachy.Example; You Want, You should etc.c. Doing more than is Expected: doing more than necessary builds goodwill. as the extras add length they appear not to be concise but conciseness means word economy not falling short of your goals.Example; d. Avoiding Anger: Rarely is anger justified in messages. It destroys goodwill.Example; I cannot understand what you are saying. Here we can say without anger by can you repeat what are you saying?e. Being Sincere: efforts to be courteous must be sincere , the effect of sincerity results from being sincere.i) Overdoing the Good-Will Techniques: the goodwill effort can be overdone. Too much you viewpoint sounds insincere. Exm: if you will help these children ,Ms Collins you will becomes a heroine in their eyes. / I was delighted today to see your name listed among Macys new charge customers.ii) Exaggerating: Exaggerated statements are obviously insincere. For examples already thousands of new customers are beating paths to the doors of martin dealers.5) The Role of Emphasis: emphasis also determines a message effects. Even item communicated should get the proper emphasis. There are four basic emphasis techniques.a. Emphasis by Position: The beginnings and endings of a unit of written communication carry more emphasis than the center parts. Place central idea in the beginning and ending. Emphasize these key ideas through sentence Style, Paragraph and Message.Example; I can write letters much more quickly using a computer. We can say The computer enables me to write letters much more quickly

b. Space & Emphasis (Point Base): Giving more space to central idea. The more space one gives a topic, the more emphasis the topic receives.Example; Caution! Risk of accident. c. Sentence Structure & Emphasis: Place important information in short, phrases/simple sentence(s) so that it will not have to compete with other information for the readers attention.Example; please do your work carefully and go home safely.d. Mechanical Means of Emphasis: There are many colours you can use. Brighter colours and those towards the red end of the spectrum stand out more. Blues and dark colours are more subtle.1. Example; Theteacherreturnedthe homework afternoticedthe error.