choosing the right words
DESCRIPTION
useful words in writing business lettersTRANSCRIPT
CHOOSING THE RIGHT WORDS
STANDARD AMERICAN ENGLISH: most correct form of the English language.
Everyone faces the challenge ofWRITING and SPEAKING ENGLISH WELL.
Objectives:
1. Describe the writing process.2. Evaluate various meanings of words in
order to select appropriate words for intended meaning.
3. Identify and use available references to facilitate the communication process.
4. Evaluate incorrect word usage and select correct word usage.
THE WRITING PROCESS1. Chooses words.
2. Assembles the words into phrases.
3. Connects the phrases to form sentences.
4. Groups the sentences into paragraphs.
5. Organizes the paragraphs into a coherent message.
THE MEANINGS OF WORDS
Semantics
: the study of word meanings: the study of what you mean by what you say
WORD
-the simplest part of language-the fundamental element of any message
TYPES OF MEANINGS
Denotative meaningsare the definitions of words given in
dictionaries.
Connotative meaningsare the subtle and often emotional meanings
that become associated with the words.
Our furniture is CHEAP.
Our furniture is INEXPENSIVE.
WORD REFERENCES
Dictionary:
-definitions and meanings-hyphenation-acceptable and preferred spellings-pronunciation-parts of speech-capitalization-synonyms-antonyms
Thesaurus:
-synonyms-antonyms
INTERPRETING MEANINGS
Word bank- that part of the mind in which all the words the person has ever heard or read in all their contexts are stored.
a REMOTE country
the REMOTE future
a REMOTE cousin
a REMOTE manner
REMOTE control
far away
distant in time
having only a slight relationship
aloof or distant
without physical contact
Technical Vocabulary or Jargon
• Are special words or expressions used by a profession or group that are difficult for others to understand.
• Example:– People who work with computers (CPU, 20GB,
client server, cursor, mouse, etc..)
Bias-Free Language• Bias-free words – are words that do not
discriminate against people on the basis of race, culture, gender, age, religion, physical or mental condition, socioeconomic level, or any other classification.
• Always use language that emphasizes the individual or group first, rather than the condition.
Using Bias-Free LanguageInstead of these gender-specific words…
… choose these bias-free words
Business man
ChairmanFellow workerFiremanforemanHousewifeInsurance salesmanLandlord or landladyMailmanNewsman
Office boyPoliceman or policewomansalesman
Business person or business workerChair, chairpersonCoworker or colleagueFirefighterSupervisorHomemakerInsurance agentOwnerMail carrier or postal workerNewscaster or reporter or journalistMessenger or office helperPolice officerSalesperson or sales representative or sales associate or sales assistant
Politically Correct Words• Avoid using terms that could evoke negative
images of any thing, any person, or any group.
Poor Economically challenged
Taxes Revenue enhancement
Parole Supervised release
Teenager Young adult
Trash Service items (on an airplane)
Janitor Building services attendant
Illegal aliens Undocumented immigrants
PROPER WORD CHOICES
Proper word choices A writer's selection of words as determined by a number of factors, including meaning (both denotative and connotative), specificity, level of diction, and tone. and It-Watch your words. -Ex: Not too frankly just talk wisely. Make it sure that no one will get hurt what you want to say to the person or the people around you.
WordA word is something spoken by the mouth, that can be pronounced. It is also a collection of letters used together to try to communicate a meaning, and these can also usually be pronounced. Some words have more than one meaning,
Example: 'spring' can refer to the season, or the object. Some words have different pronunciation, for example, 'wind' (the noun) and 'wind' (the verb) are pronounced differently. Some words have different spelling for example 'color' and 'colour', which are both correct. Color is used in American English. Some words can be only one letter, for example "a" and "I" in English. Besides English, every other language also has its own words
A simple word is a word that consists of only one morpheme. so that the reader will understand
table 2.1 Altenatives for complex words complex words simpler wordsapproximately aboutascertain find outassistance helpcommence start or beginconverse talkendeavor tryenumerate listfinalize fairinterrogate askit is requested that pleasenegligible small or slightnumerous manyperuse read or studypursuant to your request as you askedrender services servesufficient enoughterminate end or finishutilize use
Table 2.1 contains a list of complex words and phrases and some simple ,direct alternatives. Most of these formal sounding complicated words are often found in business letters, but each of them can be stated in simpler terms that will allow for more effective communication.
CONVERSATIONAL WORDS
informal
* To be conversational, communicators
can fall into the habit of using outdated or
trite expressions and clichés in their
communications ..
TRITE EXPRESSIONS
- boring from much use- lacking originality or freshness; dull on
account of overuse.
TABLE 2.3 TRITE EXPRESSIONS WITH CONVERSATIONAL WORDS
Instead of these Trite Words .. .. Choose these Conversational Words
we will thank you to please
at the present writing now
kindly advise me or kindly inform me
please write me or please call me
regret to inform you that am sorry that
due to the fact that because
pursuant to according to
CLICHÉS
- Stereotyped expressions that tend to resemble a play on words, or puns.
- Use only cliché if you are sure any reader will understand your intended meaning.
TABLE 2.4 CLICHÉS AND OVERUSED EXPRESSIONS
Avoid these Clichés Avoid these overused expressions
All things being equal A done deal
Wishful thinking Crystal clear
Break the ice Drastic action
Needs no introduction Lion’s share
By leaps and bounds Touch base
On the cutting edge Needless to sat
Step in the right direction Dragging one’s feet
CONCISE WORDS
Each word in the message should help make the meaning clear or the tone friendly. It helps the readers by:
saving the readers time aiding in the understanding of the message making the communication more interesting
To achieve further conciseness in your writing, avoid using repetitive, or redundant words. Some examples That the italicized words are unnecessary and should be omitted:
honest truth
repeat again
true facts
past history
first began
Doublet -is created when two or more words
that have nearly the same meaning are joint by the word and.
Examples:basic and fundamentaleach and everyhelp and cooperation
Time Wasters Time Savers
at the present in time or at this moment in time
now
despite the fact that although
I want to take this opportunity to tell you that we are grateful to you
thank you
in the near future soon
Substituting Time Savers for Time Wasters
Correct Words Avoid using words that are not
recognized by language experts as usable words.
Ex. Irregardless is not recognized by language experts; a better choice is regardless.
Specific Words Specific words present a clearly
defined picture in a reader’s mind. General words present a hazy,
indefinite picture to the reader.
Ex. Sweater Red Sweater Red, plaid, V-neck sweater.
Positive Words Positive words create a pleasant aura
around your message. They impart enthusiasm and confidence, while negative words tend to trigger unpleasant feelings.
Effective business writer knows and deliberately uses positive words to help stimulate the desired response from the reader.
Positive words emphasize to the reader what can be done rather than what cannot be done and will help you develop and maintain favorable relationships and goodwill.
NEGATIVE WORDS
•Expressing, containing, or consisting of a negation, refusal, or denial.
•Lacking positive or constructive features.
USING CORRECT WORDS AND PHRASES
INSTEAD OF THESE FREQUENTLY MISUSED WORDS AND PHRASES...
....CHOOSE THESE CORRECT WORDS AND PHRASES
A LOT OF MANY OR MUCH
BETWEEN US THREE AMONG US THREE
DONT HAVE BUT HAVE ONLY
IF YOU WILL WHETHER YOU WILL
GOODWILL
- IS THE FAVORABLE ATTITUDE AND FEELING PEOPLE HAVE TOWARDS A BUSINESS.
YOU MUST:• PROJECT A POSITIVE TONE• PROMOTE A SERVICE ATTITUDE TO
BUILD AND MAINTAIN GOODWILL IN ALL YOUR MESSAGES.