SPECIFIC TOPIC WRITING FOR A NORTH AMERICAN BUSINESS AUDIENCE

WRITING FOR A NORTH AMERICAN BUSINESS AUDIENCE

Every country has its own set of rules and expectations about the ways to communicate in a business setting.

In some countries, they may place less emphasis on written materials and more emphasis on verbal

communication. However, in the United States, memos, letters, and emails are important and play a role in creating a person's business reputation.

Getting to the point:

The question "so what is your point" is very common with American audiences. In general, North Americans prefer to get a preview of the main ideas so that they know what to expect. Time is an important factor for U.S. business people because they do not have much of it. So it is important to state your purpose or "the bottom line" for writing at the beginning of your document.

Here is an example of a hidden main point where the writer is requesting employment verification:

Dear Personnel Director: On March 27, I received a phone call from Mrs. Karen Krane from New York, who was once a data entry clerk in your Ohio office. She was under the direct supervision of.....

As you can see, the above statement goes on several sentences and the writer still has not revealed 

his or her purpose. A busy personnel director might skip over this request and make it a last priority.

This is an example with the main point clearly stated:

Dear Personnel Director: Would you verify the employment of Mrs. Karen Krane? She was a data entry clerk in your Ohio office (fill in the details) Sincerely,

Often writers will place their main point at the bottom of their document because they are either delivering bad news or they are afraid their ideas will be rejected. But business writing experts warn against this style of writing. Bad news should always be delivered up front. Also remember that while you do not want to be too shy about delivering bad news, you also do not want to be too aggressive when you submit an idea or suggestion. For example, "We must hire a new secretary now" has an aggressive tone that your reader may not appreciate. Instead write something like, "I know that you do not think we should hire a new secretary now, but I really think we need to. Please let me explain my reasons."

Keeping It Simple:

You may have heard your English instructors tell you not to worry yourself over complicated sentences and impressive words. Just use simple language to get your point across and you will have more success. Well, the same proves true for business writing. You might feel compelled to use bigger words or more complex sentences to build credibility with your audience.

The two primary reasons to avoid such tactics are: a) you might be perceived as a con artist or, b) your message might become confusing.

Using Nondiscriminatory Language:

Nondiscriminatory language is language that treats all people equally. It does not use any discriminatory words, remarks, or ideas. It is very important that the business writer communicate in a way that expresses equality and respect for all individuals. It is the kind of language that can come between you and your reader. Make sure your writing is free of sexist language and free of bias based on such factors as race, ethnicity, religion, age, sexual orientation, and disability.

Suggestion:	Not good:	Better:
Use neutral job titles.	Chairman	Chairperson
Avoid demeaning or stereotypical terms.	After the girls in the office receive an order, our office fills it within 24 hours.	When orders are received from the office, they are filled within 24 hours.
Avoid words and phrases that unnecessarily imply gender.	Executives and their wives	Executives and their spouses
Omit information about group membership.	Connie Green performed the job well for her age.	Connie Green performed the job well.
If you do not know a reader’s gender, use a nonsexist salutation.	Dear Gentlemen:	To Whom it May Concern:
Do not use masculine pronouns.	Each student must provide his own lab jacket.	Students must provide their own lab jackets. Or Each student must provide his or her own lab jacket.

TO PRINT