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Effective Business Communication: How to Create Concise Corporate Correspondences.

Updated on March 27, 2012
jpcmc profile image

I'm a dad, husband, and Christian first. The rest are just life's add-ons: an educator, administrator, learner, & development professional.

Write effective business communication.
Write effective business communication. | Source

An effective business communication is easy to read and understand. Unfortunately, many employees create correspondences that confuse rather than inform its reader. As such, the value and efficacy of the communication plummets. In worse cases, the reader interprets the business correspondence erroneously. In addition, actions based on erroneous understanding can cause detrimental effects to any business.

One way of improving business correspondence is to eliminate unnecessary words and phrases. Here are some examples of unnecessary words and phrases used in many business correspondences:

Eliminate unnecessary words and phrases.

One way of improving business correspondence is to eliminate unnecessary words and phrases. Here are some examples of unnecessary words and phrases used in many business correspondences:

All things considered, the last meeting was a success.
The last meeting was a success.

As a matter of fact, there were numerous outputs and productive suggestions.
There were numerous outputs and productive suggestions.

As far as I'm concerned, there is no need for further meetings.
Further meetings are not needed.

The time for cowering and hiding, for all intents and purposes, has passed.
The time for cowering and hiding has passed.

For the most part, employees misunderstood the importance of the fire drill.
Employees misunderstood the importance of the fire drill.

The building administrators bought a bomb-sniffing dog for the purpose of increasing tenant security against attacks.
The building administrators bought a bomb-sniffing dog to increase tenant security against attacks.

The policy has, in a manner of speaking, begun improve corporate culture.
The policy has begun improve corporate culture.

In a very real sense, this policy works to help employment rates improve.
This policy works to help employment rates improve.

Management is already in the process of reviewing the amendments.
Management is already reviewing the amendments

Less is more

Another technique to create concise business communication is to substitute phrases with words.

There are more constructive suggestions because of the fact that employees are given more attention.
There are more constructive suggestions because employees are given more attention.

Due to the fact that incentives are given, employees are working harder now.
Because incentives are given, employees are working harder now.

This is because there are fewer concerns at the present time.
This is because there are fewer concerns for now.

This policy has a tendency to isolate some communities.
This policy tends to isolate some communities.

In the event that enough people sign the petition, the chairman will veto the policy.
If/When enough people sign the petition; the chairman will veto the policy.

An effective business correspondence is a concise one. Moreover, using appropriate transitional words and phrases will improve the quality of the document. Remember that avoiding wordiness in any communication ensures better understanding. So the next time you write a business correspondence be sure to communicate well by being concise.

Comments

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    • jpcmc profile imageAUTHOR

      JP Carlos 

      5 years ago from Quezon CIty, Phlippines

      Hello Dave,

      I believe that everyone can improve. The earlier we find our weakest areas and do something about them, the faster we can become better.

    • profile image

      Dave Santos 

      5 years ago

      I need to pay more attention to the way i write. There's more to improve.

    • jpcmc profile imageAUTHOR

      JP Carlos 

      6 years ago from Quezon CIty, Phlippines

      Hi Mark. I'm glad you find this article useful. Do drop by again for other corporate communication info.

    • profile image

      Mark P. 

      6 years ago

      This is a great addition to my corporate communication resources. I have a tendency to write too much when only a few words are needed. Thanks for the info.

    • jpcmc profile imageAUTHOR

      JP Carlos 

      6 years ago from Quezon CIty, Phlippines

      Thanks sofs. Have a great day as well.

    • sofs profile image

      sofs 

      6 years ago

      Great hub.. with great illustrations. Great read. have a wonderful day!

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