Royal University of Phnom Penh Communication Skills 402

Institute of Foreign Languages Lecturer: Thou Narong (TNG)

Department of English Academic Year: 2021-2022
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Part 3: Effective Business Writing

(Worksheet 5)

What is business writing? &

The seven components of writing style (pp. 352 – 365)

I. Find appropriate key terms for the following definitions.

1. _______ Clichés __________ Words that have been so overused they have lost meaning
and impact.
2. ___ Inclusive language____ Language that includes all readers by avoiding stereotypes
and discriminatory wording.
3. ____ Active voice ___________ A writing style in which the subject is placed before the
action to give a stronger link between them and to show
who or what is doing the action
4. _____ Passive voice _________ A form of the verb in which the subject of the sentence is
acted upon. Often used in technical and scientific writing.
5. ___ Parallel language ______ Use of the same parts of speech to give balanced phrases
that give flow and rhythm balanced phrases that give flow
and rhythm
6. ______ Jargon _______________ The specialized language of a trade or profession that can
convey specific meaning quickly in the workplace.
7. ______ Paragraph ___________ A clustering of sentences that is built around one main idea.
It connects or relates details.
8. ____ Plain English __________ A writing style that is easy to read and understand. This
style uses positive language, clear expression and a
courteous tone.
9. ______ Rhythm _______________ A measured flow of words that is used to emphasize the
flow of ideas or to provide pauses that halt the flow in order
to emphasize a point.
10. _______ Tone _________________ The mood or feeling expressed by a piece of writing
11. __ Order of information ___ The sequence in which information is presented.

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 12. _____ Readability ___________ How easy a document is to read. To improve the readability
of business writing, keep sentences short and logical.
13. _____ Layout _________________ The arrangement of information on a page.
14. _______ ‘you’ approach ______A writing style that speaks personally to the reader by
addressing them directly as ‘you’ throughout the document.
15. _______ Vocabulary __________The stock of words in a language.
16. ______ Topic Sentence ______ Signals the main point of a paragraph.
17. _____ Concrete language __ Definite and specific words that are easy to understand

II. Answer the following questions.

CHECKPOINT 14.1

1. List two characteristics of business writing that gets results.

Ans: The two characteristics of business writing that gets results are:
- Write clearly, coherently, concisely, correctly, and with courtesy and confidence
- Take time to identify your purpose, consider your receiver, decide what you want to
say and put this in a logical sequence
2. Identify three purposes of business writing.
Ans: The three purposes of busines writing are:
- conveying information, as in a financial report
- explaining or justifying actions already taken, as in a decision to open a branch in
another city
- influencing the receiver to take some action, such as to transfer to online shopping
3. Briefly outline the actions taken in the planning stage of the three-step writing process.
Ans: The actions taken in the planning stage of the three-step writing process are:
- Define your purpose and gather information
- Develop an audience profile and determine their needs
- Match your message to the audience and your purpose
- Select the appropriate medium (paper-based or online) for your message
- Organize and structure your content into either the direct or indirect order of
information

CHECKPOINT 14.2
1. Types of sentences:
a) Define the terms ‘simple sentence’, ‘compound sentence’ and ‘complex sentence’.

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 Ans: Defining the term:
- Simple sentence: has
+ one clause – the main clause – which stands alone
+ only one idea or action, expressed in one clause
+ only one finite verb – that is, one verb with a subject
- Compound sentence: has
+ two main clauses that could stand alone-that is, two simple sentences usually
joined with a connecting word such as ‘and’ or ‘but’
+ two or more main ideas or actions, expressed in two main clauses
+ at least two finite verbs – that is, two verbs with subjects
- Complex sentence: has
+ one main clause and one or more subordinate(dependent) clauses
+ more than one idea contained in the main clause
+ at least one other idea that relates to or depends on the main clause
b) Write an example of each type of sentence.
Ans: Example of each type of sentence:
- Ex: I go to market with my mom.
- Ex: I bring mango and my friends bring chili salt to school.
- Ex: I help a girl whose parents are richer in Phnom Penh.
2. Identify any faults in these sentences and correct them.
a) ‘I apologize for the way our product reached you, and it seems the panels have
broken through insufficient packaging.’ Correct
b) ‘Mrs Jones, the attractive wife of the manager, opened the new store.’ (Mrs.)
c) ‘We must repeat again and again, Mrs Jackson, how deeply apologetic we are that
our service to you has been so very poor.’ (Mrs.)
d) ‘We beg to acknowledge receipt of your gracious letter of the 14th.’ (on 14th)
e) ‘You have not paid this month’s account.’ (Add yet at the end of the sentence)
f) ‘Our tardiness in replying has been due to the fact that we hoped to arrange for an
account manager to call upon you.’ (has been replying)
g) ‘West Carlingford is the only place where the substantial investment necessary for
the new freeway network is justified from the financial viewpoint.’ (Correct)
3. Sentence length:
a) Define ‘sentence sprawl’ and briefly discuss three ways to avoid it in your writing.
Ans: Sentence refers to sprawling sentences with too many words often try to cover
too much at once.
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 + the three ways to avoid it in our writing are:
- sort out your ideas or points
- limit each sentence to one or two ideas
- break up along sentence into two or three shorter sentences
- put explanation into separate sentences.
b) Divide the following sentence into at least three shorter sentences. You may need to
change a few words to clarify the writing.
My strong interest in your organization and in the field of publishing is based on a
long-term involvement with data and people and I am writing to offer multifaceted
employable skills to meet your organization’s needs.
Ans: I am really interested in your organization. I have experienced in Data and people.
I am writing to sell my skill to reach the need of your organization.
c) Combine the following two simple sentences to make one compound sentence.
Marie and Jarek attended the conference. Charles decided to stay at home.
Ans: Marie and Jarek attended the conference but Charles decided to stay at home.
d) Identify the main clause and the subordinate clause in the following complex
sentence.
The child who is wearing the Collingwood sports jumper is my cousin.
Ans:
- “Is my cousin” is the main clause.
- “Who is wearing the Collingwood sports jumper” is the subordinate clause
e) Rewrite the following sentence to eliminate unnecessary words and cliche´s.
To put it simply, the winds of change are now blowing strongly on the Australian retail
industry and I see the Retail Association’s proposal as a beacon and a blueprint for
becoming the envy of retailers in other countries.

Ans: To put it simply, there is a strong change on the Australian retail industry, and I
see the Retails Association’s key point to become the best retailers in the world.