This is a reading note, hope it was helpful.
Please keep it in your mind
-
Purpose
- To Inform
- To Request
- To Persuade
- To Suggest or Recommend
- To Complain
- To Explain
- To Appreciate
-
Reader
- Supervisors
- Assistants
- Traineess
- Technicians
- Managers
- Employees
- Others
-
Content
- What information do my readers want?
- Will my reader understand technical terms?
- Would examples, details, or graphics help the readers to understand better?
- Keep Sentences Short
- Use Positive Language
| We will be able to promote you to supervisor when you meet the experience required for this position. | We are unable to promote you to supervisor because you do not have the skills and experience required for this position |
|---|---|
| Log on again to reconnect | You cannot reconnect without logging on again |
- Use Linking Words
- Addition
- And
- In Addition
- Also
- Moreover
- Further more
- Cause and Effect
- Because
- Due to
- Therefore
- As a result
- Consequently
- Hence
- Contrast
- But
- However
- Yet
- Although
- Purpose
- In order to
- So that
- So
- Concession(让步)
- Despite
- In spite of
- Alternatives
- Either ... or ...
- Neither ... nor...
- Or
- Addition
- Use Simple, Familiar Words
- Passive Voice Scenario
- You don't want to identify who performed the action
- Smoking is prohibited
- The error has been corrected
- To Avoid blaming anyone in particular
- Profits are down by 2%
- The monthly report was submitted later
- You don't know who carried out the action
- The training room was left unlocked
- The briefcase was stolen at the airport terminal
- You don't want to identify who performed the action
- Avoid Confusing Words
- Use Impersonal Style (I think, i feel are rarely used in business reports)
- Avoid Outdated Expressions, Try this below:
- Please send your comments by (date)
- Attached is ...
- Eclosed is ... or i have enclosed...
- Please call me on...
- As requested...
- As you requested...
- We received your order...
- Please let me know...
- Please let me know when...
- According to your e-mail...
- Congratulations on your promotion to ...
- I appreciate your...
- Please see the ecnlosed brochures.
- Please send me ...
- Your pump is ready for testing
- Thank you for your cooperation in this matter.
- As you requested , two contrancts are attached.
- Please call me if you have any questions.
- Please send me details.
- I am sorry...
- Avoid Repetition
- Aviod Turning Verbs Into Nouns
- instruct (give instructions to)
- classify (make a classification)
- investigate : The police investigated the matter.
- assess
- observer
- review
- adjust
- we intent to audit the program.
- my boss expects me to attend the meeting.
- we hope you will reconsider your position .
