The Art of Effective Writing

The Art of Effective writing

Principles & Techniques of Effective writing

Communication:
Communication is the process of transferring or transmitting information, messages and ideas from one person to another which is mutually understood.
The process of communication takes place in every walk of our daily life to materialize some purpose out of necessity. It happens between two person or two parties. Language plays the most important role in communication. Without language no communication is possible. In order to get a feedback or to make the receiver understand the desired message or idea, we need a common language through which both the sender and receiver can correspond, or are able to understand one another clearly. In spite of being familiar with the language, words or style of writing, the receiver may face problem to make out the meaning clearly. In this case, the sender’s purpose to send message goes in vain.
So to bear a crystal clear sense in writing, the writer should follow some instructions to make his/her writing effective. After all effective message continuous some arresting and attractive features to materialize any unsettled issue easily. So effective writing is a must to get a fruitful effective from the recipient.
Principles of effective writing
Before starting to write one should think properly on the issue that one is going to present to the receiver for an effective result. So, as a sender one should do the following to make writing thoughtful and thought provoking in respect to giving a clear view of the writer.
Planning – writing – Revision
In order to make a very good piece of document or letter, the writer should think over the matter thoroughly and make plan to arrange them in a logical sequence which will surely make writing fruitful. He should be thoughtful in writing. He must be careful while writing. After writing, a revision will help him to find out any sort of unnoticed mistake, speaking errors or silly mistake.
While planning, a writer has to bear in mind that he is not writing for himself for reader. He must plan what he is going to write, why, whom, how, when and where. In case of writing, his writing should uphold the following features:
- clarity
- completeness
- conciseness
- correctness
-courtesy
Above all, the writer should bear in mind that his writing is nothing but an empathy which needs much care and proper revision which will bring about a positive feedback.
Planning:
Planning focuses or highlights the key points and gives direction to a writer for the message to make task easier. Planning gives the sense what is he goal of the message, who is the reader, what is to be written that will convey a full message, how the message will be perfect and the content of the message. Besides, we must be careful about spelling, choice of words and grammatical mistakes.
Writing:
Writing upholds the message to be considered. Before writing, we need to ensure that the data are right that we went to give. Again, in preparing a very good piece of writing we must be careful about clarity, consciousness, completeness, correctness, and courtesy.
Revision:
After writing we need to ensure that the writing is free from possible silly but laughing mistakes. In this case, a careful proofreading is a must.

Principles of effective writing

While writing, the writer should follow some guidelines that will certainly give his writing more effective meaningfulness. The following techniques will help the writer to make an effective writing.
1. Writing for the reader:
While writing, the writer must prepare the writing bearing in mind that it is not s/he who will read it, he is writing for a reader who may not like to toil to understand the messages written. Even the writer should not write in a way that can destandardize the actual value of the message. If he does so, it may insult the reader. By the by, a writers aim is not to belittle the reader but to pursue goal or to convey the message in a very formal way.
2. Using short and simple sentence:
Long sentence often fail to give a clear meaning, even more, it often makes the meaning vague and unclear. Besides, unnecessary use of complex and compound sentences compel the reader think over the matter for long time. However, no business professional thinks it wise to spend much time on an issue that is nothing more than a message. So, simple sentences are more acceptable and meaningful in pursuing goal of the writer. An ideal writing should contain 12 to 15 sentences.
3. Using familiar word:
Unfamiliar and difficult words often create uncomfortable situation for the reader. He may not get dictionary for looking up that particular word or words in it. This is clearly wastage of time which hinders his/her other works. Consequently, the purpose of writing does not become successful. So, using familiar words in stead of unfamiliar words is important.

4. Using paragraph breaks:
The writers should limit the length of paragraphs within 12-18 type written lines. It improves readability by breaking the monotony of bug, unbroken block of words. Moreover, paragraph breaks make sense pre comprehendible.
Paragraph must not contain more than 18 lines
5. Using technical words with caution:
Use of technical words undoubtedly increases acceptance of the written things or matter. Different technical words related to the business world enables the reader understand things easily. Thus he feels encouraged to be convinced! So, technical words play notably important role in achieving goal.
6. Using active voice:
Sentences in passive voice have less strength than active voice. Active words emphasize the issue but passivity weakens the intended seriousness. Moreover, active voice slows down the reader. So, the writer should use active words that carry message along at a brisk pace.



7. Using natural style:
Natural style brings easiness and gives reader comfort. Following natural style, writer can complete his/her desired message without suffering. And reader also finds it easy to understand. So, business letters can be warm, natural and brief. Again, well formality in letters helps to establish respect and support.
8. Using ‘you’ approach:
The ‘you’ approach is the old stand by which everyone equates with a good message. But ‘you’ must be used frequently in business letters. Actually use of ‘you’ does not necessarily bring about result but it has the capability to improve intimacy subconsciously between the writer and reader.
9. Using personal pronoun.
The writer should use personal pronouns more. It strengthens comments and opinion. It encourages the readers positive consent. So the writer should use like
‘I suggest…’
‘Jenny told me…’ etc.
10. Using correct punctuation:
Punctuation makes a difference in what the message actually says. Business letter or drafts or notices must be grammatically correct. So using, punctuation is very important except for which the writing may seem to be ambiguous. I order to clarify senses, using punctuation is essential.


11. Using ‘we’ approach:
The word we does have a feeling of authoritativeness which implies that very liability goes o the writer. it also carried strong sense of determination that ensures certainty of the fact. Any mistake or misunderstanding, in this respect, goes on the writer. Moreover, it develops a more intimate relationship.
12. Careful proofreading:
The writer should all sorts of mistake through proofreading. He must be sincere and careful to check any type mistake. So materials should have smooth readability which can be ensured through a proofreading.
13. Avoiding jargon:
Jargon is abstract language. It adds monotony in reading. Therefore, we should writer the truth straightly.
14. Avoiding trite words and phrases:
Old and trite words are not always suitable for the present situation. Some words are over used. We need to avoid this, such as:
at the present time – now
by means of – by
15. Avoiding abstract words:
Abstract words should be avoided for their peculiarities. It decreases true height of a meaningful sentence. So, to ensure a sensibility, the writer should avoid abstract words.


16. Avoiding redundancies:
Redundancies are often boring. All sorts of repetition should be avoided. Moreover, redundancies are odd reading.
17. Avoiding discriminatory words:
Discriminatory words often cause embarrassment. So the writer should not mark clear discrimination in gender. He should rather choose a more world. It is recommended that the writer should write chairperson in the place of chairman or something else. Indeed gender discrimination gives the reader a sense of discomfort.
So, to ensure a very good piece of written material a writer should follow the instructions given above this sets instructions will enable the writer to prepare a fine piece of written materials. In this way, more friendly and effective in the business worlds can be established.