Tips for writing better business documents · Jan 13, 12:21 PM

Communicating in English effectively is essential in today’s global economy.

But conveying your ideas clearly is a skill that needs to be learnt. Too often people simply copy the style of their co-worker and especially their superiors as they think this “good English”. In Hong Kong, unfortunately, this is often not the case. You see examples in your in-box every day – emails that are difficult to understand and that you need to read over and over again to get the message.

A big mistake is to pad out your writing with unnecessary words and phrases. Remember that the purpose of your writing is to communicate your ideas clearly.

Always try to reduce the number of words in your sentences and avoid lengthy phrases that can be replaced with a shorter alternative. Here are some examples:

*Instead of “prior to” use before

*Instead of “subsequent” use after

*Instead of “in order to” use to

*Instead of “in the event that” use if

*Instead of “with reference to” use about

*Instead of “state of the art” use latest

*Instead of “due to the fact that” use since

*Instead of “in order to” use to

*Instead of “not later than 2pm” use by 2pm

*Instead of “at the present time” use now

Remember about organisation as well. Use topic sentences to indicate what each paragraph is about. In addition, keep your emails short. No one likes to read an email 10 paragraphs long!

By using simple words and easily understood phrases you can improve the clarity of your message no end.

HKEnglish.com provides a range of Business English Courses including Oral Business English (speaking and listening), Business writing and grammar, Business Presentation Skills, and Preparation for Job Interviews. Since this is one-to-one tuition you may select a range of topics that you want to concentrate on.

For more information Call their Hotline now 2830 9993 or Contact them by email

— Charles

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