Read this section, which categorizes writing styles as colloquial, casual, informal, or formal, and indicates when and where each style is appropriate. After you read, try the exercises at the end of the section.
One
way to examine written communication is from a structural perspective.
Words are a series of symbols that communicate meaning, strung together
in specific patterns that are combined to communicate complex and
compound meanings. Nouns, verbs, adjectives, adverbs, prepositions, and
articles are the building blocks you will use when composing written
documents. Misspellings of individual words or grammatical errors
involving misplacement or incorrect word choices in a sentence, can
create confusion, lose meaning, and have a negative impact on the
reception of your document. Errors themselves are not inherently bad,
but failure to recognize and fix them will reflect on you, your company,
and limit your success. Self-correction is part of the writing process.
Another
way to examine written communication is from a goals perspective, where
specific documents address stated (or unstated) goals and have rules,
customs, and formats that are anticipated and expected. Violations of
these rules, customs, or formats - whether intentional or unintentional -
can also have a negative impact on the way your document is received.
Colloquial,
casual, and formal writing are three common styles that carry their own
particular sets of expectations. Which style you use will depend on
your audience, and often whether your communication is going to be read
only by those in your company (internal communications) or by those
outside the organization, such as vendors, customers or clients
(external communications). As a general rule, external communications
tend to be more formal, just as corporate letterhead and business cards -
designed for presentation to the "outside world" - are more formal than
the e-mail and text messages that are used for everyday writing within
the organization.
Style
also depends on the purpose of the document and its audience. If your
writing assignment is for Web page content, clear and concise use of the
written word is essential. If your writing assignment is a feature
interest article for an online magazine, you may have the luxury of
additional space and word count combined with graphics, pictures,
embedded video or audio clips, and links to related topics. If your
writing assignment involves an introductory letter represented on a
printed page delivered in an envelope to a potential customer, you won't
have the interactivity to enhance your writing, placing an additional
burden on your writing and how you represent it.
Colloquial
language is an informal, conversational style of writing. It differs
from standard business English in that it often makes use of colorful
expressions, slang, and regional phrases. As a result, it can be
difficult to understand for an English learner or a person from a
different region of the country. Sometimes colloquialism takes the form
of a word difference; for example, the difference between a "Coke," a
"tonic," a "pop, and a "soda pop" primarily depends on where you live.
It can also take the form of a saying, as Roy Wilder Jr. discusses in
his book You All Spoken Here: Southern Talk at Its Down-Home Best. Colloquial sayings like "He
could mess up a rainstorm" or "He couldn't hit the ground if he fell"
communicate the person is inept in a colorful, but not universal way. In
the Pacific Northwest someone might "mosey," or walk slowly, over to
the "café," or bakery, to pick up a "maple bar" - a confection known as a
"Long John doughnut" to people in other parts of the United States.
Colloquial language can be reflected in texting:
"ok
fwiw i did my part n put it in where you asked but my ? is if the group
does not participate do i still get credit for my part of what i did n
also how much do we all have to do i mean i put in my opinion of the
items in order do i also have to reply to the other team members or
what? Thxs"
We
may be able to grasp the meaning of the message, and understand some of
the abbreviations and codes, but when it comes to business, this style
of colloquial text writing is generally suitable only for one-on-one
internal communications between coworkers who know each other well (and
those who do not judge each other on spelling or grammar). For external
communications, and even for group communications within the
organization, it is not normally suitable, as some of the codes are not
standard, and may even be unfamiliar to the larger audience.
Colloquial
writing may be permissible, and even preferable, in some business
contexts. For example, a marketing letter describing a folksy product
such as a wood stove or an old-fashioned popcorn popper might use a
colloquial style to create a feeling of relaxing at home with loved
ones. Still, it is important to consider how colloquial language will
appear to the audience. Will the meaning of your chosen words be clear
to a reader who is from a different part of the country? Will a folksy
tone sound like you are "talking down" to your audience, assuming that
they are not intelligent or educated enough to appreciate standard
English? A final point to remember is that colloquial style is not an
excuse for using expressions that are sexist, racist, profane, or
otherwise offensive.
Casual language involves everyday words and expressions in a familiar group context, such as conversations with family or close friends. The emphasis is on the communication interaction itself, and less about the hierarchy, power, control, or social rank of the individuals communicating. When you are at home, at times you probably dress in casual clothing that you wouldn't wear in public - pajamas or underwear, for example. Casual communication is the written equivalent of this kind of casual attire. Have you ever had a family member say something to you that a stranger or coworker would never say? Or have you said something to a family member that you would never say in front of your boss? In both cases, casual language is being used. When you write for business, a casual style is usually out of place. Instead, a respectful, professional tone represents you well in your absence.
In
business writing, the appropriate style will have a degree of
formality. Formal language is communication that focuses on professional
expression with attention to roles, protocol, and appearance. It is
characterized by its vocabulary and syntax, or the grammatical
arrangement of words in a sentence. That is, writers using a formal
style tend to use a more sophisticated vocabulary - a greater variety of
words, and more words with multiple syllables - not for the purpose of
throwing big words around, but to enhance the formal mood of the
document. They also tend to use more complex syntax, resulting in
sentences that are longer and contain more subordinate clauses.
The
appropriate style for a particular business document may be very
formal, or less so. If your supervisor writes you an e-mail and you
reply, the exchange may be informal in that it is fluid and relaxed,
without much forethought or fanfare, but it will still reflect the
formality of the business environment. Chances are you will be careful
to use an informative subject line, a salutation ("Hi [supervisor's
name]" is typical in e-mails), a word of thanks for whatever information
or suggestion she provided you, and an indication that you stand ready
to help further if need be. You will probably also check your grammar
and spelling before you click "send".
A
formal document such as a proposal or an annual report will involve a
great deal of planning and preparation, and its style may not be fluid
or relaxed. Instead, it may use distinct language to emphasize the
prestige and professionalism of your company. Let's say you are going to
write a marketing letter that will be printed on company letterhead and
mailed to a hundred sales prospects. Naturally you want to represent
your company in a positive light. In a letter of this nature you might
write a sentence like "The Widget 300 is our premium offering in the
line; we have designed it for ease of movement and efficiency of use,
with your success foremost in our mind". But in an e-mail or a tweet,
you might use an informal sentence instead, reading "W300 - good
stapler".
Writing
for business often involves choosing the appropriate level of formality
for the company and industry, the particular document and situation,
and the audience.
The best style for a document may be colloquial, casual, informal, or formal, depending on the audience and the situation.
Source: http://saylordotorg.github.io/text_business-communication-for-success/s08-04-style-in-written-communication.html
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