2 differences between formal and informal

By emi_punya | At 07.33 | Label : business writing | 2 Comments

differences between formal and informal




When it comes to writing in English, there are two main styles of writing – formal and informal. Consider these two examples:

Example 1: This is to inform you that your book has been rejected by our publishing company as it was not up to the required standard. In case you would like us to reconsider it, we would suggest that you go over it and make some necessary changes.

Example 2: You know that book I wrote? Well, the publishing company rejected it. They thought it was awful. But hey, I did the best I could, and I think it was great. I’m not gonna redo it the way they said I should.

The difference between the two is obvious. The first one is formal, and the second is informal. But what is it that makes them formal and informal?

It is the style of writing, or the way we use words to say what we want to say. Different situations call for different ways of putting words together. The way we write in academic and scientific settings differs greatly from the way we write to a friend or close one. The tone, vocabulary, and syntax, all change as the occasion changes. This difference in the styles of writing is the difference between formality and informality, or the difference between formal and informal writing.

Here's a list of some of the main differences between informal and formal writing:


Informal: May use colloquial words/expressions (kids, guy, awesome, a lot, etc.).
Formal: Avoid using colloquial words/expressions (substitute with children, man/boy, wonderful, many, etc.)

Informal: May use contractions (can’t, won’t, shouldn’t, etc.).
Formal: Avoid contractions (write out full words – cannot, will not, should not, etc.).

Informal: May use first, second, or third person.
Formal: Write in third person (except in business letters where first person may be used).

Informal: May use clichés (loads of, conspicuous by absence, etc.)
Formal: Avoid clichés (use many, was absent, etc.)

Informal: May address readers using second person pronouns (you, your, etc)
Formal: Avoid addressing readers using second person pronouns (use one, one’s, the reader, the reader’s, etc.)

Informal: May use abbreviated words (photo, TV, etc)
Formal: Avoid using abbreviated words (use full versions – like photograph, television, etc.)

Informal: May use imperative voice (e.g. Remember….)
Formal: Avoid imperative voice (use Please refer to.….)

Informal: May use active voice (e.g. We have noticed that…..)
Formal: Use passive voice (e.g. It has been noticed that….)

Informal: May use short and simple sentences.
Formal: Longer and more complex sentences are preferred (short simple sentences reflects poorly on the writer)

Informal: Difficulty of subject may be acknowledged and empathy shown to the reader.
Formal: State your points confidently and offer your argument firm support.


These are just some of the differences between formal and informal writing. The main thing to remember is that both are correct, it is just a matter of tone and setting. Formal English is used mainly in academic writing and business communications, whereas Informal English is casual and is appropriate when communicating with friends and other close ones. Choose the style of writing keeping in mind what you are writing and to whom. But whichever style you write in – formal or informal – be sure to keep it consistent, do not mix the two.

0 step bussines writing

By emi_punya | At 07.31 | Label : business writing | 0 Comments

Writing a business plan can be an overwhelming task. These feelings often translate into immobilization or confusion as to how to start the business plan. Starting a business plan begins with the first step:

1. Audience & Funding Type:

When writing a business plan, you must determine who will be reading it. This decision will shape the business plan. Do you plan to go for debt or equity financing? Each form of funding for your business has pros and cons. For instance, the venture capital market can be very time consuming and competitive. Do you have the time to write the business plan for investor funding and to network within the community?

Writing a business plan for investors is 15-30 pages with in-depth analysis and full details of facts and figures to support assumptions of the market. Writing a business plan for the bank is 10-15 pages and focused with the bank's concern with risk. A venture plan presents the upside and potential return on investments, whereas a bank plan reduces the risks and sells the ability to repay the loan.

2. Business Plan Outline:

A business plan outline is the second most important starting point once you've pre-determined your audience. The business plan outline should be prepared before the actual research and writing of the business plan.

3. Research & Information Collection:

Once you have made the decision of the type of funding your business requires, it is time for the research. Business plan research covers several key areas:

• Insight from your experience working and observing the industry you will enter. This data will have to be backed but by the next two sources.
• Published information from library, Internet, and paid database services will provide information on the market growth, overall industry perspective, and customer profiles.
• Field research covers interviews with customers, suppliers, competitors, and industry experts. This provides the real insight behind all the published facts.

4. Collection Files:

The easiest way to go about collecting all your experiences, interviews, and research is to create files for each section of the business plan. These files can be: paper-based, computer files or set-up using business planning software. As you start the research and collection phase of planning, fill your files with notes and printouts.

5. General Industry Overview:

Begin the research process with an overview of the industry; uncovering industry and association reports. By having a general understanding of the industry, you will avoid embarrassment in contacting experts with basic questions. Begin the field research once you have a good grasp of the industry fundamentals and need answers to the hard-to-find information.

6. Analysis:

Once the bulk of the data has been collected, the process of analysis begins. Look at building a competitive profile, contingency plan, risk assessment, etc.

7. Financials:

Start the financials when you have found some average industry ratios for your business. Work closely with your accountant to develop realistic projections. Being overly optimistic will raise eyebrows with your investors or banker.

8. Executive Summary:

Save the first section for last. When you have thoroughly, completed all sections of the business plan, write the summary. Highlight the key points and include the return on investment or loan payback requirements.

9. Review & Editing:

Remember, you only have one shot at making a good impression. A well-written business plan that opens doors and wins the money is a plan that has been revised and reviewed. Do not forget this important step. Ask others for feedback. Make certain to edit, proofread, proofread, and proofread.

Business planning is not easy but by following these critical steps to writing a business plan, you will ensure your business has a chance at funding and success in the future.

0 Seven Steps in Preparing a Business Plan

By emi_punya | At 07.28 | Label : business writing | 0 Comments

Seven Steps in Preparing a Business Plan

Business plan is a vital document for any type of enterprise. It serves two purposes: one as an internal guidepost and the other as an external statement of purpose. You can easily prepare a business plan if you follow the seven steps listed below:

1. Look Out: The first step in preparing your business plan is to just look out at the environment. You see what is happening in political, economic and social spheres. You find out what your competitors are doing; anyone is closing shop and any new entry into your field. You watch how products similar to yours are performing in the market. All these can be summarised in two words: Opportunities & Threats. Management analysts place a major emphasis on understanding and evaluating opportunities and threats facing a business. Once you get a hang on this subject you can move on to the next step

2. Look In: This step is all about self-examination; the reverse of what you have been doing in the first one. Here you are assessing how you can respond to the status of affairs prevailing in the external environment. How are you positioned; what do you have; what you should get rid of; how do you optimize pluses and minuses. This stream of activities can be summarised in two words: Strengths & Weaknesses. These two are pitted against the opportunities and threats explained earlier. Once you identify and evaluate your strengths and weaknesses you can find a via-media to maximize your strengths and minimize your weaknesses

3. Set Objectives & Goals: You have already learnt much about external and internal aspects. Now it is time to find out what kind of tools you have to make external opportunities work in your favour while at the same time ensuring that you are not unduly threatened by external forces. Moreover, the tool must ensure that you can maximise strengths and minimize weaknesses. This tool is known as ”optimization of business”. In optimization you begin to set objectives and goals. Objectives are set in broader qualitative terms, for example: business must achieve higher market share. Goals on the other hand zoom in the objective into a specific quantitative measurement. For Example: business, must achieve 25% market share. Objectives and goals vary from business to business. Broadly these cover : Quantum of sale; market share, product quality, product differentiation , customer service, diversification, best practises in managing resources within business including human resource, physical assets and financial assets

4. Craft Strategies and Tactics: Once you have set objectives and goals for your business, you must proceed to formulate strategies and tactics. Strategy is a broad area of approaching the objectives whereas tactics are narrowed down field for you to achieve the goals. As an illustration look at your objective of achieving higher market share; here you prefer to use a strategy of advertisement & promotion. Conversely, your goal of achieving 25% market share is best attempted via a campaign tactic focussing on aggressive marketing. By the time you are in the middle of the campaign surely your competitors follow suit. Hence, the usefulness of this measure is just tactical for the moment

5. Put it in Writing: As you get thorough knowledge and understanding you can put your thoughts in writing a business plan for you. This plan highlights all the aspects covered so far and includes all key facts. Additionally, you include mission and vision, monitoring and evaluation of the business plan, sub-plans for critical sectors such as marketing, operations, human resource, information systems etc..

6. Dress it with Figures: The most difficult step in the process of making a business plan is to reduce everything into figures. You are comfortable with facts, bur when it comes to figures you shiver. Not to worry, you can do as much by trying it alone, or following a standard business template or in extreme cases you can hire an accountant to cast figures for you. Remember figures are necessary as they stand as bench mark for you to do monitoring and evaluation later

7. Time it well: The final step is about time; everyone knows time is in essence; time gives you relief. We call this cosmics. There is time for everything. You have to push your button for business plan on the first day of January, barring any holidays. During January, you get a sense of new beginning and time to sit and think about your business plan. Cosmics of time in making business plan is like Christmas; it comes once a year.

1 What is business writing?

By emi_punya | At 07.24 | Label : business writing | 1 Comments

What is business writing?

• Purposes of Business Writing
  "Business writing . . . is utilitarian, aiming to serve any one of many purposes. Here are just a few purposes of business writing:
• To explain or justify actions already taken: "Given that situation, we have determined that the best course of action is to reject all current bids and to seek others."
• To convey information, as in a research report or the promulgation of a new company policy: "Management wants all employees to know that the floggings will stop as soon as we have evidence of improved morale."
• To influence the reader to take some action: "I hope that you will find that our new, Web-based cash management services can reduce your capital requirements and save you money."
• To deliver good or bad news: "Unfortunately, the engine fire you reported occurred one day after the expiration of the warranty period."
• To direct action: "Your team should complete and deliver the product specifications by May 1."

So the first thing you should ask yourself is, "What is my reason for writing this document? What do I aim to accomplish?"
(Harvard Business Essentials: Business Communication, Harvard Business School Press, 2003)

• Business Writing Style
  "Business writing legitimately varies from the conversational style you might use in a note sent by e-mail to the formal, legalistic style found in contracts. In most e-mail messages, letters, and memos, a style between the two extremes generally is appropriate. Writing that is too formal can alienate readers, and an overly obvious attempt to be casual and informal may strike the reader as insincere or unprofessional. . . .
  
  "The best writers strive to write in a style that is so clear that their message cannot be misunderstood. In fact, you cannot be persuasive without being clear. One way to achieve clarity, especially during revision, is to eliminate overuse of the passive voice, which plagues most poor business writing. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also is ambiguous, uninformative, or overly impersonal.
  
  "You can also achieve clarity with conciseness. Proceed cautiously here, however, because business writing should not be an endless series of short, choppy sentences. . . . Don't be so concise that you become blunt or deliver too little information to be helpful to the readers."
  (Gerald J. Alred, Charles T. Brusaw, and Walter E. Oliu. The Business Writer's Handbook, 8th ed. St. Martin's Press, 2006)