The reason behind the plain English writing style is the matter is quickly & easily understandable to the reader.
The three benefits of plain English writing style are:
Convey easily: The main benefit of writing in a plain style is that we can easily convey the message. For example, if we found any message or any matter which language is very typical or not understood easily, then the purpose behind writing that matter will not be fulfilled. So it is the main reason to write any matter which can be easily understandable to everyone to convey the message easily.
Save Time: When any message, matter, or document will be short in plain English style it takes very less time to read & understand that matters so that the person takes the action quickly &easily which saves time.
Globally Understandable: As we know that English is the only language that can be used to communicate with people globally. Many companies have been working across their countries.So if it has been written in plain English writing style it will be better to understand & communicate their message or any matter with people around the world(Sharma et ., al 2012).
Active Voice: John ate whole rice at lunch
Passive Voice: At lunch, whole rice was eaten by john.
Active Voice: Suzy cleaned the entire house.
Passive Voice: The entire house was cleaned by Suzy.
(1)We can use passive voice in that condition where it’s important to indicate the action being performed, rather than who is performing it.
Example: Our house is being painted.
(2) We can use passive voice in that condition when we want to indicate or highlight the person or receiver of a particular action.
Example: Tom was beaten by his father.
(3) We can use passive voice in that condition when we are talking about the general truth or sentence.
Example: Company SOP (Standard Operating Procedure) is made to be followed.
Simple Sentence: A Simple sentence is a sentence that includes the basic elements (Sub +Verb)
Example 1: The Bus was late.
In the above sentence “The Bus” = Subject, Was = Verb
Example 2: I looked for john at the airport
In above sentence “ I ” = Subject, Looked = Verb
Compound Sentences: A Compound sentence is a sentence that is made by two independent clauses connected with Coordinating conjunction.
We can learn the Coordinating conjunctions with the word “FANBOYS” – For, And, Nor, But, Or, Yet, So.
Example 1: Jerry waited for his friend Tom but he was late.
Example 2: They left the Railway Station before I arrived, soI did not see them.
It has come to our attention that arrears are left in your account. Perhaps anoversight on your part leads to some temporary pecuniary difficulty. It is the long-held policy of this company that client will be responsible for any bad debts & will not be able to access the credit further until the overdue amount has been received by the client. It is very important to look out this matter without losing any further time. If payment will not be received within a month an indeed will be posted to the same that the store will not be able to give you credit further(Baker, et al.,2016).
In a Bad newsletter subject line or title not be clear or common so readers generally avoid reading the news
In publishing a bad newsletter the information will not be clear so the reader will confuse or not get understand to read that type of news.
In a Badnewsletter, the Language or matter that has been used in that news will not easily readable or understandable.
In a Bad newsletter, promotional content should be more rather than the information (Azizi., 2014)
Interesting title with catchy lines: When we try to write a good newsletter its title & subject line should be more interesting & catching so that it can take the attention of more & more readers.
Provide accurate information: If we want to build the trust with readers, we have to provide reliable & accurate information to them. We should have proper information about the news that we put in the newsletter.
Promotional content should be less: When we try to publish a newsletter we make sure we provide the 90%ofof the news & Informative content & less than 10% of promotional content. Readers looking a valuable content that will provide some knowledge & information
Easy to read: When we going to publish the news the matter & language should be easy to understand. It saves the time &provides the accurate with the information which we want to publish
Recheck before publishing: Before publishing news, we need to recheck it always because if there is any grammatical &content-related error we can rectify it before time.
Assessment Task 2
|To: Eleanor Bloom of Seawaters@au.in|
|Subject: Regarding Business planning|
|This mail is written to take a face-to-face appointment with the Senior Accountant in the upcoming two weeks as we want to discuss business planning.
I request you to kindly visit our office.
Account administration officer.
|To: Hr firstname.lastname@example.org Tom Sweeny@au.in|
|Subject: Inform staff of discussing a new performance appraisal|
|Meeting hour: one hour|
This mail is written to inform you that we conducted a meeting to discuss a new performance appraisal with you all. You all must attend the meeting; the meeting is about one hour. You all will share your idea in the meeting, so we decide on this new performance appraisal.
I request you all to kindly attend the meeting on time.
Account administration officer.
|To: Sonya Sears@au.in|
This mail is written to inform you that you are unsuccessful in the post of senior accountant.
Thank you very much to show your interest in our company.
This Mail is written to inform you all that update your bank details due to the ATO Requirement to ensure that all financial institution account information is up to date.
All of you must update your bank details soon so that the ATO or you are not face any problems.
I hope you all get my point.
Account Administration officer
Part A: Plan documents
|What is the purpose of the document?
|The purpose of the document is to respond to the client who’s are interested in our company and discuss business planning with us.|
|Who is/are the intended recipient/s?
|The client whose name is Eleanor Bloom.|
|What is the intended format for the document e.g. letter, email, memo?
|The format for the document is e-mail.|
|What software will be used to produce the document?
|What key points will be included in the document? Include each point in a logical structure and the order, they will be addressed in the document.
|Answer to the client, that we are interested in their business plan.|
|What style of language will be adopted, standard or formal or informal?
|The Formal language is used for email.|
|Does a manager need to sign the correspondence before it goes out as per the Style Guide?
|Yes, the manager’s sign is very necessary because all official document has to need an official signature.|
|What template will be used from the Style Guide to develop the document?
Part B: Draft documents and obtain additional information
|Check||Yes/No, comments and/or changes made to the document.
|Does the tone of the document reflect the writing style required as per the style guide?
|Yes, style is matching|
|Is the tone in the document suitable for the intended audience e.g. is it sufficiently formal or informal?||Formal but it requires more details|
|Is the format of the document appropriate to the purpose of the communication e.g. letter for a formal communication?||Yes|
|Is the purpose of the document clear?||Yes|
|Is the document logically sequenced and structured?||Yes|
|Is the document constructed logically?||Yes|
|Has the document been proofread for spelling, grammar and overall readability?||Yes|
|What style guide requirements were observed in developing the document?||It was specific to the purpose|
Part C Finalise Documents
A document is a printed or electronic matter of written information that is useful for the official records, as the document of office use must contain the purpose for the specific that is mentioned and also it should be clear and to the point of purpose without any overwriting or making the matter of document too long, the document of official use should be written in a very concise format and specified so that reader will know the purpose.
The official use of documents should contain the subject on which the document has a matter so that the readers will know that by reading the subject of the document what will the content that document body have, and there should be proper mention of the date of the document so there will be proper validation with the deadlines of any task or any content.
As for today’s digital world, there are all matters should be sent personally through the mail so that each of the recipients has the information. And always there is a focus on the interesting content that was asked by the client, and language of content should be formal and the authority signature must be there on the document to make the document authenticate.
Azizi, E. (2014). Authenticity and collaboration: motivating students through newsletter writing. Kwansei Gakuin University humanities review, 18, 9-18.
Baker, K. M. (2016). Peer review as a strategy for improving students’ writing process. Active Learning in Higher Education, 17(3), 179-192.
Byers, M. G. (2000). Eschew Obfuscation-The Merits of the SEC’s Plain English Doctrine. U. Mem. L. Rev., 31, 135.
Dwyer, M. (2012). write on!.
Ferreira, F. (2021). In defence of the passive voice. American Psychologist, 76(1), 145.
Hadi, I. (2021). An Error Analysis of Active and Passive Voice Towards English Text of University Students in South Jakarta. Jurnal Ilmiah Wahana Pendidikan, 7(2), 9-16.
Khasanovna, A. D. (2022). THE ROLE OF SENTENCES IN ENGLISH COMPREHENSION TYPES OF SENTENCES IN UZBEK AND ENGLISH LANGUAGES. Web of Scientist: International Scientific Research Journal, 3(02), 209-213.
Sharma, P., Chrisman, J. J., & Gersick, K. E. (2012). 25 years of family business review: Reflections on the past and perspectives for the future. Family Business Review, 25(1), 5-15.