Adaption and Selection of Words

Business
Communication
Adaptation and Selection of

Words
The Basic Need for Adaptation
Adaptation
Fitting the message to the specific reader.
Method of Adaptation
• Visualize your readers.
 feelings
 thoughts
 knowledge
 background
• Then write for them.
The Basic Need for Adaptation
Adapting to Multiple Readers
 Write for the lowest level.
 Try not to talk down.
Governing Role of Adaptation

Stress simplicity by using:
 simple words
 short sentences
 short paragraphs
Suggestions for Selecting Words
Selecting the Right Words
A major part of adaptation is
selecting the right words. This
depends on:
• ability to use language.
• knowledge about the reader.
• good judgment.
1. Use Familiar Words
• Familiar words communicate
better.
• Write the words you would use in
face-to-face communication with
your readers.
Unfamiliar Familiar Words
Words
Terminate End
Endeavour Try
Utilize Use
Ascertain Find out
Discontinue Stop
Perform Do
Don’t: The company operations for the
preceding accounting period terminated with a
substantial deficit.
Do: The company lost much money last year.
Don’t: The conclusion ascertained from a

perusal of pertinent data is that a lucrative
market exists for the product.
Do: The data studied show that the product has

good demand in the market.
Don’t: One monkey succumbed
unexpectedly apparently as a result
of an untoward response to a
change in feeding regimen.
Do: One monkey died from over-

eating.
2. Use Short Words
• Short words generally communicate
better.
• But it does not mean that all short
words are easy and all long words are
difficult to understand.
• Use a long word only when you think
your readers know it.
Long Words Short Words
Modification Change
Verification Proof
Vague
Indeterminate
Duplicate Copy
Accomplish Do
Detrimental Harmful
Don’t: This antiquated merchandising
strategy is ineffectual in contemporary
business operations.
Do: This old sales strategy will not work in

today’s business.
Don’t: They acceded to the proposition

to terminate business.
Do: They agreed to quit business.

3. Use Technical Language with Caution
• Use technical words while
communicating with people of the same
field.
• But use them in case of outsiders with
caution.
• Use initials and acronyms cautiously.
Spell out and define as needed.
• Avoid legal terms as much as possible.
4. Select Words with Right Strength and
Vigor
• Words have personalities. Some words
are strong and vigorous. Some are
weak and dull.
• Verbs are the strongest words. Nouns
are second.
• Adjectives and adverbs are weak
words. They involve judgment.
Weaker Words Stronger Words
Dismissed Fired
Female Mother
parent
Untrue Lie
Additional Bonus
compensation
5. Use Concrete Language
• Concrete words are specific words having
sharp and clear meanings. These words
mean real things:
► chair, desk, road, pen, vehicle, etc.
• Abstract words cover broad meanings–

concepts , ideas, and the like:
► administration, loyalty, incompetence,
etc.
• Concreteness also involves how we put
words together.
Abstract Concrete
• A significant • A 53 percent loss
loss
• In the near • By Thursday 1200
future hours
• The majority • 62 percent
• A constant •A constant
low temperature of 10°
6. Prefer the Active to the Passive
• In active voice, the subject does the
action. In passive voice, it receives
the action.
• Active voice is shorter and stronger.
It communicates better and makes
writing more interesting.
Passive Active
The office will be Mr. Haque will
inspected by Mr. inspect the office.
Haque.
These policies The new

were enforced by committee
the new enforced these
committee. policies.
6. Prefer the Active to the Passive ►►
• But passive voice is not incorrect. It is
rather preferable to use passive voice:
 when identifying the doer of the action is
not important.
 when the writer wants to avoid accusing
the reader of an action.
 when the performer of an action is
unknown.
 the writer prefers not to name the
performer.
7. Avoid Overuse of Camouflaged Verbs
• A verb is camouflaged when it is changed
into a noun and used with an action word
in the sentence.
• Camouflaged verbs are abstract nouns
and they often require passive voice.
• Avoid camouflaged verbs by:
 writing concretely.
 using active voice.
Verb Noun Form Use in a Sentence
Apply Application Make an

application
Discuss Discussion Have a discussion
Cancel Cancellation Make a
cancellation
8. Select Words for Precise
Meanings
• Writing requires a knowledge of
language.
• Shades of difference exist in the
meanings of similar words or
synonyms.
Word Synonyms
fired dismissed, terminated, canned, separated, discharged,…
decease, pass away, croak, expire, kick the bucket, check out,
die …
8. Select Words for Precise Meanings
• We should learn the specific meanings
of some words.
 affect vs. effect
 continual vs. continuous
 farther vs. further
• Use correct idioms.

Suggestions for Non-discriminatory
Writing
Avoid words that discriminate against
gender, race, nationality, age, sexual
orientation, or disability.
1. Avoid Sexist Words

• Avoid words that discriminate against a
person because of his or her gender.
Writing
1. Avoid Sexist Words ►►
• Avoid masculine pronouns (he, him, his)
while writing for both sexes. This can be
done:
 by rewording the sentence.
 by making the reference plural.
 by substituting neutral expressions.
Writing
• Avoid words derived from
masculine words.
Sexist Non-sexist
chairman chairperson
businessman
businessperson
Writing
• Avoid words that lower status by sex.
 Lady doctor
 Female teacher
 Male nurse
Writing
2. Avoid Words That Stereotype by
Race, Nationality, or Sexual
Orientation
• Words that stereotype all members of a
group by race, region, nationality, or
sexual orientation are unfair and wrong.
• Words that present members of
minorities as exceptions are also unfair.
Writing
3. Avoid Words That Stereotype by
Age
• Words that label people as old or
young can arouse negative
reactions.
4. Avoid Words That Typecast

Those with Disabilities
Any Question ?

Adaption and Selection of Words

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Business

Adaptation and Selection of

Governing Role of Adaptation

Do: The company lost much money last year.

Don’t: The conclusion ascertained from a

Do: The data studied show that the product has

Do: One monkey died from over-

Do: This old sales strategy will not work in

Don’t: They acceded to the proposition

Do: They agreed to quit business.

• Abstract words cover broad meanings–

These policies The new

Apply Application Make an

fired dismissed, terminated, canned, separated, discharged,…

• Use correct idioms.

1. Avoid Sexist Words

4. Avoid Words That Typecast

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