In-Depth Tips from Dr English
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7 Problem Phrases in Business Writing |
02 Jan 2024
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Problem Phrase 1: Your report is well received. The problem with this sentence is that the ending ‘well received’ is used in the wrong context. ’Well received’ essentially means that people are happy with what they have read or heard. E.g. “The chairman’s speech was well received by the shareholders.’ Alternative: ‘Thank you for your report’ or ‘I have received your report’.
In this sentence there is redundancy as ‘please’ and ‘kindly’ have the same function, and the duplication does not intensify the meaning of the sentence. To maintain the modern neutral writing style, use the active voice as it is more personal and reduces the distance between the writer and their reader. Alternative: ‘I have attached…’
This sentence shows overuse of the passive voice and is overly formal. The main problem with the overuse of the formal style and the passive voice is that native speakers are likely to assume that you are being unfriendly and unhelpful unless you are writing regarding a formal topic. As above, the active voice is better and more modern, as it shows that you are personally helping the reader. Alternative: ‘I have attached…’
“As per” is a commonly used introductory phrase in Hong Kong writing. However, it is now regarded as an out-of-date expression. Alternative: ‘I am writing following our discussion last week regarding…’ or ‘As discussed last week…’
This sentence is a combination of the passive sentence ‘It would be appreciated if you could…’ and the active sentence ‘I would appreciate it if you could…’ forming a grammatically incorrect sentence. Alternative: Either of the above statements are correct depending on your chosen writing style.
This sentence is grammatically correct and a modern and therefore an acceptable phrase to use in your writing; however it is often misused. It should only be used for internal emails or memos that do not need a reply. The closing paragraph of an email or letter should reinforce your purpose of writing. Alternative: If you give your reader information, ‘If you have any queries, please do not hesitate to contact me on xxxxxx’ is a correct sentence to use. If you require a reply, ‘I look forward to receiving your reply soon’ would be more appropriate.
This is a particularly common Hong Kong reply to information provided. To be honest, this expression is just unnatural. If you say that something is “Noted with…” , you would be referring to the method it was noted. Alternative: ‘Thank you for your information’ is much more natural. |
Welcoming Visitors: Using Open and Closed Questions
Paragraph Unity
Contrasting the Past Simple with the Past Perfect
Complaining Effectively to Suppliers
Tips to Help You Write Coherently
10 Classic Mistakes of Business Writing
Being Tactful When Networking
Cutting out Wordy Phrases and Redundancy
Business Email: The Opening Paragraph / Effective Referencing
Report Writing: Tentative Conclusions
Interrupting and Avoiding Commenting in Business Meetings
Improving your Listening Skills
Techniques for Emphasising your Message when Speaking
Telephone Courtesy
Avoiding Referencing Errors
Job Application Letter vs Job Covering Letter
How to Write a Conclusion to a Business Report
Greeting a Visitor at Your Office
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