IRDA Phase II Business Correspondence Writing Tips: What and How to prepare
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IRDA JO Phase II Business Correspondence/Comprehension Writing Tips
As part of our IRDA Junior Officer Preparation Series, we have published Tips on How to crack IRDA Phase I examination and How to Prepare for Phase II Essay writing and Precis writing. You can read them below:
We will now focus on IRDA Phase II Business Correspondence. You will get tips, tricks and templates for IRDA Phase II descriptive paper. Today let us see how to write an awesome business correspondence and Comprehension.
Read the syllabus and checkout the tips, try to follow them carefully to ace your IRDA Phase II English Descriptive paper. This paper is going to be the toughest part of the entire exam if you don’t study properly about it. Most aspirants are still unaware about what can be asked in this exam.
If you want to write amazing points and descriptions in IRDA phase II exam, please analyse the following strategies and prepare as per the tips given below.
Business Correspondence has only two goals:
- First make people understand you.
- Then get them to take some action.
Your readers will take proper action only when they know not just what you say, but also what you want. Do you want them to:
- buy your product or your service?
- confirm some decision?
- simply like you and think you’re good to do business with?
All those things — either buying, or confirming, even liking and thinking — are actions.
For your reader to understand what you want (and then do it), the first step is that he should understand precisely as to what you mean in your writing. If he has to guess, then there’s a high chance the guess will be somewhat wrong.
People who read your letters or e-mails do not get any opportunity to interpret your body language or your tone of voice, as they would in a one to one conversation. So although you should write much as you speak, you should think of the times when you speak at your best — when your words, sentences, and paragraphs are more precise than your typical, everyday speech.
Even when it’s structured and precise, good writing helps your reader see you as a real person, and treats him or her as one too. Many business writers are tempted to hide behind officious, complex language, using it both to avoid saying what they mean and because so many others use it. They shouldn’t, and you don’t have to either.
IRDA JO Phase II Business Correspondence Writing Tips
1. Business Correspondence Tip 1: Write as Concisely as possible
Concisely is the key word. At every stage of writing a business correspondence, look at it again and again and decide what to remove.You are writing a correspondence, not a poem, or some thriller drama. So keep it as clear as possible. Every word should mean something.Remember that you want your reader to understand you and take action. Anything that does not help him or her do that is unnecessary. Avoid repeating anything, other than for specific emphasis. Remove needless words from every sentence, needless sentences from every paragraph, and needless paragraphs entirely.
2. Business Correspondence Tip 2: Still Be Complete
Conciseness is important but don’t take it too far. You should write at least all the major points to achieve your goal. Your correspondence should not read like a telegram, but should tell the person reading it everything he or she needs to know, so that he can take some action.
3. Business Correspondence Tip 3: Be Correct in technique and facts:
Well this is an art. Master it and you will become an artist.Read Guides and books. Always be sure on your facts before you write them.
4. Business Correspondence Tip 4: Write Actively
Use the active voice whenever you can. This is the sign of a good writer.In active sentences, people do things i.e. they act and interact. The active voice is brief and crispy.So instead of “The report will be sent to you” write “We will send you the report”
5. IRDA JO Business Correspondence Tip 5: Be Specific and to the Point
Always be specific and point to point.Most people do the same while talking. Use examples to describe your points. Try to use everyday words because your reader will understand you.
6. Phase II Business Correspondence Tip 6: Write Engaging Sentences
Play with the length of your sentences. Simple rule: Keep it short to avoid lulling your reader to sleep. Make your points short and sharp.
7. IRDA Business Correspondence Tip 7: Write to Your Readers
Always keep this in mind that you are writing to your readers, and not to your children or kids.
8. IRDA Business Correspondence Tip 8: Always use a Positive Tone
Use negatives such as “don’t,” “won’t,” etc. only in special cases only to deny, and never to evade. Instead of “We won’t be able to decide until tomorrow,” write “We would decide tomorrow,” or, better yet, “We will decide tomorrow.”
If you follow the above tips for, you will clear the descriptive paper with flying colors. Remember practice regularly for the remaining days to avoid the writer’s block.
Friends, this is it for IRDA Junior Officer – Phase II Business Correspondence/Comprehension Tips. If you have any questions please ask them in the comments section below. All the best.