Writing Business Messages
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Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 1
Writing Writing Business MessagesBusiness Messages
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 2
Learning ObjectivesLearning Objectives• Explain the importance of adapting to your
audiences and list three ways of doing so• Explain why establishing credibility is vital to
the success of your communication efforts• Discuss four ways of achieving a business-
like tone with a clear, concise style
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 3
Learning ObjectivesLearning Objectives• Briefly describe how to select words that are
not only correct but also effective• Explain how sentence style affects emphasis
within your message• List five ways to develop paragraphs that are
unified and coherent
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 4
Adapting to the Adapting to the AudienceAudience
• What’s in this for me?– Be sensitive to audience’s needs– Build strong relationships– Control style and tone
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 5
Audience SensitivityAudience Sensitivity
• Adopt the “you” attitude• Demonstrate business etiquette• Emphasize the positive• Use bias-free language
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 6
The “You” AttitudeThe “You” Attitude
• Speaking and writing for an audience– Wishes
– Interests
– Hopes
– Preferences
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 7
Business EtiquetteBusiness Etiquette
• Show courtesy• Be considerate• Use diplomacy
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 8
Emphasize the PositiveEmphasize the Positive
• Avoid negativity• Stress benefits• Use euphemisms
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 9
Use Bias-Free LanguageUse Bias-Free Language
• Age • Gender• Disability • Race or ethnicity
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 10
Audience RelationshipsAudience Relationships
• Establish your credibility• Project the company’s image
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 11
Establish Your CredibilityEstablish Your Credibility
Honesty Objectivity Awareness
Credentials Endorsements Performance
Confidence Communication Sincerity
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 12
Project Company ImageProject Company Image
• Be a spokesperson• Follow guidelines• Observe colleagues
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 13
Control Style and ToneControl Style and Tone
• Use a conversational tone• Use plain language• Select active or passive voice
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 14
Achieving the Right ToneAchieving the Right Tone• Business messages
– Differentiate between texting vs. writing– Avoid pompous language– Avoid preaching or bragging– Be careful with intimacy or humor
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 15
Using Plain LanguageUsing Plain Language• Project a “You” attitude• Respect the audience• Boost productivity
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 16
Using the Right VoiceUsing the Right Voice
• Active voice (subject-verb-object)– Direct, concise, vigorous
• Passive voice (object-verb-subject)– Indirect, tactful, reserved
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 17
Composing the MessageComposing the Message
• Strong words• Effective sentences• Coherent paragraphs
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 18
Choosing Strong WordsChoosing Strong Words
• Connotation• Denotation • Abstraction • Concreteness
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 19
Communicating WellCommunicating Well
• Choose powerful words• Choose familiar words• Avoid clichés and buzzwords• Use jargon carefully
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 20
Write Effective Write Effective SentencesSentences
• Choose the type of sentence• Emphasize key thoughts
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 21
Craft Good ParagraphsCraft Good Paragraphs
• Unity and coherence– Topic sentence– Support sentences– Transitional elements
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 22
Paragraph DevelopmentParagraph Development
• Illustration• Classification • Cause and effect• Problem and solution • Comparison or contrast
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 23
Format with TechnologyFormat with TechnologyStyle Sheets and
Templates Smart Documents
Master Documents Auto-Completion
Auto-Correction Endnotes, Footnotes, Indexes and TOCs
Wizards Mail Merge
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