Writing Business Messages
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Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 1
Writing Writing Business MessagesBusiness Messages
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 2
The Three-Step ProcessThe Three-Step ProcessWriting CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 3
Adapt to the AudienceAdapt to the Audience• Be sensitive to audience’s needs• Build strong relationships• Control style and tone
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 4
Audience SensitivityAudience Sensitivity
• Adopt a “you” attitude• Demonstrate business etiquette• Emphasize the positive• Use bias-free language
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 5
The “You” AttitudeThe “You” Attitude• Speaking and writing for an audience
– Wishes– Interests– Hopes– Preferences
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 6
Business EtiquetteBusiness Etiquette• Show respect• Be courteous• Use diplomacy
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 7
Emphasize the PositiveEmphasize the Positive
• Avoid negativity• Stress benefits• Use euphemisms
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 8
Use Bias-Free LanguageUse Bias-Free Language
• Age • Gender• Disability • Race or ethnicity
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 9
Audience RelationshipsAudience Relationships
• Establish your credibility• Build the company’s image
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 10
Establish Your CredibilityEstablish Your Credibility• Honesty• Awareness• Endorsements• Confidence
• Objectivity• Credentials• Performance• Sincerity
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 11
Project Company’s ImageProject Company’s Image• Be a spokesperson• Follow guidelines• Observe colleagues
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 12
Controlling Style and Controlling Style and ToneTone
• Use a conversational tone• Write in plain English• Select active or passive voice
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 13
Conversational ToneConversational Tone• Avoid using obsolete language• Avoid preaching or bragging• Control emotions and intimacy• Use humor or satire carefully
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 14
Writing in Plain EnglishWriting in Plain English• Straightforward• Understandable • Conversational
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 15
Using the Right VoiceUsing the Right Voice• Active voice (subject-verb-object)
– Direct – Concise – Vigorous
• Passive voice (subject-verb-object)– Indirect– Tactful– Reserved
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 16
Composing the MessageComposing the Message
• Word choice• Sentences• Paragraphs
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 17
Choose Strong WordsChoose Strong Words
• Correct• Effective• Abstract • Concrete
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 18
Communicate EffectivelyCommunicate Effectively
• Select powerful words• Choose familiar words• Avoid clichés• Minimize jargon
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 19
Write Effective Write Effective SentencesSentences
• Choose the type of sentence• Emphasize key thoughts
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 20
Craft Good ParagraphsCraft Good Paragraphs• Topic sentence• Support sentences• Transitional elements
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 21
Paragraph DevelopmentParagraph Development
• Illustration• Comparison and contrast• Cause and effect• Classification• Problem and solution
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 22
Using TechnologyUsing Technology• Style sheets and templates• Auto-completion or auto-correction• File or mail merge• Endnotes and footnotes• Indexes and tables of contents• Document wizards
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