Basic Purposes of Business Writing 1424

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Three Basic Purposes of Business Three Basic Purposes of Business

Writing WritingTo INFORMTo INFORM

To REQUEST or PERSUADETo REQUEST or PERSUADE

To BUILD GOODWILLTo BUILD GOODWILL

* Most organizational writing often havetwo or all of these purposes at the same time.

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D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

PurposePurpose To show that youTo show that youhave learned thehave learned thecourse material andcourse material andto demonstrate your to demonstrate your intelligence.intelligence.

To meet anTo meet anorganizationalorganizationalneed. What theneed. What thewriter alreadywriter alreadyknows becomesknows becomessecondary to thesecondary to thesolutions thesolutions thewriter can give.writer can give.

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ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

Audience Audience Limited to instructor Limited to instructor and other students.and other students.Even if theEven if theinstructor disagreesinstructor disagreeswith your opinions,with your opinions,if they are wellif they are well- -supported your supported your paper will earn apaper will earn agood grade.good grade.

People both insidePeople both insideand outside theand outside theorganization. Theyorganization. Theywill readwill readmessages only if messages only if they seemthey seemimportant, relevantimportant, relevantor interesting.or interesting.Without instillingWithout instillingneed or need or motivation, themotivation, the

D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

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ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

InformationInformation Information mayInformation maybe new to yoube new to youbut not for your but not for your instructor.instructor.

Usually new toUsually new toyour reader;your reader;need extra effortneed extra effortin making itin making it

soundsoundinteresting.interesting.

D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

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ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

OrganizationOrganization Follow traditionalFollow traditionalessay form, thesisessay form, thesisstatement,statement,paragraphs of paragraphs of evidence andevidence andconcludingconcludingparagraph.paragraph.

Organized toOrganized tomeet themeet thepsychologicalpsychologicalneeds of theneeds of thereader (ex.reader (ex.delivering baddelivering badand goodand goodnewsnewsmessages,messages,etc.)etc.)

D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

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ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

StyleStyle Often formal; bigOften formal; bigwords, longwords, longsentences andsentences andparagraphs areparagraphs are

often rewarded.often rewarded.

Should be friendly,Should be friendly,not formal. Short,not formal. Short,familiar words andfamiliar words anda mix of sentencea mix of sentence

and paragraphand paragraphlengths are best.lengths are best.

D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

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ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

DocumentDocument

DesignDesign

TraditionallyTraditionally

considerable inconsiderable inlength, doublelength, double- -spaced, nospaced, noparticular particular

attention to visualattention to visualdesign.design.

Allows readers to Allows readers to

skim documentskim documentelements such aselements such asheaders, lists;headers, lists;single spacedsingle spaced

paragraphs withparagraphs withdouble spacingdouble spacingbetweenbetweenparagraphs, helpparagraphs, help

the reader findthe reader find

D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

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ASPECT ASPECT SCHOOLSCHOOL BUSINESSBUSINESS

V isualsV isuals Except for mathExcept for mathand engineering.and engineering.Few classesFew classesexpect writing toexpect writing tocontain anythingcontain anythingother than words.other than words.

Writers areWriters areexpected toexpected tochoose the mostchoose the mosteffective way toeffective way toconveyconveyinformationinformation(tables, graphs,(tables, graphs,charts, maps,charts, maps,slides, etc.)slides, etc.)

D ifferences between writing forD ifferences between writing forschool and writing documents forschool and writing documents for

organizations:organizations:

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F ive criteria for good businessF ive criteria for good businessand administrative writing:and administrative writing:

I t isI t is clearclear ..

I t isI t is complete.complete.

I t isI t is correctcorrect ..

I tI t savessaves the readerthe reader time.time.

I tI t builds goodwillbuilds goodwill ..

These five criteriadepend on the

interactions amongthe writer, theaudience, the

purposes of themessage, and the

situation or context.No single set of

words will work in allpossible situations.

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Assignment: Writing a letter of Assignment: Writing a letter of

requestrequestWrite a short persuasive letter addressed toWrite a short persuasive letter addressed toyour chosen subject for case study.your chosen subject for case study.

Purpose: ask for his or her consent to beingPurpose: ask for his or her consent to beingyour source/subject for certain requirementsyour source/subject for certain requirementsin English Three, andin English Three, andupon consentupon consent a acopy of his or her C V .copy of his or her C V .

Request that the subject respond within a setRequest that the subject respond within a setperiod of time through your chosen medium.period of time through your chosen medium.

Submit typewritten letters (first draft) in classSubmit typewritten letters (first draft) in class

next meetingnext meeting (June 27, 2007).(June 27, 2007).

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Using Microsoft Word to LayoutUsing Microsoft Word to Layout A F ormal Letter A F ormal Letter

Under the tab File, click New...Under the tab File, click New...The New Document popThe New Document pop- -up will appear up will appear on your screen. Select Generalon your screen. Select GeneralTemplates under New from Template.Templates under New from Template.Choose Professional Letter.Choose Professional Letter.Disregard or delete text box for Disregard or delete text box for COMPANY NAME. Fill out all other data,COMPANY NAME. Fill out all other data,especially the body of your letter.especially the body of your letter.Write the full name of your subject.Write the full name of your subject.

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Provide a way for the subject to contactProvide a way for the subject to contactyour for his or her response.your for his or her response.

Bring this draft of the letter next meetingBring this draft of the letter next meetingfor peer reviewing and revision.for peer reviewing and revision.Note: Not bringing the letter would get youNote: Not bringing the letter would get youa grade of 30 for this activity.a grade of 30 for this activity.

Using Microsoft Word to LayoutUsing Microsoft Word to Layout A F ormal Letter A F ormal Letter