The Writing Process and an Introduction to Business Messages

The Writing Process and an Introduction to Business Messages

chapter fivechapter five

McGraw-Hill/Irwin © 2008 The McGraw-Hill Companies, Inc. All rights reserved.

2

OverviewOverview

The Writing Process The Importance of Readable Formatting The Main Types of Business Messages

– Letters– Memorandums– Email – Text messaging– Instant messaging

3

The Process of Writing The Process of Writing (1 of 4)(1 of 4)

4

The Process of Writing The Process of Writing (2 of 4)(2 of 4)

Planning the Message– Gathering and collecting information– Analyzing and organizing the information– Choosing a form, channel, and format

5

The Process of Writing The Process of Writing (3 of 4)(3 of 4)

Drafting the Message– Avoid perfectionism– Keep going– Use any other strategies that you find helpful

6

The Process of Writing The Process of Writing (4 of 4)(4 of 4)

Revising– Revision– Editing– Proofreading

7

The Importance of The Importance of Readable FormattingReadable Formatting

Avoid a daunting-looking document Use formatting devices to enhance readability

and comprehension, such as . . .– White space– Headings– Typographical emphasis (boldface, etc.)– Bulleted lists– Diagrams and pictures

8

Traditional LettersTraditional Letters

The oldest form Their format (Appendix B) Their level of formality Their usual audience (external)

9

Memorandums Are Internal Messages Memorandums Are Internal Messages (within a company)(within a company)

Email is fast taking over. Typically they have a distinctive form:

– Date, To, From Subject– Sometimes Department, Territory, Store Number,

Copies to

10

Memorandums Vary Widely Memorandums Vary Widely in Formalityin Formality

Some are casual. Some are formal. Most are in between.

11

Techniques for Writing MemorandumsTechniques for Writing Memorandums

Techniques for writing short, simple messages are much like those for informal email.

Longer, more formal messages should follow the advice in Chapters 6-8.

They are usually written in the direct pattern But if on sensitive topics, they may use the

indirect order.

12

EmailEmail

Explosive recent growth And the growth to continue

13

Advantages of EmailAdvantages of Email

Eliminates telephone tag Saves time Speeds up decision making Cheap Provides a written record

14

Disadvantages of EmailDisadvantages of Email

Not confidential No authoritative signature Doesn’t show emotion May be ignored

15

Structure of Email Structure of Email (1 of 3)(1 of 3)

Standardized elements– To– Cc– Bcc– Subject– Attachments– Message

16

Structure of Email Structure of Email (2 of 3)(2 of 3)

The beginning– Name of recipient (first name if acquainted)– Generic greeting sometimes used (“Greetings”)– Letter salutations rarely used– Purpose, company sometimes useful

17

Structure of Email Structure of Email (3 of 3)(3 of 3)

Message organization– As a general rule, most important information

first, with the rest in descending order.– More complex messages organized by the plans to

be studied.– Can resemble business reports.

18

Formality of Email WritingFormality of Email Writing

Range is from highly formal to highly informal. Three general writing styles:

– Casual– Informal– Formal

19

Casual Writing—Acceptable Casual Writing—Acceptable Between AcquaintancesBetween Acquaintances

Highly informal Example: “Hi ole buddy! Read your super

proposal. IMHO, it’s in the bank.”

20

Informal WritingInformal Writing

Retains some casual qualities (personal pronouns, contractions)

Corresponds to proper conversation Example: “I’ve read your excellent proposal. I

predict the administrators will approve it.”

21

Formal WritingFormal Writing

Maintains distance between writer and reader. Avoids personal references and contractions. Example: “The proposal is excellent. The

executives are likely to approve it.”

22

General Email Writing Considerations General Email Writing Considerations (1 (1 of 4)of 4)

Conciseness– Make the sentences short—only the essentials.– Use words economically.– Paraphrase previous messages concisely.– Quote selectively.

23

General Email Writing Considerations General Email Writing Considerations (2 (2 of 4)of 4)

Clarity– Practice clear writing techniques.– Review preceding chapters.

24

General Email Writing Considerations General Email Writing Considerations (3 (3 of 4)of 4)

Etiquette– Be courteous and fair.– Avoid “flaming” (anger displays).– Practice courtesy techniques (as presented in

Chapter 4).

25

General Email Writing Considerations General Email Writing Considerations (4 (4 of 4)of 4)

Correctness– Email’s fast pace often leads to incorrect writing.– Avoid sloppy writing.– Error-filled writing conveys ignorance.

26

Closing the Email MessageClosing the Email Message

Usually just the writer's name is sufficient. In more formal messages, closing statement

may be appropriate (“Thanks,” “Regards”). Traditional letter closes (“Sincerely”)

sometimes used in formal messages.

27

Emphasis Devices Sometimes Used in Emphasis Devices Sometimes Used in EmailEmail

Some computer limitations make them desirable.

The common devices are font variations, italics, bold type, color, asterisks, dashes, solid caps.

But use them primarily in casual writing.

28

Use Initialisms with Caution.Use Initialisms with Caution.

Some stand initialisms have developed For example:

– BTW– FYI– FAQ– TTFN– TIA– LOL

29

Text MessagingText Messaging

A recent form of business communication Began as short message services (SMS)

– By mobile phone users– Using handsets with text merging capability

30

Uses of Text MessagingUses of Text Messaging

Mostly non-business uses But has some business use (promotions,

brand awareness, customer relations, etc.)

31

Text Messaging in Email ProgramsText Messaging in Email Programs

Most carriers have websites where users can send text messages.

Typically they limit to 160 characters.– The result—abbreviated writing (b4, plz, gr8)– Need to take care

32

Summary: The Writing of Text MessagesSummary: The Writing of Text Messages

Cover all critical information Keep it short Strive for clarity

33

Instant MessagingInstant Messaging

Growing in popularity Like a typed phone conversation Needs to be adapted to the audience May be monitored

34

“There is no great writing, only great rewriting.”

--Louis D. BrandeisJustice of the Supreme Court, 1916-

1939