Writing

Preparing to Write Preparing to Write Business MessagesBusiness Messages

Business writing is . . .Business writing is . . .

• Purposeful.Purposeful. It solves problems

and conveys information.

• EconomicalEconomical.. It is concise.

• Reader-oriented.Reader-oriented. It focuses on

the receiver, not the sender.

The 3-x-3 Writing The 3-x-3 Writing ProcessProcess

• Phase 1: PrewritingAnalyzing, anticipating, adapting

• Phase 2: WritingResearching, organizing, composing

• Phase 3: RevisingRevising, proofreading, evaluating

Analyzing and Analyzing and AnticipatingAnticipating

• Analyze the taskIdentify the purpose

• Anticipate the audiencePrimary receivers?

Secondary receivers?

• Select the best channelImportance of the message?

Feedback required?

Permanent record required?

Cost of the channel?

Degree of formality?

Adapting to Task and Adapting to Task and AudienceAudience

• Spotlight receiver benefits (the warranty starts working for you immediately).

• Cultivate the “you” view (you will receive your order).

• Use sensitive language avoiding gender, race, age, and disability biases (office workers, not office girls).

Adapting to Task and Adapting to Task and AudienceAudience

• Express thoughts positively (you will be happy to, not you won't be sorry that).

• Use familiar words (salary, not remuneration).

• Use precise, vigorous words (fax me, not contact me).

Developing Reader Developing Reader BenefitsBenefits

Sender-focused

“We are requiring all staffers to complete these forms in compliance with company policy.”

Receiver-focused

“Please complete these forms so that you will be eligible for health and dental benefits.”

Developing Reader Developing Reader BenefitsBenefits

Sender-focused

“Because we need more space for our new inventory, we’re staging a two-for-one sale.”

Receiver-focused

“You can buy a year’s supply of paper and pay for only six months’ worth during our two-for-one sale.”

Writers are sometimes unaware of the hidden messages conveyed by their words.

Hidden Negative Hidden Negative MeaningsMeanings


You overlooked . . . .(You are careless.)

You failed to . . . .(You are careless.)

You state that . . . .(But I don’t believe you.)

You claim that . . . .(It’s probably untrue.)


You are wrong . . . .(I am right.)

You do not understand . . . .(You are not very bright.)

Your delay . . . .(You are at fault.)

You forgot to . . . .(You are not only inefficient but also stupid and careless.)

Creating Effective Creating Effective SentencesSentences

• Recognize phrases and clauses.

• Use short sentences.

• Emphasize important ideas.

• Use the active voice for most sentences.

• Use the passive voice to be tactful.

Recognizing Phrases Recognizing Phrases and Clausesand Clauses

• Clauses have subjects and verbs; phrases do not.

• Independent clauses are complete; dependent clauses are not.

• Phrases and dependent clauses cannot function as sentences.

• Independent Clause: They were eating cold pizza.• Dependent Clause: that they want to return for a refund• Phrase: to return for a refund

Using Short SentencesUsing Short Sentences

Sentence Length8 words

15 words

19 words

28 words

Comprehension Rate100%

90%

80%

50%

Source: American Press Institute

Emphasizing Important Emphasizing Important IdeasIdeas

• Position the most important idea at the beginning of the sentence.

• Make sure the most important idea is the subject of the sentence.

• Place the main idea in a short sentence.

Use the Active Voice forUse the Active Voice forMost SentencesMost Sentences

• Active voice: We lost money.

• Active voice: I sent the e-mail message yesterday.

(The subject is the performer.)

Use the Passive Voice To Use the Passive Voice To Deemphasize the Deemphasize the

Performer and/or To Be Performer and/or To Be TactfulTactful

• Passive voice: Money was lost (by us).

• Passive voice: The e-mail message was sent yesterday (by me).

(Passive voice test: Ask “By whom?” If you can fill in the performer, the verb is probably in the passive voice.)

• Drafting effective paragraphs• Discuss only one topic in each paragraph.• Arrange sentences in a strategic plan.• Link ideas to build coherence.• Use transitional expressions for coherence.• Compose short paragraphs for effective business

messages.• Discussing only one topic in each paragraph

• Group similar ideas together.

• Start a new paragraph for each new topic.

Effective ParagraphsEffective Paragraphs

• Using transitional expressions for coherence

• Recommended expressions:• additionally

• also

• as a result

• for example

• in other words

• therefore

Effective ParagraphsEffective Paragraphs

Writing LettersWriting Letters

The Direct PatternThe Direct Pattern

• Frontload in the opening.

• Explain in the body.

• Be specific and courteous in the closing.

Frontloading in the Frontloading in the OpeningOpening

• Begin with the main idea.

• Tell immediately why you are writing.

Explaining in the BodyExplaining in the Body

• Present details that explain the request or response.

• Group similar ideas together.

• Consider using graphic highlighting techniques.

Being Specific and Being Specific and Courteous in the Courteous in the

ClosingClosing• For requests, specifically indicate the

action you want taken and provide an end date (deadline), if appropriate.

• For other direct letters, provide a courteous concluding thought.

• Set side margins for 1 to 1½ inches.

• Place the date 2 inches from the top or 1 blank line below the letterhead.

• Leave 2 to 7 blank lines between the date and inside address.

• Single-space within paragraphs and double-space between. Don’t justify right margin.

Formatting Business Formatting Business LettersLetters

• Decide whether to use full block (all lines starting at the left margin) or modified block (date and closing lines starting at the center) letter style.

• Allow 3 blank lines between the complimentary close and the writer’s name.



WEB: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2001

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

SUBJECT: FORMATTING BUSINESS LETTERS

WEB: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2001

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

SUBJECT: FORMATTING BUSINESS LETTERS

Cypress Associates, Inc. Cypress Associates, Inc. Letterhead

Dateline

Inside Address

Salutation

Subject Line

2 inches from top of page

2 to 7 blank lines

1 blank line

1 blank line

1 blank line

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is

lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is

lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes


the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon Montoya

Sharon Montoya

SM:mef

the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon Montoya

Sharon Montoya

SM:mef

ComplimentaryClosing

Printed Name

Reference Initials

3 blank lines

1 blank line

1 blank line


The Five Ss ofThe Five Ss ofGoodwill MessagesGoodwill Messages

In expressing thanks, recognition, or sympathy:

• Be selfless. Emphasize the receiver, not the sender.

• Be specific. Focus on specifics rather than generalities.

• Be sincere. Show your honest feelings by using unpretentious language.

The Five Ss ofThe Five Ss ofGoodwill MessagesGoodwill Messages

• Be spontaneous. Make the message sound natural, fresh, and direct. Avoid canned phrases.

• Keep the message short. Although goodwill messages may be as long as needed, they generally are fairly short.

Writing

Education

sentences active voice

clauses clauses

tactful passive voice

effective sentences

passive voice test

effective paragraphs

business writing

important ideas