Writing Business Messages

Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 1

Writing Writing Business MessagesBusiness Messages


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


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


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


Audience SensitivityAudience Sensitivity

• Adopt the “you” attitude• Demonstrate business etiquette• Emphasize the positive• Use bias-free language


The “You” AttitudeThe “You” Attitude

• Speaking and writing for an audience– Wishes

– Interests

– Hopes

– Preferences


Business EtiquetteBusiness Etiquette

• Show courtesy• Be considerate• Use diplomacy


Emphasize the PositiveEmphasize the Positive

• Avoid negativity• Stress benefits• Use euphemisms


Use Bias-Free LanguageUse Bias-Free Language

• Age • Gender• Disability • Race or ethnicity


Audience RelationshipsAudience Relationships

• Establish your credibility• Project the company’s image


Establish Your CredibilityEstablish Your Credibility

Honesty Objectivity Awareness

Credentials Endorsements Performance

Confidence Communication Sincerity


Project Company ImageProject Company Image

• Be a spokesperson• Follow guidelines• Observe colleagues


Control Style and ToneControl Style and Tone

• Use a conversational tone• Use plain language• Select active or passive voice


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


Using Plain LanguageUsing Plain Language• Project a “You” attitude• Respect the audience• Boost productivity


Using the Right VoiceUsing the Right Voice

• Active voice (subject-verb-object)– Direct, concise, vigorous

• Passive voice (object-verb-subject)– Indirect, tactful, reserved


Composing the MessageComposing the Message

• Strong words• Effective sentences• Coherent paragraphs


Choosing Strong WordsChoosing Strong Words

• Connotation• Denotation • Abstraction • Concreteness


Communicating WellCommunicating Well

• Choose powerful words• Choose familiar words• Avoid clichés and buzzwords• Use jargon carefully


Write Effective Write Effective SentencesSentences

• Choose the type of sentence• Emphasize key thoughts


Craft Good ParagraphsCraft Good Paragraphs

• Unity and coherence– Topic sentence– Support sentences– Transitional elements


Paragraph DevelopmentParagraph Development

• Illustration• Classification • Cause and effect• Problem and solution • Comparison or contrast


Format with TechnologyFormat with TechnologyStyle Sheets and

Templates Smart Documents

Master Documents Auto-Completion

Auto-Correction Endnotes, Footnotes, Indexes and TOCs

Wizards Mail Merge

Writing Business Messages

Documents

communication effortsdiscuss

econtrol style

sentence style

eusing plain languageproject

eaudience sensitivityadopt

elearning objectivesexplain

elearning objectivesbriefly

ecraft good paragraphsunity