Writing Business Messages

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 1

Writing Writing Business MessagesBusiness Messages


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


Adapt to the AudienceAdapt to the Audience• Be sensitive to audience’s needs• Build strong relationships• Control style and tone


Audience SensitivityAudience Sensitivity

• Adopt a “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 respect• Be courteous• 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• Build the company’s image


Establish Your CredibilityEstablish Your Credibility• Honesty• Awareness• Endorsements• Confidence

• Objectivity• Credentials• Performance• Sincerity


Project Company’s ImageProject Company’s Image• Be a spokesperson• Follow guidelines• Observe colleagues


Controlling Style and Controlling Style and ToneTone

• Use a conversational tone• Write in plain English• Select active or passive voice


Conversational ToneConversational Tone• Avoid using obsolete language• Avoid preaching or bragging• Control emotions and intimacy• Use humor or satire carefully


Writing in Plain EnglishWriting in Plain English• Straightforward• Understandable • Conversational


Using the Right VoiceUsing the Right Voice• Active voice (subject-verb-object)

– Direct – Concise – Vigorous

• Passive voice (subject-verb-object)– Indirect– Tactful– Reserved


Composing the MessageComposing the Message

• Word choice• Sentences• Paragraphs


Choose Strong WordsChoose Strong Words

• Correct• Effective• Abstract • Concrete


Communicate EffectivelyCommunicate Effectively

• Select powerful words• Choose familiar words• Avoid clichés• Minimize jargon


Write Effective Write Effective SentencesSentences

• Choose the type of sentence• Emphasize key thoughts


Craft Good ParagraphsCraft Good Paragraphs• Topic sentence• Support sentences• Transitional elements


Paragraph DevelopmentParagraph Development

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


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

Writing Business Messages

Documents

past communication efforts

eyour audiences response

econtrolling style

eaudience sensitivityadopt

degree of credibility

new message

eproject companys imagebe

plain englishselect