Writing Business Messages

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Writing Business Messages : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 1 Writing Business Messages

Three-Step Writing Process : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 2 Three-Step Writing Process Planning Writing Completing

Adapt to the Audience : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 3 Adapt to the Audience Sensitivity Relationships Style and tone

Audience Sensitivity : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 4 Audience Sensitivity Adopt a “you” attitude Demonstrate business etiquette Emphasize the positive Use bias-free language

The “You” Attitude : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 5 The “You” Attitude Instead of this: To help us process this order, we must ask for another copy of the requisition. Use this: So that your order can be filled promptly, please send another copy of the requisition.

Business Etiquette : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 6 Business Etiquette Practice courtesy Be diplomatic Respond promptly

Emphasize the Positive : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 7 Emphasize the Positive Instead of this: Cheap merchandise Toilet paper Used cars High-calorie foods Elderly person Pimples and zits Use this: Bargain prices Bathroom tissue Resale cars High-energy food Senior citizen Complexion problems

Bias-Free Language : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 8 Bias-Free Language Age Gender Disability Race or ethnicity

A Strong Audience Relationship : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 9 A Strong Audience Relationship Establish your credibility Build the company’s image

Establish Your Credibility : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 10 Establish Your Credibility Honesty and objectivity Awareness of audience needs Credentials, knowledge, expertise Endorsements Performance Communication style

Build the Company’s Image : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 11 Build the Company’s Image Stay positive Be a spokesperson Minimize your views Observe others Ask for assistance Support the company

Controlling Style and Tone : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 12 Controlling Style and Tone Use a conversational tone Write in plain English Select active or passive voice

Conversational Tone : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 13 Conversational Tone Business messages Avoid using pompous language Avoid preaching or bragging Control emotions and intimacy Use humor carefully

Writing in Plain English : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 14 Writing in Plain English Straightforward Easily to understand Conversational

Using the Right Voice : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 15 Using the Right Voice Active voice Subject + verb + object Passive voice Object + verb + subject

Composing the Message : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 16 Composing the Message Word choice Sentences Paragraphs

Choosing the Best Words : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 17 Choosing the Best Words Correct grammar Effectiveness Function words and content words Denotation and connotation Abstraction and concreteness

Finding Words that Communicate : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 18 Finding Words that Communicate Choose strong words Prefer familiar words Avoid clichés Use jargon carefully

Writing Effective Sentences : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 19 Writing Effective Sentences Types of sentences Simple Compound Complex Compound-complex

Writing Coherent Paragraphs : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 20 Writing Coherent Paragraphs Paragraph elements Topic sentence Related sentences Transitions

Effective Transitions : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 21 Effective Transitions Additional Detail Causal Relationship Comparison Contrast Illustration Time Sequence Summary Moreover, furthermore, in addition Therefore, because, since, thus Similarly, likewise, still, in comparison Whereas, conversely, yet, however For example, in particular, in this case Formerly, after, meanwhile, sometimes In brief, in short, to sum up

Paragraph Development : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 22 Paragraph Development Illustration Comparison and contrast Cause and effect Classification Problem and solution

Composing E-Mail : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 23 Composing E-Mail Keep content appropriate Avoid personal messages Respect the chain of command Promote e-mail hygiene Don’t send unnecessary messages Avoid insensitive, insulting e-mail

Arranging E-Mail : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 24 Arranging E-Mail Arranging Include the original question State the desired response Write a concise message

Adapting E-Mail : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 25 Adapting E-Mail Level of formality Audience Purpose Informative subject line Personalized message

Formatting E-Mail : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 26 Formatting E-Mail Prefer basic formatting Use proper capitalization Minimize acronyms Avoid emoticons

Word Processing Tools : 

© Prentice Hall, 2005 Business Communication Today 8e Chapter 5 - 27 Word Processing Tools Style sheets and templates Auto completion or correction File or mail merge Endnotes and footnotes Indexes and tables of contents Wizards