Business Correspondence

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The Business Writing Process : 

The Business Writing Process

Wtih a partner, discuss these questions: : 

Wtih a partner, discuss these questions: What is meant by “the writing process”? How is the business writing process similar to other kinds of writing? How is the business writing process unique?

Steps in the ProcessMany writers break their writing down into different steps - although other writers may combine some of these steps : 

Steps in the ProcessMany writers break their writing down into different steps - although other writers may combine some of these steps Planning Drafting Revising Formatting Proofreading

Planning : 

Planning Purpose What is your general purpose? What is your specific objective? What do you want your reader to do? Audience Who is the main audience? What are his/her/their characteristics? What do you expect their response to be? How much does the audience already know?

Planning : 

Planning Content Include relevant data, discard irrelevant data Techniques: brainstorming aim for quantity & don’t evaluate mind mapping (or clustering) Organization classify - grouping related ideas subordinate - ranking major and minor points sequence - direct approach or indirect approach

Drafting : 

Drafting Let ideas flow - don’t evaluate - separate drafting from revising Ways to let your ideas flow positive thinking find a quiet place to write schedule enough time to achieve something write out your purpose avoid perfectionism talk out loud save writing the hardest parts for last

Revising : 

Revising Three types of revising: Content, Style, Correctness Content Does the content match the purpose? Is the message clear to the reader? Is the content relevant and complete? Is the information organized in the best way?

Revising : 

Revising Style clear & concise short, simple words positive, non-discriminatory language variety of sentence types appropriate active and passive voice avoidance of fragments and run-on sentences unified, coherent paragraphs 60 - 80 word paragraphs sincere, courteous tone “you” attitude

Formatting : 

Formatting Use proper formatting for memoranda, reports, letters. (More on this will be covered in the tutorials.)

Proofreading : 

Proofreading Proof for content Proof for typographical errors (including misspellings - e. g.., “form” - missed by spell-checkers) Proof for format

Problem-solving Task : 

Problem-solving Task Context: You are the HRO Director of a company. Recently you interviewed a person for the post of Assistant HRO Director. Now you must send them a letter offering them the position. With partners, discuss these questions: Who is the main audience for the letter? What are their characteristics? What do they already know? What is the purpose of the letter? What is the specific objective? What do you want the reader to do? What relevant data should you include in the letter? How should you organize the information in the letter?

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