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Writing Busines s Messages

Writing Busines s Messages. Business communications. The Basics. Writing Business Messages Planning Composing Revising. Planning. Identifying Your Purpose Why am I sending this message ? Inform Request information Give responses Confirm decisions Provide directions

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Writing Busines s Messages

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  1. Writing Business Messages Business communications

  2. The Basics Writing Business Messages • Planning • Composing • Revising

  3. Planning Identifying Your Purpose • Why am I sending this message? • Inform • Request information • Give responses • Confirm decisions • Provide directions Textbook: 35-43: Understand each step of planning

  4. Planning: Objective What do you want to achieve? • Inform • Persuade • Promote Goodwill

  5. Planning: Choose a Channel • Blog • E-mail • Face-to-face conversation • Face-to-face group meeting • Fax • Instant message (chat) • Letter • Memo • Phone call • Report or proposal • Voice mail message • Videoconference • wiki • Textbook: page 36 chart

  6. Planning: Analyze the Audience • Primary Audience • Who is it? • Relationship? • Position? • Knowledge? • Expected Response?

  7. Planning: Analyze the Audience • Secondary Audience • Who else is it? • Difference to primary audience? • More background information? • Reshape message?

  8. Composing • Adapting to the Task and Audience • Be careful of the tone • Tone- how the receiver feels upon getting a message • Provide Audience Benefits • Use empathy • Use “You” Language

  9. example

  10. Audience Benefits

  11. Audience Benefits

  12. Audience Benefits “I/We” View “You” View

  13. Organizing the e-mail • Subject line • Must be informative • Summarize central idea • Abbreviate • Make your subject line talk (verb) • Capitalize initial letter of principal words

  14. Organizing the e-mail • Start with a greeting: • Dear Mr. Thorne, • Hi Carol, • Thank you Sylvia, • Janet,

  15. Organizing the e-mail • Opening with the main idea • Front load • Restate the purpose

  16. Organizing the e-mail • Explaining in the Body • Cover only one area • Keep the e-mail less than 100 words • Use white space • Double space between paragraphs • Use bullets if possible • Listing • Giving instructions

  17. Closing • Include cordial expressions • All the best • Warm regards • Best wishes • Include your name • Include a signature block • 5 or fewer lines

  18. E-mail assignment • Find a partner • Select a proverb in Arabic • Organize a 1-2 minute oral presentation for next week • You must do the following: • show the proverb in English on a PPT slide • explain the primary Emirati/Arab/Islamic cultural value it represents.

  19. E-mail assignment • E-mail due Wednesday, February 29 • One member of your group (only 2 people per group maximum) needs to email me the following: • the names and ID numbers of the partners • the English translation of your proverb. • If more than one group selects the same proverb, the first group to email me will be allow to present it and the others will be required to find another proverb.

  20. E-mail assignment • Include the following: • To: robyn.albers@zu.ac.ae • Cc: your partner • Subject line (proper capitalization) • Greeting • Opening line • Body • Remember to include audience benefits • Closing • Signature block • Correctly written e-mails will earn you BOTH credit.

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