Writing business messages
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Writing Business Messages. Analyze Situation. Revise. Adapt to the Audience. Gather Information. Produce. Select Medium. Proofread. Compose the Message. Organize the Information. Distribute. Three-Step Writing Process. Planning. Writing. Completing. Adapting to the Audience.

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Writing Business Messages

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Writing business messages

Writing Business Messages


Three step writing process

Analyze Situation

Revise

Adapt to

the Audience

Gather Information

Produce

Select Medium

Proofread

Compose

the Message

Organize the

Information

Distribute

Three-Step Writing Process

Planning

Writing

Completing


Adapting to the audience

Adapting to the Audience

Sensitivity to

Audience’s Needs

Relationship with

Audience

Style and Tone


Audience sensitivity

Audience Sensitivity

Adopt a

“You” Attitude

Demonstrate

Business Etiquette

Emphasize

the Positive

Use Bias-Free

Language


Using the you attitude

Audience Focus

Genuine Empathy

Sensitivity to Situations

Professionalism

Using the “You” Attitude


Business etiquette

Practice Courtesy

Be Diplomatic

Respond Promptly

Business Etiquette


Emphasize the positive

Instead of This

Instead of This

Use This

Use This

To help us process this order, we must ask for another copy of the requisition.

So that your order can be filled promptly, please send another copy of the requisition.

You should never use that type of paper in the copy machine.

That type of paper doesn’t work very well in the copy machine.

Emphasize the Positive


Use positive language

Use Positive Language

Instead of This

Use This

  • Failing

  • Used Cars

  • Cheap merchandise

  • Elderly Person

  • Pimples and Zits

  • Underperforming

  • Pre-owned vehicles

  • Bargain Prices

  • Senior Citizen

  • Complexion Problems


Bias free language

Age

Gender

Disability

Race or

Ethnicity

Bias-Free Language


Adapting to the audience1

Adapting to the Audience

Sensitivity to

Audience’s Needs

Relationship with

Audience

Style and Tone


Build a strong audience relationship

Build A Strong Audience Relationship

Establish

Your Credibility

Build the

Company’s Image


Establish your credibility

Honesty and

Objectivity

Audience

Awareness

Credentials

and Expertise

Endorsements

Confidence and

Performance

Communication

Style

Sincerity

Establish Your Credibility


Build company image

  • Be a Spokesperson

  • Ask for Assistance

  • Observe Your Colleagues

  • Back Company Interests

  • Follow Company Guidelines

Build Company Image


Adapting to the audience2

Adapting to the Audience

Sensitivity to

Audience’s Needs

Relationship with

Audience

Style and Tone


Writing business messages

Conversational

Tone

Plain English

Active and

Passive Voice

Controlling

Style And Tone

Sentence Structure

and Vocabulary


Use a conversational tone

Pompous

or Obsolete

Language

Preaching

or Bragging

Emotion or

Intimacy

Humor or

Satire

Use a Conversational Tone

Business Messages

Avoid Using

Use Carefully


Writing in plain english

Straightforward

Easy to Understand

Conversational

Writing in Plain English


Using the right voice

Direct

Indirect

Concise

Tactful

Vigorous

Reserved

Using the Right Voice

Active Voice

Passive Voice

Object + Verb + Subject

The car was rented by Joe.

Subject + Verb + Object

Joe rented the car.

Characteristics

Characteristics


Three step writing process1

Analyze Situation

Revise

Adapt to

the Audience

Gather Information

Produce

Select Medium

Proofread

Compose

the Message

Organize the

Information

Distribute

Three-Step Writing Process

Planning

Writing

Completing


Composing the message

Word Choice

Sentences

Paragraphs

Composing the Message


Functional and content words

Functional and Content Words

Correctness

and Suitability

Function Words

Content Words

Unchanging

Meaning

Concrete

Words

Connotations

Mechanical

Usage

Denotations

Abstract

Words


Finding words that communicate well

Finding Words That Communicate Well

Use Strong Verbs

Use Familiar Words

Avoid Clichés & Buzzwords

Minimize Jargon


Effective sentences

Effective Sentences

Simple

Compound

Complex

Compound-

Complex


Using sentence style to emphasize key thoughts

Using Sentence Style to Emphasize Key Thoughts

  • Devoting more words to them

  • Putting them at the beginning or at the end of the sentence.

  • Making them the subject of the sentence.


Coherent paragraphs

Topic Sentences

Support Sentences

Transitions

Coherent Paragraphs


Paragraph development

Paragraph Development

Technique

Description

  • Illustration

  • Comparison/Contrast

  • Cause and Effect

  • Classification

  • Problem and Solution

  • Use examples for support

  • Use similarities and differences

  • Focus on reasons for something

  • Categorize a general idea

  • Pose problems, offer solutions


Using technology

Style Sheets

and Templates

Endnotes

and Footnotes

Auto-Completion

and Auto-Correction

Indexes and

Tables of Contents

File Merge

and Mail Merge

Document Wizards

Using Technology


Thankyou

THANKYOU


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