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Chapter 5. Writing Business Messages. Being sensitive to Your Audience’s Needs: Adapt the “you” attitude –messages using an “I” or “we” attitude, they risk sounding selfish. Adapting To Your Audience. Maintain standards of Etiquette .. Try to express thoughts in a kind manner.

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chapter 5

Chapter 5

Writing Business Messages

adapting to your audience
Being sensitive to Your Audience’s Needs:

Adapt the “you” attitude –messages using an “I” or “we” attitude, they risk sounding selfish.

Adapting To Your Audience
adapting to your audience3
Maintain standards of Etiquette.. Try to express thoughts in a kind manner.

Emphasizing the Positive: there is a big difference between delivering negative news and being negative.

Adapting to Your Audience
adapting to your audience4
Using Bias-Free Language: avoid words and phrases that unfairly categorize people by race, gender, ethnicity, age or disability.Adapting to Your Audience
building strong relationships with your audience
Building Strong Relationships with Your Audience
  • Establish Your Credibility: a measure of your believability based on how reliable your are:
    • Honesty
    • Objectivity
    • Awareness of Audience Needs
    • Credentials, knowledge, expertise
    • Endorsements
    • Performance
    • Confidence
    • Communication style
    • Sincerity
use a conversational tone
Use a Conversational Tone
  • Achieve a conversational tone by following these guidelines:
    • Avoid obsolete and pompous language: ask yourself if you would say this if you were talking “face-to-face”.
    • Avoid preaching and bragging: don’t appear to know everything.
    • Be careful with intimacy: most business messages should avoid intimacy.
    • Be careful with humor: humor can backfire.
use plain english
Use Plain English
  • Plain English is a way of presenting information in a simple, unadorned style so that your audience grasps the meaning.
    • “We continually exist to synergistically supply value-added deliverables such that we may continue to proactively maintain enterprise-wide data to stay competitive in tomorrow’s world.”
    • The above sentence is complicated and difficult to understand.
selecting active or passive voice
Selecting Active or Passive Voice
  • Active voice is used when the subject performs the action and the object receives the action:
    • “John rented the office.”
  • Passive voice is used when the subject receives the action:
    • “The office space was rented by John.”
  • Active voice sound less formal and are easier for your audience to understand.
selecting active or passive voice10
Selecting Active or Passive Voice
  • In general, avoid passive voice in order to make your writing lively and direct:
selecting active or passive voice11
Selecting Active or Passive Voice
  • Passive voice is helpful when you need to be diplomatic or focus attention on problems not people:
creating effective sentences
Creating Effective Sentences
  • Simple sentence: one clause.
    • Profits increased in the past year.
  • Compound sentence: two main clauses that express two or more independent but related thoughts(always related by a , or ; in which case the conjunction is dropped).
    • Wage rates have declined by 5%, and employee turnover has been high.
creating effective sentences13
Creating Effective Sentences
  • Complex Sentence: expresses one main thought (independent clause) and one or more subordinate thoughts (dependent clause) related to it.
    • Although you may questions Gerald’s conclusions, you must admit that his research is thorough.
  • Compound-complex sentence: has two main clauses, at least one contains a subordinate clause.
    • Profits have increased in the past year, and although you may question Gerald’s conclusions, you must admit that his research is thorough.
creating effective sentences14
Creating Effective Sentences
  • When constructing a sentence, choose the form that matches the relationship of the ideas:
    • If you have two ideas of equal importance, express as two simple sentences.
    • If one idea is less important than the other, place it in a dependent clause to form a complex sentence.
    • When you make one thought subordinate to the other, you establish a cause and effect relationship.
coherent paragraphs
Coherent Paragraphs
  • Elements of a Paragraph include:
    • Topic Sentence: an effective paragraph is unified and deals with a single topic.
    • Support Sentences: these are the sentences that explain the topic sentence. Support sentences are all more specific than the topic sentence.
    • Transitional elements: effective paragraphs are arranged in a logical order so that the audience can understand the train of thought.
      • Transitions are words that tie ideas together by showing how thoughts are related.