© Prentice Hall, 2003 Business Communication TodayChapter 5 - 1 Writing Business Messages

© Prentice Hall, 2003 Business Communication Today Chapter 5 - 1

Writing Writing Business Business MessagesMessages


Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing


What Is Good What Is Good Organization?Organization?

• Clarify the subject and purpose

• Exclude irrelevant material

• Include relevant material

• Group ideas and use logic


Why Is Why Is Organization Important?Organization Important?

• Promote understanding

• Increase acceptance

• Save time


Organizing the MessageOrganizing the Message

• Define the main idea

• Limit the scope

• Group the support

• Establish the sequence


Defining the Main IdeaDefining the Main Idea

• General purpose

• Specific purpose

• Basic topic

• Main idea


Limiting the ScopeLimiting the Scope

• Time and space

• Number of main points

• Depth of research

• Attitude of audience


Constructing an OutlineConstructing an Outline

I. First Major Part

A. First subpoint

B. Second subpoint

1. Evidence

2. Evidence

C. Third subpoint

II. Second Major Point

A. First subpoint

B. Second subpoint

1.0 First Major Part

1.1 First subpoint

1.2 Second subpoint

1.2.1Evidence

1.2.2Evidence

1.2.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

AlphanumericAlphanumeric DecimalDecimal


Using an Organization Using an Organization

ChartChartThe Main Idea

I. Major Point II. Major Point III. Major Point

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence


Sequencing the MessageSequencing the Message

• Direct approach

– Deductive

• Indirect approach

– Inductive


Structuring the MessageStructuring the Message

• Main idea

• Support

• Evidence


Message Type

AudienceReaction

Type ofApproach

Routine, Good-News

or Good Will

Pleased Or Neutral

Direct

PersuasiveUninterestedor Unwilling

Indirect

Bad News Displeased Indirect

Three Types of MessagesThree Types of Messages


Composing Composing Business MessagesBusiness Messages

• Controlling style and tone

• Writing effective sentences

• Writing coherent paragraphs


Controlling Style and Controlling Style and ToneTone

• Use a conversational tone

• Write in plain English

• Select active or passive voice


Choosing the Best WordsChoosing the Best Words

• Correct grammar

• Effectiveness

– Function words and content words

• Denotation and connotation

• Abstraction and concreteness


Finding Words Finding Words that Communicatethat Communicate

• Choose strong words

• Prefer familiar words

• Avoid clichés

• Use jargon carefully


Writing Effective Writing Effective SentencesSentences

• Types of sentences

– Simple

– Compound

– Complex

– Compound-complex


Writing Coherent Writing Coherent ParagraphsParagraphs

• Paragraph elements

– Topic sentence

– Related sentences

– Transitions


Frequently Used Frequently Used TransitionsTransitions

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 DevelopmentParagraph Development

• Illustration

• Comparison and contrast

• Cause and effect

• Classification

• Problem and solution


Word Processing Word Processing SoftwareSoftware

• Numbered lists

• Footnotes and endnotes

• Index of terms

• Table of contents

• Numbered pages

• Dates and times

• Prewritten text


Sending E-Mail MessagesSending E-Mail Messages

• Getting organized

– Stick to the point

–Make it easy to read

• Composing messages

– Use the subject line

– Personalize messages

Documents

© Prentice Hall, 2003 Business Communication TodayChapter 5 - 1 Writing Business Messages