© Prentice Hall, 2007Business Communication Essentials, 3eChapter 4 - 1 Writing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 4 - 1

Writing Writing Business MessagesBusiness Messages

Writing Writing Business MessagesBusiness Messages


Planning Writing Completing

Analyze SituationAnalyze Situation

Gather InformationGather Information

Select MediumSelect Medium

Get OrganizedGet Organized

ReviseRevise

ProduceProduce

ProofreadProofread

DistributeDistribute

Analyze the Audience

Analyze the Audience

Composethe MessageCompose

the Message

Three-Step Writing Three-Step Writing ProcessProcess


Adapt to the Adapt to the AudienceAudience

RelationshipsRelationshipsRelationshipsRelationships

SensitivitySensitivitySensitivitySensitivity

Style and ToneStyle and ToneStyle and ToneStyle and Tone


Audience SensitivityAudience Sensitivity

Adopt a“You” Attitude

Adopt a“You” Attitude

DemonstrateBusiness Etiquette

DemonstrateBusiness Etiquette

Emphasize the Positive

Emphasize the Positive

Use Bias-FreeLanguage

Use Bias-FreeLanguage


The “You” AttitudeThe “You” AttitudeInstead of 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.

Instead of This Use This


Business EtiquetteBusiness Etiquette

CourtesyCourtesy

RespectRespect

Diplomacy Diplomacy


Emphasize the PositiveEmphasize the Positive

Instead of This Use This

Cheap Merchandise

Fake

Used Cars

Failing

Elderly Person

Pimples and Zits

Bargain Prices

Imitation or faux

Resale Cars

Underperforming

Senior Citizen

Complexion Problems


Bias-Free LanguageBias-Free Language

AgeAge Gender Gender DisabilityDisability Racialor Ethnic

Racialor Ethnic


A Strong A Strong Audience RelationshipAudience Relationship

EstablishEstablishYour CredibilityYour Credibility

EstablishEstablishYour CredibilityYour Credibility

Build theBuild theCompany’s ImageCompany’s Image

Build theBuild theCompany’s ImageCompany’s Image


Establish Your CredibilityEstablish Your Credibility

PerformancePerformance

Self ConfidenceSelf Confidence

SinceritySincerity

Communication StyleCommunication Style

Honesty and ObjectivityHonesty and Objectivity

Audience AwarenessAudience Awareness

Credentials/ExpertiseCredentials/Expertise

EndorsementsEndorsements


ControllingControllingStyle And ToneStyle And Tone

Sentence StructureSentence Structureand Vocabularyand Vocabulary

ConversationalConversationalToneTone

Plain EnglishPlain English

Active andActive andPassive VoicePassive Voice


Using the Right VoiceUsing the Right Voice

Subject + Verb + ObjectSubject + Verb + Object

Joe rented the car. Joe rented the car.

Active VoiceActive Voice

Object + Verb + SubjectObject + Verb + Subject

The car was rented by Joe. The car was rented by Joe.

Passive VoicePassive Voice

CharacteristicsCharacteristics CharacteristicsCharacteristics

DirectDirect ConciseConcise VigorousVigorous IndirectIndirect TactfulTactful ReservedReserved


Finding WordsFinding WordsThat CommunicateThat Communicate

Use StrongUse StrongWordsWords

Use StrongUse StrongWordsWords

AvoidAvoidClichésClichésAvoidAvoid

ClichésClichés

Use FamiliarUse FamiliarWordsWords

Use FamiliarUse FamiliarWordsWords

MinimizeMinimizeJargonJargon

MinimizeMinimizeJargonJargon


Coherent Coherent

ParagraphsParagraphsTopic Sentences

Support Sentences

Transitions


Paragraph Paragraph

DevelopmentDevelopment

Illustration

Comparison or Contrast

Cause and Effect

Classification

Problem and Solution

Demonstrate with examples

Use similarities and differences

Focus on reasons and outcomes

Categorize a general idea

Pose a problem, offer a solution

Technique Description

Documents

© Prentice Hall, 2007Business Communication Essentials, 3eChapter 4 - 1 Writing Business Messages