© Prentice Hall, 2004 Business Communication Essentials

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 1

Writing Writing Business Business MessagesMessages


Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing


Organizing the MessageOrganizing the Message

• Writer benefits

– Save time

– Facilitate feedback

– Manage the project

• Audience benefits

– Promote understanding

– Boost acceptance

– Save time


Defining the Main IdeaDefining the Main Idea

• General purpose

• Specific purpose

• Basic topic

• Main idea


Limiting the ScopeLimiting the Scope

• Main idea

– Space

– Time

– Length

– Detail

–Major points

– Evidence


Outlining Your PointsOutlining Your Points

• Use numbers

• Indent points to show status

• Divide topics into at least two parts

• Use one category per subdivision

• Make each group separate and

distinct


Common Outline FormCommon Outline Form

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


Sequencing the MessageSequencing the Message

• Direct approach

– Deductive

• Indirect approach

– Inductive


Composing Composing Business MessagesBusiness Messages

• Controlling style and tone

• Writing effective sentences

• Writing coherent paragraphs


Control Style and ToneControl Style and Tone

• Avoid obsolete language

• Avoid intimacy

• Avoid humor

• Avoid preaching or bragging

• Write in plain English


Balance Your Writing Balance Your Writing StyleStyle

• Abstract words

– Intellectual

– Academic

– Philosophical

– Conceptual

• Concrete words– Direct– Material– Exact– Tangible


Finding Words Finding Words that Communicatethat Communicate

• Choose strong words

• Prefer familiar words

• Avoid clichés

• Minimize jargon


Writing Effective Writing Effective SentencesSentences

• Types of sentences

– Simple

– Compound

– Complex

– Compound-complex


Effective Sentence StyleEffective Sentence Style

• Stress key relationships

• Emphasize important ideas


The Active VoiceThe Active Voice

•There are problems with this contract.

•It is necessary that the report be finished by next week.

•This contract has problems.

•The report must be finished by next week.

Use Active Voice in General

Avoid Passive Voice in General


The Passive VoiceThe Passive Voice

•You lost the shipment.

•We have established criteria to evaluate capital expenditures.

•The shipment was lost.

•Criteria have been established to evaluate capital expenditures.

Sometimes Use Passive Voice

Sometimes Avoid Active Voice


Coherent ParagraphsCoherent Paragraphs

• Length and form

• Development

• Unity and coherence


Paragraph DevelopmentParagraph Development

• Illustration

• Comparison and contrast

• Cause and effect

• Classification

• Problem and solution


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

Education

© Prentice Hall, 2004 Business Communication Essentials