Writing Business Messages

1. Writing Business Messages

2. 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

3. Adapting to the Audience Sensitivity to Audience’s Needs Relationship with Audience Style and Tone

4. Audience Sensitivity Adopt a “You” Attitude Demonstrate Business Etiquette Emphasize the Positive Use Bias-Free Language

5. Audience Focus Genuine Empathy Sensitivity to Situations Professionalism Using the “You” Attitude

6. Practice Courtesy Be Diplomatic Respond Promptly Business Etiquette

7. 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

8. 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

9. Age Gender Disability Race or Ethnicity Bias-Free Language

10. Adapting to the Audience Sensitivity to Audience’s Needs Relationship with Audience Style and Tone

11. Build A Strong Audience Relationship Establish Your Credibility Build the Company’s Image

12. Honesty and Objectivity Audience Awareness Credentials and Expertise Endorsements Confidence and Performance Communication Style Sincerity Establish Your Credibility

13. Be a Spokesperson • Ask for Assistance • Observe Your Colleagues • Back Company Interests • Follow Company Guidelines Build Company Image

14. Adapting to the Audience Sensitivity to Audience’s Needs Relationship with Audience Style and Tone

15. Conversational Tone Plain English Active and Passive Voice Controlling Style And Tone Sentence Structure and Vocabulary

16. Pompous or Obsolete Language Preaching or Bragging Emotion or Intimacy Humor or Satire Use a Conversational Tone Business Messages Avoid Using Use Carefully

17. Straightforward Easy to Understand Conversational Writing in Plain English

18. 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

19. 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

20. Word Choice Sentences Paragraphs Composing the Message

21. Functional and Content Words Correctness and Suitability Function Words Content Words Unchanging Meaning Concrete Words Connotations Mechanical Usage Denotations Abstract Words

22. Finding Words That Communicate Well Use Strong Verbs Use Familiar Words Avoid Clichés & Buzzwords Minimize Jargon

23. Effective Sentences Simple Compound Complex Compound- Complex

24. 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.

25. Topic Sentences Support Sentences Transitions Coherent Paragraphs

26. 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

27. 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

28. THANKYOU