Business Writing

1. Purpose of your message2. Analyse your audience

1. Background, knowledge, experience, training

2. Needs and interests3. Other characteristics4. More than one audience

3. Choose the ideas you want to include

THE TONE How you convey your message: in a negative or positive manner

An objective response The ‘You’ point of view A positive attitude Gender-neutral language Slanted langue A thinker or feeler approach

An objective response

Avoid being defensive Don’t be offensive

The ‘YOU’ Point of View

A tone that keeps the focus on the reader

A POSITIVE ATTITUDE Instead of saying what will go wrong if

certain steps are not taken, say what will go right of certain steps are taken.

Improve these:1. If you don not submit money on time

you will not get the receipt.2. If you don not respond by Monday we

will not include you in the decision.3. By not going to the meeting you will

miss important information.

Gender Neutral LanguageFor equality, opportunities and career options

Gender biased

Gender neutral

PolicemanSalesmanMankindChairmansteward

Police officerSales representativeHumanityChair/chairpersonFlight attendant

Avoid: Slang Jargon

A Thinker or Feeler Approach

A balanced approach is necessary

Use familiar words1. This machine has a

tendency to develop excessive and unpleasant audio systems when operating at elevated temperatures

2. Purchase of a new fleet is not actionable at this juncture

Use concrete language ╳ A significant loss ╳ Good attendance record ╳ The leading company ╳ The majority ╳ In the near future ╳ Substantial amount