copyright © 2010 pearson education internationalchapter 5 - 1 writing business messages

Copyright © 2010 Pearson Education International Chapter 5 - 1

Writing Writing Business MessagesBusiness Messages


Learning ObjectivesLearning Objectives

• Explain the importance of adapting to your

audiences and list three ways of doing so

• Explain why establishing credibility is vital to

the success of your communication efforts

• Discuss four ways of achieving a business-

like tone with a clear, concise style


Learning ObjectivesLearning Objectives

• Briefly describe how to select words that are

not only correct but also effective

• Explain how sentence style affects emphasis

within your message

• List five ways to develop paragraphs that are

unified and coherent


The Three-Step ProcessThe Three-Step Process

Writing CompletingPlanning

Analyze Situation

Gather Information

Select Medium

Get Organized

Revise

Produce Message

Proofread Message

Distribute Message

Adapt to the Audience

Composethe Message


Adapting to the Adapting to the

AudienceAudience• What’s in this for me?

– Be sensitive to audience’s needs

– Build strong relationships

– Control style and tone


Audience SensitivityAudience Sensitivity

• Adopt a “you” attitude

• Demonstrate business etiquette

• Emphasize the positive

• Use bias-free language


The “You” AttitudeThe “You” Attitude

• Speaking and writing for an audience

– Wishes

– Interests

– Hopes

– Preferences


Business EtiquetteBusiness Etiquette

• Show respect

• Be courteous

• Use diplomacy


Emphasize the PositiveEmphasize the Positive

• Avoid negativity

• Stress benefits

• Use euphemisms


Use Bias-Free LanguageUse Bias-Free Language

• Age

• Gender

• Disability

• Race or ethnicity


Audience RelationshipsAudience Relationships

• Establish your credibility

• Project the company’s image


Establish Your CredibilityEstablish Your Credibility

Honesty Objectivity Awareness

Credentials Endorsements Performance

Confidence Communication Sincerity


Project Company ImageProject Company Image

• Be a spokesperson

• Follow guidelines

• Observe colleagues


Control Style and ToneControl Style and Tone

• Use a conversational tone

• Use plain language

• Select active or passive voice


Conversational ToneConversational Tone

• Business communication

– Differentiate between texting vs. writing

– Avoid pompous language

– Avoid preaching or bragging

– Be careful with intimacy or humor


Using Plain LanguageUsing Plain Language

• Project a “You” attitude

• Respect the audience

• Boost productivity


Using the Right VoiceUsing the Right Voice

• Active voice (subject-verb-object)

– Direct, concise, vigorous

• Passive voice (subject-verb-object)

– Indirect, tactful, reserved


Composing the MessageComposing the Message

• Word choice

• Sentences

• Paragraphs


Choose Strong WordsChoose Strong Words

• Correct

• Effective

• Abstract

• Concrete


Communicate EffectivelyCommunicate Effectively

• Select powerful words

• Choose familiar words

• Avoid clichés and buzzwords

• Use jargon carefully


Write Effective Write Effective SentencesSentences

• Choose the type of sentence

• Emphasize key thoughts


Craft Good ParagraphsCraft Good Paragraphs

• Unity and coherence

– Topic sentence

– Support sentences

– Transitional elements


Paragraph DevelopmentParagraph Development

• Illustration

• Classification

• Cause and effect

• Problem and solution

• Comparison and contrast


Format with TechnologyFormat with Technology

Style Sheets and Templates

Smart Documents

Master Documents Auto-Completion

Auto-CorrectionEndnotes, Footnotes,

Indexes and TOCs

Wizards Mail Merge