Writing

Business Messages

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

Three-Step Writing Process

1 2 3
Planning Writing Completing

Analyze the Organize the Revise the

Situation Message Message

Investigate the Compose the Produce the

Topic Message Message

Adapt to the Proofread the

Audience Message

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 2

 Organizing the Message

Writer Benefits Audience Benefits

Save
Save Time
Time Promote Understanding

Facilitate Feedback Boost

Boost Acceptance
Acceptance

Manage
Manage the
the Project
Project Save
Save Time
Time

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 3

 Defining the Main Idea

General Specific Basic Main

Purpose Purpose Topic Idea

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

 Limiting the Scope
Main Idea

Space Time

Length Detail

Major Points Evidence

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 5

 Outlining Your Points
Main
MainIdea
Idea

Major
MajorPoint
PointAA Major
MajorPoint
PointBB Major
MajorPoint
PointCC

Evidence
Evidence Evidence
Evidence Evidence
Evidence Evidence
Evidence Evidence
Evidence Evidence
Evidence

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 6

 Common Outline Form
Alphanumeric Decimal
• First Major Part 1.0 First Major Part
– First subpoint 1.1 First subpoint
– Second subpoint 1.2 Second subpoint
• Evidence 1.2.1 Evidence
• Evidence 1.2.2 Evidence
– Third subpoint 1.3 Third subpoint
• Second Major Point 2.0 Second Major Point
– First subpoint 2.1 First subpoint
– Second subpoint 2.2 Second subpoint

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 7

Sequencing the Message

Direct Approach Indirect Approach

(Deductive) (Inductive)

Audience Reaction

Message Length

Message Type

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 8

 Composing
Business Messages
The Right Style and Tone

Effective Sentences

Coherent Paragraphs
© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 9
 Avoid Obsolete
Language
Control Style
and Tone
Avoid Intimacy

Avoid Humor

Avoid Preaching
or Bragging

Use a Conversational
Use Plain English
Businesslike Tone
© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 10
Balance Your Writing Style

Abstract
Abstract Words
Words Concrete
Concrete Words
Words

Intellectual Direct
Academic Material
Philosophical Exact
Conceptual Tangible

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 11

 Choose Words
That Communicate

Use Strong Use Familiar

Words Words

Avoid Minimize
Clichés Jargon

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 12

 Writing Effective
Sentences

Simple Compound

Compound-
Complex
Complex

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 13

 Effective
Sentence Style

Stress Key Emphasize

Relationships Important Ideas

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 14

 The Active Voice
Avoid Passive Voice in General

•There are problems with this contract.

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

Use Active Voice in General

•This contract has problems.

•The report must be finished by next week.

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 15

 The Passive Voice
Sometimes Avoid Active Voice

•You lost the shipment.

•We have established criteria to evaluate capital expenditures.

Sometimes Use Passive Voice

•The shipment was lost.

•Criteria have been established to evaluate capital expenditures.

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 16

 Coherent Paragraphs

Length and Form

Development

Unity and Coherence

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 17

 Paragraph-Development
Techniques
Technique Description

•Illustration •Use examples to demonstrate an idea

•Comparison or Contrast •Use similarities and differences

•Cause and Effect •Focus on the reasons for something

•Classification •Categorize a general idea

•Problem and Solution •Pose a problem, offer a solution

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 18

Frequently Used Transitions
Additional Detail •Moreover, furthermore, in addition

Causal Relationship •Therefore, because, since, thus

Comparison •Similarly, likewise, still, in comparison

Contrast •Whereas, conversely, yet, however

Illustration •For example, in particular, in this case

Time Sequence •Formerly, after, meanwhile, sometimes

Summary •In brief, in short, to sum up

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 19