1 / 20

Writing Busines s Messages

Writing Busines s Messages. Business communications. The Basics. Writing Business Messages Planning Composing Revising. Planning. Identifying Your Purpose Why am I sending this message ? Inform Request information Give responses Confirm decisions Provide directions

arnold
Download Presentation

Writing Busines s Messages

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Writing Business Messages Business communications

  2. The Basics Writing Business Messages • Planning • Composing • Revising

  3. Planning Identifying Your Purpose • Why am I sending this message? • Inform • Request information • Give responses • Confirm decisions • Provide directions Textbook: 35-43: Understand each step of planning

  4. Planning: Objective What do you want to achieve? • Inform • Persuade • Promote Goodwill

  5. Planning: Choose a Channel • Blog • E-mail • Face-to-face conversation • Face-to-face group meeting • Fax • Instant message (chat) • Letter • Memo • Phone call • Report or proposal • Voice mail message • Videoconference • wiki • Textbook: page 36 chart

  6. Planning: Analyze the Audience • Primary Audience • Who is it? • Relationship? • Position? • Knowledge? • Expected Response?

  7. Planning: Analyze the Audience • Secondary Audience • Who else is it? • Difference to primary audience? • More background information? • Reshape message?

  8. Composing • Adapting to the Task and Audience • Be careful of the tone • Tone- how the receiver feels upon getting a message • Provide Audience Benefits • Use empathy • Use “You” Language

  9. example

  10. Audience Benefits

  11. Audience Benefits

  12. Audience Benefits “I/We” View “You” View

  13. Organizing and Formatting the E-mail or Memo • To Line: enter receiver’s e-mail address • From Line: Your address. • Cc and Bcc • Cc- carbon copy- sends a copy of the message to another person • Bcc- blind carbon copy- hides names and addresses of all receivers • Subject: A short but descriptive summary of the topic

  14. Organizing and Formatting the E-mail or Memo • Subject line • Must be informative • Summarize central idea • Abbreviate • Make your subject line talk (verb) • Capitalize initial letter of principal words (not “a, the, to, etc”)

  15. Organizing and Formatting the E-mail or Memo What are 3 formatting areas that e-mails and Memos have in common? • To: • From: • Subject:

  16. Organizing and Formatting the E-mail or Memo

  17. Organizing and Formatting the E-mail • Salutation: • Start with a greeting: • Dear + Mr./Ms/ (Mrs./Miss) + Surname (formal) • Hello + Name (more informal and personal) • Group of people ex: Dear students, managers, etc • Janet,

  18. Organizing and Formatting the E-mail • Opening Line • Restate the purpose • Font: • Serif: more formal and professional • Times New Roman • Tahoma • Sans serif: more informal • Arial • Calibri

  19. Organizing the e-mail • Explaining in the Body • Cover only one area • Keep the e-mail less than 100 words • Use white space • Double space between paragraphs • Use bullets if possible • Listing • Giving instructions

  20. Closing • Include cordial expressions • All the best • Warm regards • Best wishes • Include your name • Include a signature block • 5 or fewer lines

More Related