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Writing Business Messages

Writing Business Messages. Three-Step Writing Process. Planning Writing Completing. Adapt to the Audience. Sensitivity Relationships Style and tone. Audience Sensitivity. Adopt a “you” attitude Demonstrate business etiquette Emphasize the positive Use bias-free language.

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Writing Business Messages

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  1. Writing Business Messages Excellence in Business Communication, 7e

  2. Three-Step Writing Process • Planning • Writing • Completing Excellence in Business Communication, 7e

  3. Adapt to the Audience • Sensitivity • Relationships • Style and tone Excellence in Business Communication, 7e

  4. Audience Sensitivity • Adopt a “you” attitude • Demonstrate business etiquette • Emphasize the positive • Use bias-free language Excellence in Business Communication, 7e

  5. The “You” Attitude • Instead of this: To help us process this order, we must ask for another copy of the requisition. • Use this: So that your order can be filled promptly, please send another copy of the requisition. Excellence in Business Communication, 7e

  6. Business Etiquette • Practice courtesy • Be diplomatic • Respond promptly Excellence in Business Communication, 7e

  7. Instead of this: Cheap merchandise Fake Used cars High-calorie foods Elderly person Pimples and zits Use this: Bargain prices Imitation or faux Resale cars High-energy food Senior citizen Complexion problems Emphasize the Positive Excellence in Business Communication, 7e

  8. Bias-Free Language • Age • Gender • Disability • Race or ethnicity Excellence in Business Communication, 7e

  9. A Strong Audience Relationship • Establish your credibility • Build the company’s image Excellence in Business Communication, 7e

  10. Establish Your Credibility • Honesty and objectivity • Awareness of audience needs • Credentials, knowledge, expertise • Endorsements • Performance • Communication style Excellence in Business Communication, 7e

  11. Build the Company’s Image • Stay positive • Be a spokesperson • Minimize your views • Observe others • Ask for assistance • Support the company Excellence in Business Communication, 7e

  12. Controlling Style and Tone • Use a conversational tone • Write in plain English • Select active or passive voice Excellence in Business Communication, 7e

  13. Conversational Tone • Business messages • Avoid using pompous language • Avoid preaching or bragging • Control emotions and intimacy • Use humor carefully Excellence in Business Communication, 7e

  14. Writing in Plain English • Straightforward • Easily to understand • Conversational Excellence in Business Communication, 7e

  15. Using the Right Voice • Active voice • Subject + verb + object • Passive voice • Object + verb + subject Excellence in Business Communication, 7e

  16. Composing the Message • Word choice • Sentences • Paragraphs Excellence in Business Communication, 7e

  17. Choosing the Best Words • Correct grammar • Effectiveness • Function words and content words • Denotation and connotation • Abstraction and concreteness Excellence in Business Communication, 7e

  18. Finding Words that Communicate • Choose strong words • Prefer familiar words • Avoid clichés • Use jargon carefully Excellence in Business Communication, 7e

  19. Effective Sentences • Types of sentences • Simple • Compound • Complex • Compound-complex Excellence in Business Communication, 7e

  20. Coherent Paragraphs • Paragraph elements • Topic sentence • Related sentences • Transitions Excellence in Business Communication, 7e

  21. Paragraph Development • Illustration • Comparison and contrast • Cause and effect • Classification • Problem and solution Excellence in Business Communication, 7e

  22. Effective E-Mail • Consider your readers • Take pride in your work • Protect your reputation Excellence in Business Communication, 7e

  23. Composing E-Mail • Appropriate content • Personal messages • Chain of command • E-mail hygiene Excellence in Business Communication, 7e

  24. Sending Business E-mail • Composing email • Follow company policy • Use common sense • Getting organized • Create a subject line • Control your emotions Excellence in Business Communication, 7e

  25. Word Processing Tools • Style sheets and templates • Auto completion or correction • File or mail merge • Endnotes and footnotes • Indexes and tables of contents • Wizards Excellence in Business Communication, 7e

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