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Writing Business Messages

Writing Business Messages. Three-Step Writing Process. Step 1 Planning. Step 2 Writing. Step 3 Completing. Analyze. Organize. Revise. Investigate. Select. Produce. Adapt. Compose. Proofread. What Is Good Organization?. Clarify Subject and Purpose. Exclude

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Writing Business Messages

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  1. Writing Business Messages Business Communication Today

  2. Three-Step Writing Process Step 1 Planning Step 2 Writing Step 3 Completing Analyze Organize Revise Investigate Select Produce Adapt Compose Proofread Business Communication Today

  3. What Is Good Organization? Clarify Subject and Purpose Exclude Irrelevant Material Group Ideas and Use Logic Include Relevant Material Business Communication Today

  4. Promotes Understanding Increases Acceptance Saves Your Audience Time Why Is Organization Important? Business Communication Today

  5. Organizing the Message Defining the Main Idea Limiting the Scope Grouping the Support Establishing the Sequence Business Communication Today

  6. Defining the Main Idea General Purpose Specific Purpose Basic Topic Main Idea Business Communication Today

  7. Time and Space Number of Main Points Audience Attitude Depth of Research Limiting the Scope of the Message Business Communication Today

  8. First Major Part First subpoint Second subpoint Evidence Evidence Third subpoint Second Major Point First subpoint Second subpoint 1.0 First Major Part 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.2.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint Constructing an Outline Alphanumeric Decimal Business Communication Today

  9. Using an Organization Chart The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence A. Evidence A. Evidence B. Evidence B. Evidence B. Evidence C. Evidence C. Evidence C. Evidence Business Communication Today

  10. Sequencing the Message Direct Approach (Deductive) Indirect Approach (Inductive) Audience Reaction Message Length Message Type Business Communication Today

  11. Structuring the Message Main Idea Evidence Support Business Communication Today

  12. Three Types of Messages Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Bad News Displeased Indirect Persuasive Uninterested or Unwilling Indirect Business Communication Today

  13. ComposingBusiness Messages The Right Style and Tone Effective Sentences Coherent Paragraphs Business Communication Today

  14. Conversational Tone Controlling Style And Tone Sentence Structure and Vocabulary Plain English Active and Passive Voice Business Communication Today

  15. Choosing the Best Words Correct Grammar and Word Use Function Words Content Words Unchanging Meaning Concrete Words Connotations Mechanical Usage Denotations Abstract Words Business Communication Today

  16. Use Strong Words Use Familiar Words Avoid Clichés Minimize Jargon Finding WordsThat Communicate Business Communication Today

  17. Writing EffectiveSentences Simple Compound Complex Compound- Complex Business Communication Today

  18. Writing Coherent Paragraphs Topic Sentences Related Sentences Transitions Business Communication Today

  19. Frequently Used Transitions Additional Detail Causal Relationship Comparison Contrast Illustration Time Sequence Summary • Moreover, furthermore, in addition • Therefore, because, since, thus • Similarly, likewise, still, in comparison • Whereas, conversely, yet, however • For example, in particular, in this case • Formerly, after, meanwhile, sometimes • In brief, in short, to sum up Business Communication Today

  20. Paragraph-Development Methods Technique Description • Illustration • Comparison or Contrast • Cause and Effect • Classification • Problem and Solution • Give examples to illustrate an idea • Use similarities and differences • Focus on reasons for something • Categorize a general idea • Pose a problem, offer a solution Business Communication Today

  21. Word Processing Software • Numbered Lists • Footnotes and Endnotes • Indexes of Terms • Tables of Contents • Numbered Pages • Dates and Times • Prewritten Text(boilerplate) Business Communication Today

  22. Sending E-Mail Messages Getting Organized Stick to the Point Make it Easy to Read Composing Messages Use the Subject Line Personalize The Message Business Communication Today

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