Writing Business Messages

1. Writing Business Messages Business Communication Essentials

2. Three-Step Writing Process 1 Planning 2 Writing 3 Completing Analyze the Situation Organize the Message Revise the Message Investigate the Topic Produce the Message Compose the Message Adapt to the Audience Proofread the Message Business Communication Essentials

3. Organizing the Message Writer Benefits Audience Benefits Save Time Promote Understanding Facilitate Feedback Boost Acceptance Manage the Project Save Time Business Communication Essentials

4. Defining the Main Idea General Purpose Specific Purpose Basic Topic Main Idea Business Communication Essentials

5. Limiting the Scope Main Idea Space Time Length Detail Major Points Evidence Business Communication Essentials

6. Outlining Your Points Main Idea Major Point A Major Point B Major Point C Evidence Evidence Evidence Evidence Evidence Evidence Business Communication Essentials

7. Common Outline Form Alphanumeric Decimal • 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 Business Communication Essentials

8. Sequencing the Message • Direct Approach • (Deductive) • Main idea • Recommendation • or conclusion • Evidence • Use for Neutral or • Positive audiences • Indirect Approach • (Inductive) • Evidence • Main Idea • Recommendation • or conclusion • Use for resistant, and • Many unsolicited • audiences. Business Communication Essentials

9. ComposingBusiness Messages The Right Style and Tone Effective Sentences Coherent Paragraphs Business Communication Essentials

10. Avoid Obsolete Language Avoid Intimacy Avoid Humor Avoid Preaching or Bragging Use Plain English Control Style and Tone Use a Conversational Businesslike Tone Business Communication Essentials

11. Intellectual Academic Philosophical Conceptual Direct Material Exact Tangible Balance Your Writing Style Abstract Words Concrete Words Business Communication Essentials

12. Writing EffectiveSentences Simple Compound Complex Compound- Complex Business Communication Essentials

13. Length and Form Development Unity and Coherence Coherent Paragraphs Business Communication Essentials

14. Paragraph-Development Techniques Technique Description • Illustration • Comparison or Contrast • Cause and Effect • Classification • Problem and Solution • Use examples to demonstrate an idea • Use similarities and differences • Focus on the reasons for something • Categorize a general idea • Pose a problem, offer a solution Business Communication Essentials

15. 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 Essentials