Writing

Business Messages

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 1

The Three-Step
Process
Planning

Writing

Completing

Analyze Situation

Adapt to
the Audience

Revise

Gather Information
Select Medium
Get Organized

Compose
the Message

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Produce
Proofread
Distribute
Chapter 5 - 2

Adapting to the
Audience
Whats
Whats in
in this
this for
for me?
me?
Information
Information

Sensitivity
Sensitivity

Relationships
Relationships

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Style
Styleand
and
Tone
Tone
Chapter 5 - 3

Audience Sensitivity
Adopt a You
Attitude

Demonstrate
Business Etiquette

Emphasize the
Positive

Use Bias-Free
Language

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 4

The You Attitude

Audience
Audience

Speaking
Speaking

Wishes

Writing
Writing

Interests

Hopes

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Preferences
Chapter 5 - 5

Business Etiquette
Respect
Respect
Courtesy
Courtesy
Diplomacy
Diplomacy
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Chapter 5 - 6

Emphasize the Positive

Avoid Negativity
Stress Benefits
Use Euphemisms
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 7

Use Bias-Free
Language
Labels

Age
Age

Gender
Gender

Perception

Prejudices

Disability
Disability

Race or
or
Race
Ethnicity
Ethnicity

Stereotypes
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 8

Audience Relationships
Establish
Establish
Your
Your Credibility
Credibility
Project
Project the
the
Companys
Companys Image
Image
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 9

Establish Your
Credibility
Honesty

Objectivity

Awareness

Credentials

Endorsements

Performance

Confidence

Communication

Sincerity

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 10

Project Company
Image
Be a Spokesperson
Follow Guidelines
Observe Colleagues
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Chapter 5 - 11

Control Style and

Tone
Conversational
Plain Language
Active and Passive
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 12

Conversational Tone
Texting
Texting vs.
vs. Writing
Writing
Pompous
Pompous Language
Language
Preaching
Preaching or
or Bragging
Bragging

Business
Business
Communication
Communication

Intimacy
Intimacy or
or Humor
Humor
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 13

Using Plain Language

You Attitude
Audience Respect
Productivity
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 14

Using the Right Voice

Active Voice

Passive Voice

Subject++ Verb
Verb++ Object
Object
Subject

Object ++Verb
Verb++Subject
Subject
Object

Direct
Direct

Indirect
Indirect

Concise
Concise

Tactful
Tactful

Vigorous
Vigorous

Reserved
Reserved

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 15

Composing the
Message
Word Choice
Choice
Word
Sentences
Sentences
Paragraphs
Paragraphs
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 16

Choose Strong Words

Correct

Effective

Abstract

Concrete

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 17

Communicate
Effectively
Choose
Choose Powerful
Powerful
Words
Words

Choose
Choose Familiar
Familiar
Words
Words

Avoid
Avoid Clichs
Clichs
and
and Buzzwords
Buzzwords

Use
Use Jargon
Jargon
Carefully
Carefully

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 18

Write Effective
Sentences
Choose the
Type of Sentence

Emphasize
Key Thoughts
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Chapter 5 - 19

Craft Good Paragraphs

Topic Sentence
Sentence
Topic
Paragraph
Unity

Support Sentences
Sentences
Support

Paragraph
Coherence

Transitions
Transitions
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 20

Paragraph
Development
Illustration
Classification
Cause and Effect
Problem and Solution
Compare and Contrast
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 21

Format with
Technology
Style Sheets and
Templates

Smart Documents

Master Documents

Auto-Completion

Auto-Correction

Endnotes, Footnotes,
Indexes, and TOCs

Wizards

Mail Merge

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 22

Writing
Business Messages

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 23