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Planning
Business
Messages
ISTOCKPHOTO.COM/ZSOLT NUYLASZI
Purposeful
Persuasive
Economical
Audience oriented
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 5
Analyzing Your Purpose
and Channel
Identify your purpose.
Why are you writing?
What do you hope to achieve?
E-mail Telephone
Fax Voice mail
Letter Meeting
Memo Conversation
Report Web site
Primary Audience
Who is the primary reader?
What are my personal and professional
relationships with that person?
What does the person know about the
subject?
What kind of response should I expect?
Secondary Audience
Who else might see or hear this
message?
Are they different from the primary
audience?
How must I reshape the message for
the secondary audience?
Create
Createaa
Message
MessageThat
That
Suits
SuitsYour
Your
Audience
Audience
Audience
Create
Createaa
Message
MessageThat
That
Suits
SuitsYour
Your
Audience
Audience
Cultivate
Cultivate
AAYou
You
View
View
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 13
Develop a You View
Create
Createaa
Message
MessageThat
That
Suits
SuitsYour
Your
Audience
Audience Cultivate
Cultivate
Sound
Sound AAYou
You
Conversational
Conversational View
View
Create
Createaa
Employ
Employ Cultivate
Cultivate
Message
MessageThat
That
Positive
Positive AAYou
You
Suits
SuitsYour
Your
Language
Language View
View
Audience
Audience
Sound
Sound
Conversational
Conversational
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 18
Positive Language
staff. Check
Per your request, we are As you requested, we
sending under separate are sending your May
cover your May invoice. invoice separately.
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 27
Spotlight
Spotlight
Audience
Audience
Benefits
Benefits
Use
Use Cultivate
Cultivate
Inclusive
Inclusive AAYou
You
Create
Createaa
Language
Language View
View
Message
MessageThat
That
Suits
SuitsYour
Your
Audience
Audience
Employ
Employ Sound
Sound
Positive
Positive Conversational
Conversational
Language
Language
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 28
Inclusive Language
Use
Use Use
UsePositive
Positive
Inclusive
Inclusive Language
Language
Language
Language
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 31
Plain Language
Draw
Drawonon Create
Createaa
Familiar
Familiar Message
MessageThat
That
Words
Words Suits
SuitsYour
Your Sound
Sound
Audience
Audience Conversational
Conversational
Adopt
Adopt
Plain
Plain
Language
Language Use
Use Use
Inclusive UsePositive
Positive
Inclusive Language
Language
Language
Language
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e Chapter 2,
1, Slide 34
Courteous Language
Avoid sounding demanding, preachy, or rude.
Instead of this: Try this:
You must complete this Will you please complete
research by June 1. this research by June 1.
contract.
Quick
difficulty in terminating the ending the contract.
OR: It may be difficult
Check
to end the contract.
As stipulated, we As required, we
extrapolated the budget projected the budget
figures for two years. figures for two years.