Writing Business Messages

1. Writing Business Messages Excellence in Business Communication, 8e

2. The Three-Step Process • Planning • Writing • Completing Excellence in Business Communication, 8e

3. Adapting to the Audience • Sensitivity • Relationships • Style and tone Excellence in Business Communication, 8e

4. Audience Sensitivity • Adopt a “you” attitude • Demonstrate business etiquette • Emphasize the positive • Use bias-free language Excellence in Business Communication, 8e

5. Using the “You” Attitude • Focus on your audience • Practice genuine empathy • Be sensitive to situations • Keep criticism professional Excellence in Business Communication, 8e

6. Business Etiquette • Practice courtesy • Be diplomatic • Respond promptly Excellence in Business Communication, 8e

7. Emphasize the Positive • 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, 8e

8. Emphasize the Positive • Instead of this: You should never use that type of paper in the copier. • Use this: That type of paper doesn’t work very well in the copier. Excellence in Business Communication, 8e

9. Instead of this: Cheap merchandise Used cars High-calorie foods Elderly person Pimples and zits Use this: Bargain prices Resale cars High-energy food Senior citizen Complexion problems Use Positive Language Excellence in Business Communication, 8e

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

11. Build Audience Relationships • Establish your credibility • Promote your company’s image Excellence in Business Communication, 8e

12. Establish Your Credibility • Honesty and objectivity • Awareness of audience needs • Credentials, knowledge, expertise • Endorsements • Confidence and performance • Communication style • Sincerity Excellence in Business Communication, 8e

13. Build Company Image • Be a spokesperson • Make a positive impression • Observe your colleagues • Follow company guidelines • Promote the company’s interests Excellence in Business Communication, 8e

14. Controlling Style and Tone • Use a conversational tone • Write in plain English • Select active or passive voice Excellence in Business Communication, 8e

15. Use a Conversational Tone • Business messages • Avoid obsolete or pompous language • Avoid preaching or bragging • Be careful with intimacy • Use humor carefully Excellence in Business Communication, 8e

16. Write in Plain English • Straightforward • Easy to understand • Conversational Excellence in Business Communication, 8e

17. Using the Right Voice • Active voice • Subject + verb + object • Passive voice • Object + verb + subject Excellence in Business Communication, 8e

18. Composing the Message • Choosing strong words • Writing effective sentences • Crafting coherent paragraphs Excellence in Business Communication, 8e

19. Function and Content Words • Correctness • Suitability • Denotation and connotation • Abstraction and concreteness Excellence in Business Communication, 8e

20. Finding Words that Communicate Well • Select powerful words • Choose familiar words • Avoid clichés and buzzwords • Use jargon carefully Excellence in Business Communication, 8e

21. Simple A simple sentence has one independent clause. Compound A compound sentence has two independent clauses. Complex A complex sentence has one independent clause and one dependent clause. Compound-Complex A compound-complex sentence has two independent clauses and at least one dependent clause. Effective Sentences Excellence in Business Communication, 8e

22. Coherent Paragraphs • Paragraph elements • Topic sentence • Support sentences • Transitional elements Excellence in Business Communication, 8e

23. Paragraph Development • Illustration • Comparison and contrast • Cause and effect • Classification • Problem and solution Excellence in Business Communication, 8e

24. Using Technology • Style sheets and templates • Autocompletion and autocorrection • File merge and mail merge • Endnotes, footnotes, indexes and tables of contents • Document wizards Excellence in Business Communication, 8e