© Prentice Hall, 2007 Business Communication Essentials, 3eChapter 4 - 1 Writing Business Messages.

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© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Writing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter The Three-Step Process Planning Writing Completing

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Adapt to the Audience Be sensitive to audience’s needs Build strong relationships Control style and tone

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Audience Sensitivity Adopt a “you” attitude Demonstrate business etiquette Emphasize the positive Use bias-free language

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter The “You” Attitude 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.

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Business Etiquette Show respect Be courteous Use diplomacy

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Emphasize the Positive Instead of this: –Cheap merchandise –Fake –Used cars –High-calorie foods –Elderly person –Pimples and zits Use this: –Bargain prices –Imitation or faux –Resale cars –High-energy food –Senior citizen –Complexion problems

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Bias-Free Language Age Gender Disability Race or ethnicity

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Strong Audience Relationship Establish your credibility Build the company’s image

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Establish Your Credibility Honesty and objectivity Audience awareness Credentials, knowledge, expertise Endorsements Performance Confidence Sincerity Communication style

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Build the Company’s Image Support the company Ask for advice Observe experienced colleagues

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Controlling Style and Tone Use a conversational tone Write in plain English Select active or passive voice

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Conversational Tone Business messages –Avoid using pompous language –Avoid preaching or bragging –Control emotions and intimacy –Use humor carefully

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Writing in Plain English Straightforward Easy to understand Conversational

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using the Right Voice Active voice –Subject + verb + object Passive voice –Object + verb + subject

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Composing Business Messages Controlling style and tone Writing effective sentences Writing coherent paragraphs

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Control Style and Tone Use a conversational tone Avoid obsolete language Avoid intimacy Avoid humor Avoid preaching or bragging Write in plain English

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Select the Best Words Abstract words –Intellectual –Academic –Philosophical –Conceptual Concrete words –Direct –Material –Exact –Tangible

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Expressing Your Thoughts Select strong words Choose familiar words Avoid clichés Minimize jargon

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Create Effective Sentences Types of sentences –Simple –Compound –Complex –Compound-complex

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using the Right Voice Subject + Verb + Object Joe rented the car. Active Voice Object + Verb + Subject The car was rented by Joe. Passive Voice CharacteristicsCharacteristics Direct Concise Vigorous Indirect Tactful Reserved

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Paragraph Length and Form Topic sentence Support sentences Transitional elements

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Paragraph Development Illustration Comparison and contrast Cause and effect Classification Problem and solution

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Using Technology Style sheets and templates Auto-completion or auto-correction File or mail merge Endnotes and footnotes Indexes and tables of contents Wizards

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter Reviewing Key Points Reviewing the three-step process Adapting to your audience Composing your message Using technology wisely