© Prentice Hall, 2003 Business Communication TodayChapter Writing Business Messages

© Prentice Hall, 2003 Business Communication TodayChapter Three-Step Writing Process Planning Writing Completing

© Prentice Hall, 2003 Business Communication TodayChapter What Is Good Organization? Clarify the subject and purpose Exclude irrelevant material Include relevant material Group ideas and use logic

© Prentice Hall, 2003 Business Communication TodayChapter Why Is Organization Important? Promote understanding Increase acceptance Save time

© Prentice Hall, 2003 Business Communication TodayChapter Organizing the Message Define the main idea Limit the scope Group the support Establish the sequence

© Prentice Hall, 2003 Business Communication TodayChapter Defining the Main Idea General purpose Specific purpose Basic topic Main idea

© Prentice Hall, 2003 Business Communication TodayChapter Limiting the Scope Time and space Number of main points Depth of research Attitude of audience

© Prentice Hall, 2003 Business Communication TodayChapter Constructing an Outline I.First Major Part A.First subpoint B.Second subpoint 1.Evidence 2.Evidence C.Third subpoint II.Second Major Point A.First subpoint B.Second subpoint 1.0First Major Part 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.2.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal

© Prentice Hall, 2003 Business Communication TodayChapter Using an Organization Chart The Main Idea I. Major PointII. Major PointIII. Major Point A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence

© Prentice Hall, 2003 Business Communication TodayChapter Sequencing the Message Direct approach –Deductive Indirect approach –Inductive

© Prentice Hall, 2003 Business Communication TodayChapter Structuring the Message Main idea Support Evidence

© Prentice Hall, 2003 Business Communication TodayChapter Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Persuasive Uninterested or Unwilling Indirect Bad News DispleasedIndirect Three Types of Messages

© Prentice Hall, 2003 Business Communication TodayChapter Composing Business Messages Controlling style and tone Writing effective sentences Writing coherent paragraphs

© Prentice Hall, 2003 Business Communication TodayChapter Controlling Style and Tone Use a conversational tone Write in plain English Select active or passive voice

© Prentice Hall, 2003 Business Communication TodayChapter Choosing the Best Words Correct grammar Effectiveness –Function words and content words Denotation and connotation Abstraction and concreteness

© Prentice Hall, 2003 Business Communication TodayChapter Finding Words that Communicate Choose strong words Prefer familiar words Avoid clichés Use jargon carefully

© Prentice Hall, 2003 Business Communication TodayChapter Writing Effective Sentences Types of sentences –Simple –Compound –Complex –Compound-complex

© Prentice Hall, 2003 Business Communication TodayChapter Writing Coherent Paragraphs Paragraph elements –Topic sentence –Related sentences –Transitions

© Prentice Hall, 2003 Business Communication TodayChapter 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

© Prentice Hall, 2003 Business Communication TodayChapter Paragraph Development Illustration Comparison and contrast Cause and effect Classification Problem and solution

© Prentice Hall, 2003 Business Communication TodayChapter Word Processing Software Numbered lists Footnotes and endnotes Index of terms Table of contents Numbered pages Dates and times Prewritten text

© Prentice Hall, 2003 Business Communication TodayChapter Sending Messages Getting organized –Stick to the point –Make it easy to read Composing messages –Use the subject line –Personalize messages