1. Communications for Business
Lecture 3:
Writing Business Messages II
NCC Education - Title Master

2. Learning Objectives Use the three-step writing process
Review the content for readability
Edit and proofread the content for clarity and readability
Use good practice in production

3. Introduction
In the last lecture we looked at preparing for business messages
In this lecture we will consider drafting, editing and sending the message …

4. The Three-Step Writing Process
Plan
Write
Complete
Analyse the situation
Adapt to your audience
Revise the message
Gather information
Establish your credibility
Produce the message
Select the right medium
Control your style
Proofread the message
Organise the information
Compose the message
Distribute the message

5. Revising the Message Evaluating your content, style and tone
Reviewing for readability
Editing for clarity and conciseness
Using technology to revise your message

6. Evaluating Your Content, Style and Tone – 1
Is the information accurate?
Is the information relevant to your audience?
Is there enough information to satisfy your readers’ needs?
Is there a balance between general and specific?

7. Evaluating Your Content, Style and Tone – 2
Are all the points in a logical order?
Are the most important ideas in prominent positions?
Are any points repeated unnecessarily?
Are details grouped together logically?

8. Reviewing for Readability – 1
Vary sentence length
Use a mix of sentences, from 15 words to more than 25 words
Too many short sentences can make writing choppy

9. Reviewing for Readability – 2
Keep paragraphs short
Short paragraphs of 100 words or fewer are easier to read
Help the audience to read more carefully

10. Using Lists and Bullet Points
Can help to clarify and emphasise
Bullet points are usually preferred to numbers
Should have a blank line before and after the list
A list can be preceded by an introductory sentence followed by a colon

11. Editing for Clarity Break up overly long sentences
Delete unnecessary words and phrases
Shorten long words and phrases
Eliminate redundancies – where different words say the same thing

12. Using Technology to Revise the Message
Cut and paste
Search and replace
Commenting
Spell checker
Thesaurus

13. Designing for Readability
An effective design requires:
Consistency – margins, typeface
Balance
Restraint and simplicity
Detail
Use of ‘white space’

14. Use of Typefaces Times Roman Bookman Old Style Courier Rockwell Arial
Serif Typefaces
(best for text)
Sans Serif Typefaces
(best for headlines)
Speciality Typefaces
(decorative purposes only)
Times Roman
Bookman Old Style
Courier
Rockwell
Arial
Eras Bold
Gill Sans
Verdana
Franklin Gothic
Blackadder ITC
Script MT Bold
Bodoni MT Condense
Castellar
Forte

15. Formatting Formal Letters
Elements of a letter:
Pre-printed letterhead stationery
Date
Address of person receiving the letter
Salutation
Complimentary close
Signature block

16. Class Activity Work in groups of about 5
Why is it important to review a business message before it is sent?
10 minutes
Feedback to the class
5 minutes

17. A Typical Business Letter

18. Proofreading the Message
Look for writing errors
Look for missing elements
Look for design and formatting mistakes
Make multiple passes
Double-check high priority items
Take your time…

19. Distributing the Message
Consider:
Cost
Convenience
Time
Security and privacy

20. Creating Effective Email Messages
Key stages are no different to other messages…
Planning
Writing
Completing

21. Email Etiquette Tip Importance
Remember messages can be forwarded anywhere
Can damage your career if wrong person receives it
Adjust the level of formality to the audience
Can appear to be disrespectful
Pay attention to grammar and spelling
Can make you look unprofessional
Make it clear when action is required
Your message may be ignored
Do not type in all caps
INTERPRETED AS SHOUTING

22. Write Effective Subject Lines
Ineffective
June Sales Results
Status Report
Holidays
Effective
Great Sales in June!
Project Behind Schedule
Extra Leave Agreed!
Need to grab the recipient’s attention

23. Keep Emotions Under Control
Avoid ‘flaming’ (insulting, insensitive or critical message)
Can damage reputation and relationships
Remember – the message can be forwarded and stored…forever

24. Completing the Email Message
Adopt a clean and easy-to-read font
Include a ‘signature’
Include all required addressees
Don’t “cc” or “bcc” anyone who does not really need to see the message
Don’t set message priority as high or urgent unless it truly is

25. Class Activity Work in groups of about 5
Why is it important to observe etiquette when writing and sending an ?
10 minutes
Feedback to the class
5 minutes

26. Conclusions
Having written a business message it is important to review it for tone and style
Remember to edit it for clarity; take account of good design guidelines for readability and proofread prior to distribution
The same principles apply to the creation of messages

27. References
Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN:
Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN:
Price & Maier “Effective Study Skills: Essential Skills for Academic and Career Success”, Prentice Hall, ISBN:
Cameron “The Business Students Handbook: Skills for Study and Employment”, 5th Edition, FT Prentice Hall, ISBN:

28. Lecture 3 – Writing Business Messages II
Any Questions?
NCC Education - End Slide Master