1. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 1 Writing Business Messages

2. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 2 Three-Step Writing Process Planning Writing Completing

3. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 3 What Is Good Organization? Clarify the subject and purpose Exclude irrelevant material Include relevant material Group ideas and use logic

4. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 4 Why Is Organization Important? Promote understanding Increase acceptance Save time

5. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 5 Organizing the Message Define the main idea Limit the scope Group the support Establish the sequence

6. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 6 Defining the Main Idea General purpose Specific purpose Basic topic Main idea

7. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 7 Limiting the Scope Time and space Number of main points Depth of research Attitude of audience

8. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 8 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

9. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 9 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

10. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 10 Sequencing the Message Direct approach –Deductive Indirect approach –Inductive

11. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 11 Structuring the Message Main idea Support Evidence

12. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 12 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

13. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 13 Composing Business Messages Controlling style and tone Writing effective sentences Writing coherent paragraphs

14. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 14 Controlling Style and Tone Use a conversational tone Write in plain English Select active or passive voice

15. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 15 Choosing the Best Words Correct grammar Effectiveness –Function words and content words Denotation and connotation Abstraction and concreteness

16. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 16 Finding Words that Communicate Choose strong words Prefer familiar words Avoid clichés Use jargon carefully

17. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 17 Writing Effective Sentences Types of sentences –Simple –Compound –Complex –Compound-complex

18. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 18 Writing Coherent Paragraphs Paragraph elements –Topic sentence –Related sentences –Transitions

19. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 19 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

20. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 20 Paragraph Development Illustration Comparison and contrast Cause and effect Classification Problem and solution

21. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 21 Word Processing Software Numbered lists Footnotes and endnotes Index of terms Table of contents Numbered pages Dates and times Prewritten text

22. © Prentice Hall, 2003 Business Communication TodayChapter 5 - 22 Sending E-Mail Messages Getting organized –Stick to the point –Make it easy to read Composing messages –Use the subject line –Personalize messages