1. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 1 Writing Business Messages

2. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 2 The Three-Step Process WritingCompletingPlanning Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message

3. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 3 Adapt to the Audience Be sensitive to audience’s needs Build strong relationships Control style and tone

4. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 4 Audience Sensitivity Adopt a “you” attitude Demonstrate business etiquette Emphasize the positive Use bias-free language

5. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 5 The “You” Attitude Speaking and writing for an audience –Wishes –Interests –Hopes –Preferences

6. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 6 Business Etiquette Show respect Be courteous Use diplomacy

7. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 7 Emphasize the Positive Avoid negativity Stress benefits Use euphemisms

8. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 8 Use Bias-Free Language Age Gender Disability Race or ethnicity

9. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 9 Audience Relationships Establish your credibility Build the company’s image

10. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 10 Establish Your Credibility Honesty Awareness Endorsements Confidence Objectivity Credentials Performance Sincerity

11. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 11 Project Company’s Image Be a spokesperson Follow guidelines Observe colleagues

12. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 12 Controlling Style and Tone Use a conversational tone Write in plain English Select active or passive voice

13. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 13 Conversational Tone Avoid using obsolete language Avoid preaching or bragging Control emotions and intimacy Use humor or satire carefully

14. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 14 Writing in Plain English Straightforward Understandable Conversational

15. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 15 Using the Right Voice Active voice (subject-verb-object) –Direct –Concise –Vigorous Passive voice (subject-verb-object) –Indirect –Tactful –Reserved

16. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 16 Composing the Message Word choice Sentences Paragraphs

17. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 17 Choose Strong Words Correct Effective Abstract Concrete

18. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 18 Communicate Effectively Select powerful words Choose familiar words Avoid clichés Minimize jargon

19. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 19 Write Effective Sentences Choose the type of sentence Emphasize key thoughts

20. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 20 Craft Good Paragraphs Topic sentence Support sentences Transitional elements

21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 21 Paragraph Development Illustration Comparison and contrast Cause and effect Classification Problem and solution

22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 22 Using Technology Style sheets and templates Auto-completion or auto-correction File or mail merge Endnotes and footnotes Indexes and tables of contents Document wizards