Business
Communication
Chapter 6
The Writing Process
Copyright 2010 South-Western Cengage Learning
Planning Messages
 Identify the objective
 To inform
 To request
 To record
 To persuade
 Determine the main idea
 Choose supporting details
 Adjust for the receiver
© Stockbyte / Getty Images
Adjust the message for the receiver.
6.1 Planning and Organizing Messages
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Organizing Messages
 Direct order
 Indirect order
 Direct-indirect order
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Providing Complete
Information
 Advertisements and Internet sites give product
information
 Information is not always accurate or complete
 Honest mistake or deception?
 Ethical or unethical behavior?
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Effective Messages
 Build goodwill
 Achieve their objectives
 Have common traits
 Courteous
 Correct
 Concise
 Clear
 Complete
6.2 Composing Messages
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Courteous Messages
 Positive words
 Proper titles
 Bias-free words
 Gender bias
 Race and age bias
 Disability bias
© Blend Images / Jupiter Images
Show respect for others by using their
names and titles properly.
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Correct Messages
 Errors
 Omitted information
 The main idea
 Supporting details
© Tetra Images / Getty Images
Effective messages do not omit
details or confuse the reader.
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Concise Messages
 Unnecessary elements
 Redundancies
 Empty phrases
 Active voice
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Clear Messages
 Clear words and sentences
 Contradictory information
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Complete Messages
 The five Ws
 Who
 What
 Where
 When
 Why
 Complete paragraphs
 Message structure
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OWL
 OWL: Purdue University’s Online Writing Lab
 Provides online resources for writers
 Questions
1. Why does this resource suggest that you use positive
wording in business letters?
2. What steps are suggested for softening the effects of
negative news?
school.cengage.com/bcomm/buscomm
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Stages in the Writing Process
 Planning
 Composing
 Editing
 Proofreading
 Publishing
© Photodisc / Getty Images
Planning is an important part of the
writing process.
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Editing Messages
 Editing: reviewing and revising (changing) a
message to improve it
 May require as much time as composing
 Focus on the main ideas
 Review for the 5 Cs
 Review for effective transitions
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Proofreading Messages
 Proofreading: reviewing and correcting the final
draft of a message
 Focus on:
 General content errors
 Mechanical errors
 Proofreading methods
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Spelling and Grammar Checkers
 Included in many word processing and other
programs
 Are useful but do not
replace proofreading
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6.3 Editing and Publishing Messages
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Reading Goals
 Reading goals: reasons for reading a message
 Different reading speeds and methods
 Subvocalization
 Reading aloud to identify errors
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Publishing Messages
 Appropriate methods
 Appearance counts
 Paper
 Format
© Orange Line Media / Shutterstock
Sending a letter is a typical way to publish a
formal business message.
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Vocabulary
bias
clear message
complete message
concise message
contradictory
correct message
courteous message
editing
empathy
intranet
objective
project bid
proofreaders’ marks
proofreading
publish
redundancy
transition
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