Writing Business
Messages
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 1
Three-Step Writing Process
Step 1
Planning
Step 2
Writing
Analyze
Organize
Revise
Investigate
Select
Produce
Adapt
Compose
Proofread
© Prentice Hall, 2003
Business Communication Today
Step 3
Completing
Chapter 5 - 2
What Is
Good Organization?
Clarify Subject
and Purpose
Exclude
Irrelevant Material
Group Ideas
and Use Logic
Include
Relevant Material
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 3
Why Is
Organization
Important?
Promotes
Understanding
Increases
Acceptance
Saves Your
Audience Time
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Business Communication Today
Chapter 5 - 4
Organizing the Message
Defining the Main Idea
Limiting the Scope
Grouping the Support
Establishing the Sequence
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Business Communication Today
Chapter 5 - 5
Defining the Main Idea
General
Purpose
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Specific
Purpose
Basic
Topic
Business Communication Today
Main
Idea
Chapter 5 - 6
Limiting the Scope
of the Message
Time and
Space
Number of
Main Points
Audience
Attitude
Depth of
Research
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 7
Constructing an Outline
Alphanumeric
I.
First Major Part
1.0 First Major Part
A.
First subpoint
1.1
First subpoint
B.
Second subpoint
1.2
Second subpoint
C.
II.
Decimal
1.
Evidence
1.2.1
Evidence
2.
Evidence
1.2.2
Evidence
Third subpoint
1.2.3 Third subpoint
Second Major Point
2.0 Second Major Point
A.
First subpoint
2.1
First subpoint
B.
Second subpoint
2.2
Second subpoint
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 8
Using an Organization Chart
The Main Idea
I. Major Point
II. Major Point
III. Major Point
A. Evidence
A. Evidence
A. Evidence
B. Evidence
B. Evidence
B. Evidence
C. Evidence
C. Evidence
C. Evidence
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 9
Sequencing the Message
Direct Approach
Indirect Approach
(Deductive)
(Inductive)
Audience Reaction
Message Length
Message Type
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Business Communication Today
Chapter 5 - 10
Structuring the Message
Main
Idea
Evidence
Support
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Business Communication Today
Chapter 5 - 11
Three Types of Messages
Message
Type
Audience
Reaction
Type of
Approach
Routine, Good-News
Direct
or Good Will
Pleased
Or Neutral
Bad News
Displeased
Indirect
Persuasive
Uninterested
or Unwilling
Indirect
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 12
Composing
Business Messages
The Right Style and Tone
Effective Sentences
Coherent Paragraphs
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Business Communication Today
Chapter 5 - 13
Conversational
Tone
Controlling
Style And Tone
Plain
English
Active and
Passive Voice
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Sentence Structure
and Vocabulary
Business Communication Today
Chapter 5 - 14
Choosing the Best Words
Correct Grammar
and Word Use
Function Words
Unchanging
Meaning
Content Words
Concrete
Words
Mechanical
Usage
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Connotations
Denotations
Business Communication Today
Abstract
Words
Chapter 5 - 15
Finding Words
That Communicate
Use Strong
Words
Use Familiar
Words
Avoid
Clichés
Minimize
Jargon
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 16
Writing Effective
Sentences
Simple
Compound
Complex
CompoundComplex
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Business Communication Today
Chapter 5 - 17
Writing Coherent Paragraphs
Topic Sentences
Related Sentences
Transitions
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Business Communication Today
Chapter 5 - 18
Frequently Used Transitions
Additional Detail •Moreover, furthermore, in addition
Causal Relationship •Therefore, because, since, thus
Comparison •Similarly, likewise, still, in comparison
Contrast •Whereas, conversely, yet, however
Illustration •For example, in particular, in this case
Time Sequence •Formerly, after, meanwhile, sometimes
Summary •In brief, in short, to sum up
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 19
Paragraph-Development
Methods
Technique
Description
•Illustration
•Give examples to illustrate an idea
•Comparison or Contrast
•Use similarities and differences
•Cause and Effect
•Focus on reasons for something
•Classification
•Categorize a general idea
•Problem and Solution
•Pose a problem, offer a solution
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 20
Word Processing Software
Numbered Lists
Footnotes and Endnotes
Indexes of Terms
Tables of Contents
Numbered Pages
Dates and Times
Prewritten Text
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 21
Sending E-Mail
Messages
Stick to
the Point
Getting
Organized
Make it
Easy to Read
Use the
Subject Line
Composing
Messages
Personalize
The Message
© Prentice Hall, 2003
Business Communication Today
Chapter 5 - 22