© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 1

Writing Writing Business Business MessagesMessages

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 2

Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 3

Organizing the MessageOrganizing the Message

• Writer benefits

– Save time

– Facilitate feedback

– Manage the project

• Audience benefits

– Promote understanding

– Boost acceptance

– Save time

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 4

Defining the Main IdeaDefining the Main Idea

• General purpose

• Specific purpose

• Basic topic

• Main idea

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 5

Limiting the ScopeLimiting the Scope

• Main idea

– Space

– Time

– Length

– Detail

–Major points

– Evidence

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 6

Outlining Your PointsOutlining Your Points

• Use numbers

• Indent points to show status

• Divide topics into at least two parts

• Use one category per subdivision

• Make each group separate and

distinct

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 7

Common Outline FormCommon Outline Form

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

1.0 First Major Part

1.1 First subpoint

1.2 Second subpoint

1.2.1Evidence

1.2.2Evidence

1.2.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

AlphanumericAlphanumeric DecimalDecimal

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 8

Sequencing the MessageSequencing the Message

• Direct approach

– Deductive

• Indirect approach

– Inductive

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 9

Composing Composing Business MessagesBusiness Messages

• Controlling style and tone

• Writing effective sentences

• Writing coherent paragraphs

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 10

Control Style and ToneControl Style and Tone

• Avoid obsolete language

• Avoid intimacy

• Avoid humor

• Avoid preaching or bragging

• Write in plain English

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 11

Balance Your Writing Balance Your Writing StyleStyle

• Abstract words

– Intellectual

– Academic

– Philosophical

– Conceptual

• Concrete words– Direct– Material– Exact– Tangible

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 12

Finding Words Finding Words that Communicatethat Communicate

• Choose strong words

• Prefer familiar words

• Avoid clichés

• Minimize jargon

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 13

Writing Effective Writing Effective SentencesSentences

• Types of sentences

– Simple

– Compound

– Complex

– Compound-complex

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 14

Effective Sentence StyleEffective Sentence Style

• Stress key relationships

• Emphasize important ideas

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 15

The Active VoiceThe Active Voice

•There are problems with this contract.

•It is necessary that the report be finished by next week.

•This contract has problems.

•The report must be finished by next week.

Use Active Voice in General

Avoid Passive Voice in General

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 16

The Passive VoiceThe Passive Voice

•You lost the shipment.

•We have established criteria to evaluate capital expenditures.

•The shipment was lost.

•Criteria have been established to evaluate capital expenditures.

Sometimes Use Passive Voice

Sometimes Avoid Active Voice

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 17

Coherent ParagraphsCoherent Paragraphs

• Length and form

• Development

• Unity and coherence

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 18

Paragraph DevelopmentParagraph Development

• Illustration

• Comparison and contrast

• Cause and effect

• Classification

• Problem and solution

© Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 19

Frequently Used Frequently Used TransitionsTransitions

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