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Prentice Hall, 2004 Business Communication Essentials Chapter 4 - 1

WritingWriting

Business MessagesBusiness Messages

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Three

Three--Step Writing ProcessStep Writing Process

1

Planning

3

Completing

2

Writing

Analyze theSituation

Investigate theTopic

Adapt to theAudience

Organize theMessage

Compose th

eMessage

Revise theMessage

Produce theMessage

Proofread theMessage

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Organizing th

e MessageOrganizing th

e Message

Writer BenefitsWriter Benefits Audience BenefitsAudience Benefits

Save TimeSave Time

Facilitate FeedbackFacilitate Feedback

Manage the ProjectManage the Project

Promote UnderstandingPromote Understanding

Boost AcceptanceBoost Acceptance

Save TimeSave Time

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Defining the Main IdeaDefining the Main Idea

GeneralGeneral

PurposePurpose

SpecificSpecific

PurposePurpose

BasicBasic

TopicTopic

MainMain

IdeaIdea

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Limiting the ScopeLimiting the Scope

Main IdeaMain Idea

SpaceSpace

DetailDetailLengthLength

TimeTime

EvidenceEvidenceMajor PointsMajor Points

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Outlining Your PointsOutlining Your Points

Main IdeaMain Idea

Main IdeaMain Idea

Major Point AMajor Point A

Major Point AMajor Point A

EvidenceEvidence

EvidenceEvidence EvidenceEvidence

EvidenceEvidence

Major Point BMajor Point B

Major Point BMajor Point B

EvidenceEvidence


EvidenceEvidence

Major Point CMajor Point C

Major Point CMajor Point C

EvidenceEvidence


EvidenceEvidence

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Common Outline FormCommon Outline Form

First Major Part

First subpoint

Second subpoint

Evidence

Evidence

Third subpoint

Second Major Point

First subpoint

Second subpoint

1.0 First Major Part

1.1 First subpoint

1.2 Second subpoint

1.2.1 Evidence

1.2.2 Evidence

1.2.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

AlphanumericAlphanumeric DecimalDecimal

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Sequencing th

e MessageSequencing th

e Message

Direct Approach(Deductive)

Indirect Approach(Inductive)

Audience Reaction

Message Length

Message Type

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ComposingComposingBusiness MessagesBusiness Messages

The Right Style andToneThe Right Style andTone

Effective SentencesEffective Sentences

Coherent ParagraphsCoherent Paragraphs

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Control StyleControl Style

and Toneand Tone

Use a ConversationalUse a Conversational

Businesslike ToneBusinesslike Tone

Avoid ObsoleteAvoid Obsolete

LanguageLanguage

Avoid IntimacyAvoid Intimacy

Avoid HumorAvoid Humor

Avoid PreachingAvoid Preaching

or Braggingor Bragging

Use Plain EnglishUse Plain English

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Balance Your Writing StyleBalance Your Writing Style

Abstract Words Concrete Words

Intellectual

Academic

Ph

ilosoph

icalConceptual

Direct

Material

ExactTangible

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Choose WordsChoose WordsThat CommunicateThat Communicate

Use StrongUse Strong

WordsWords

AvoidAvoid

ClichsClichs

Use FamiliarUse Familiar

WordsWords

MinimizeMinimize

JargonJargon

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Writing EffectiveWriting EffectiveSentencesSentences

CompoundCompound

Compound-Complex

Compound-Complex

SimpleSimple

ComplexComplex

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EffectiveEffectiveSentence StyleSentence Style

EmphasizeEmphasize

Important IdeasImportant Ideas

Stress KeyStress Key

RelationshipsRelationships

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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

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The Passive VoiceThe Passive Voice

Y

ou 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

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Coherent ParagraphsCoherent Paragraphs

Length and Form

Development

Unity and Coherence

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ParagraphParagraph--DevelopmentDevelopment

TechniquesTechniques

Illustration

Comparison or Contrast

Cause and Effect

Classification

Problem and Solution

Use examples to demonstrate an idea

Use similarities and differences

Focus on the reasons for something

Categorize a general idea

Pose a problem, offer a solution

Technique Descr iption

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Frequently UsedTransitionsFrequently UsedTransitions

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

BCE04

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