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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 1
Writing Writing Business Business MessagesMessages
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 2
Three-Step Writing Three-Step Writing ProcessProcess
Step 1
Planning
Step 3
Completing
Step 2
Writing
Analyze
Investigate
Adapt
Organize
Select
Compose
Revise
Produce
Proofread
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 3
What Is What Is Good Organization?Good Organization?
Clarify SubjectClarify Subjectand Purposeand Purpose
Group IdeasGroup Ideasand Use Logicand Use Logic
Exclude Exclude Irrelevant MaterialIrrelevant Material
Include Include Relevant MaterialRelevant Material
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 4
Why IsOrganizationImportant?
Promotes Understanding
IncreasesAcceptance
Saves YourAudience Time
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 5
Organizing the MessageOrganizing the Message
Defining the Main IdeaDefining the Main IdeaDefining the Main IdeaDefining the Main Idea
Limiting the ScopeLimiting the ScopeLimiting the ScopeLimiting the Scope
Grouping the SupportGrouping the SupportGrouping the SupportGrouping the Support
Establishing the SequenceEstablishing the SequenceEstablishing the SequenceEstablishing the Sequence
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 6
Defining the Main IdeaDefining the Main Idea
General General PurposePurpose
Specific Specific PurposePurpose
BasicBasicTopicTopic
MainMainIdeaIdea
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 7
Depth ofDepth ofResearchResearch
AudienceAudienceAttitudeAttitude
Number ofNumber ofMain PointsMain Points
Time andTime andSpaceSpace
Limiting the ScopeLimiting the Scopeof the Messageof the Message
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 8
Constructing an OutlineConstructing an Outline
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
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 9
Using an Organization Using an Organization
ChartChartThe Main IdeaThe Main Idea
I. Major PointI. Major Point II. Major PointII. Major Point III. Major PointIII. Major Point
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 10
Sequencing the Sequencing the
MessageMessageDirect Approach
(Deductive)Direct Approach
(Deductive)Indirect Approach
(Inductive)Indirect Approach
(Inductive)
Audience ReactionAudience Reaction
Message LengthMessage Length
Message TypeMessage Type
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 11
Structuring the Structuring the MessageMessage
Main Main IdeaIdea
Evidence
Support
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 12
Message Type
AudienceReaction
Type ofApproach
Routine, Good-News
or Good Will
Pleased Or Neutral
Direct
PersuasiveUninterestedor Unwilling
Indirect
Bad News Displeased Indirect
Three Types of MessagesThree Types of Messages
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 13
ComposingComposingBusiness MessagesBusiness Messages
The Right Style and ToneThe Right Style and Tone
Effective SentencesEffective Sentences
Coherent ParagraphsCoherent Paragraphs
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 14
ControllingControllingStyle And ToneStyle And Tone
Sentence StructureSentence Structureand Vocabularyand Vocabulary
ConversationalConversationalToneTone
PlainPlainEnglishEnglish
Active andActive andPassive VoicePassive Voice
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 15
Choosing the Best WordsChoosing the Best WordsChoosing the Best WordsChoosing the Best Words
Content WordsFunction Words
UnchangingMeaning
MechanicalUsage
Denotations
ConcreteWords
Connotations
AbstractWords
Correct Grammarand Word Use
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 16
Finding WordsFinding WordsThat CommunicateThat Communicate
Use StrongUse StrongWordsWords
Use StrongUse StrongWordsWords
AvoidAvoidClichésClichésAvoidAvoid
ClichésClichés
Use FamiliarUse FamiliarWordsWords
Use FamiliarUse FamiliarWordsWords
MinimizeMinimizeJargonJargon
MinimizeMinimizeJargonJargon
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 17
Writing EffectiveWriting EffectiveSentencesSentences
Compound Compound
Compound-Complex
Compound-Complex
SimpleSimple
ComplexComplex
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 18
Writing Coherent Writing Coherent
ParagraphsParagraphs
Topic Sentences
Related Sentences
Transitions
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 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
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 20
Paragraph-Development Paragraph-Development
MethodsMethods
•Illustration
•Comparison or Contrast
•Cause and Effect
•Classification
•Problem and Solution
•Give examples to illustrate an idea
•Use similarities and differences
•Focus on reasons for something
•Categorize a general idea
•Pose a problem, offer a solution
Technique Description
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 21
Word Processing Word Processing SoftwareSoftware
Numbered Lists
Footnotes and Endnotes
Indexes of Terms
Tables of Contents
Numbered Pages
Dates and Times
Prewritten Text
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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 22
Sending E-MailMessages Getting
Organized
ComposingMessages
Stick tothe Point
Make itEasy to Read
Use theSubject Line
PersonalizeThe Message