1. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 1 Writing Business Messages

2. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 2 Three-Step Writing Process Planning Writing Completing

3. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 3 Organizing the Message Writer benefits –Save time –Facilitate feedback –Manage the project Audience benefits –Promote understanding –Boost acceptance –Save time

4. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 4 Defining the Main Idea General purpose Specific purpose Basic topic Main idea

5. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 5 Limiting the Scope Main idea –Space –Time –Length –Detail –Major points –Evidence

6. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 6 Outlining 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

7. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 7 Common 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 1.0First Major Part 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.2.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal

8. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 8 Sequencing the Message Direct approach –Deductive Indirect approach –Inductive

9. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 9 Composing Business Messages Controlling style and tone Writing effective sentences Writing coherent paragraphs

10. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 10 Control Style and Tone Avoid obsolete language Avoid intimacy Avoid humor Avoid preaching or bragging Write in plain English

11. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 11 Balance Your Writing Style Abstract words –Intellectual –Academic –Philosophical –Conceptual Concrete words –Direct –Material –Exact –Tangible

12. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 12 Finding Words that Communicate Choose strong words Prefer familiar words Avoid clichés Minimize jargon

13. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 13 Writing Effective Sentences Types of sentences –Simple –Compound –Complex –Compound-complex

14. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 14 Effective Sentence Style Stress key relationships Emphasize important ideas

15. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 15 The 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

16. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 16 The 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

17. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 17 Coherent Paragraphs Length and form Development Unity and coherence

18. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 18 Paragraph Development Illustration Comparison and contrast Cause and effect Classification Problem and solution

19. © Prentice Hall, 2004 Business Communication EssentialsChapter 4 - 19 Frequently Used Transitions 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