Presentation on theme: "Writing Business Messages"— Presentation transcript:
1 Writing Business Messages Business communications
2 The BasicsWriting Business MessagesPlanningComposingRevising
3 Planning Identifying Your Purpose Why am I sending this message? InformRequest informationGive responsesConfirm decisionsProvide directionsTextbook: 35-43: Understand each step of planning
4 Planning: Objective What do you want to achieve? Inform Persuade Promote Goodwill
5 Planning: Choose a Channel BlogFace-to-face conversationFace-to-face group meetingFaxInstant message (chat)LetterMemoPhone callReport or proposalVoice mail messageVideoconferencewikiTextbook: page 36 chart
6 Planning: Analyze the Audience Primary AudienceWho is it?Relationship?Position?Knowledge?Expected Response?
7 Planning: Analyze the Audience Secondary AudienceWho else is it?Difference to primaryaudience?More backgroundinformation?Reshape message?
8 Composing Adapting to the Task and Audience Be careful of the tone Tone- how the receiver feels upon getting a messageProvide Audience BenefitsUse empathyUse “You” Language
10 Audience Benefits Sender Focus Audience Focus The human resources Department requires that the enclosed questionnaire be completed immediately so that we can allocate our training resource funds to employees.Our warranty becomes effective only when we receive an owner’s registration.We are proud to announce our new software virus checker that we think is the best on the market.
11 Audience Benefits Sender Focus Audience Focus The Human Resources Department requires that the enclosed questionnaire be completed immediately so that we can allocate funds to employees.By filling out the enclosed questionnaires, you can be one of the first employees to sign up for our training resource fund.Our warranty becomes effective only when we receive an owner’s registration.Your warranty begins working for you as soon as you return your owner’s registration.We are proud to announce our new software virus checker that we think is the best on the market.Now you can be sure that all your computers will be protected with our real-time virus scanning.
12 Audience Benefits “I/We” View “You” View I’m asking all employees to respond to the attached survey about working conditions.I have granted you permission to attend the communication seminar.We have shipped your order by UPS, and we are sure it will arrive in time for your sales promotion December 1.Because your ideas count, please complete the attached survey about working conditions.You may attend the seminar to improve your communication skills.Your order will be delivered by UPS in time for your sales promotion December 1.
13 Organizing the e-mail Subject line Must be informative Summarize central ideaAbbreviateMake your subject line talk (verb)Capitalize initial letter of principal wordsQuery: Request:
14 Organizing the e-mail Start with a greeting: Dear Mr. Thorne, Hi Carol,Thank you Sylvia,Janet,
15 Organizing the e-mail Opening with the main idea Front load Restate the purpose
16 Organizing the e-mail Explaining in the Body Cover only one area Keep the less than 100 wordsUse white spaceDouble space between paragraphsUse bullets if possibleListingGiving instructions
17 Closing Include cordial expressions Include your name All the bestWarm regardsBest wishesInclude your nameInclude a signature block5 or fewer lines
18 E-mail assignment Find a partner Select a proverb in Arabic Organize a 1-2 minute oral presentation for next weekYou must do the following:show the proverb in English on a PPT slideexplain the primary Emirati/Arab/Islamic cultural value it represents.
19 E-mail assignment E-mail due Wednesday, February 29 One member of your group (only 2 people per group maximum) needs to me the following:the names and ID numbers of the partnersthe English translation of your proverb.If more than one group selects the same proverb, the first group to me will be allow to present it and the others will be required to find another proverb.
20 E-mail assignment Include the following: To: firstname.lastname@example.org Cc: your partnerSubject line (proper capitalization)GreetingOpening lineBodyRemember to include audience benefitsClosingSignature blockCorrectly written s will earn you BOTH credit.
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