1. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 1 Writing Business Messages

2. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 2 Three-Step Writing Process Planning Writing Completing

3. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 3 Organizing the Message Writer benefits –Save time –Facilitate feedback –Manage the project Audience benefits –Promote understanding –Boost acceptance –Save time

4. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 4 Defining the Main Idea General purpose Specific purpose Basic topic Main idea

5. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 5 Limiting the Scope Main idea –Space –Time –Length –Detail –Major points –Evidence

6. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 6 Outlining Your Points Use numbers or letters Indent points to show status Divide topics into at least two parts Make each group separate and distinct

7. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 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. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 8 Sequencing the Message Direct approach (deductive) –Main idea –Evidence Indirect approach (inductive) –Evidence –Main idea

9. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 9 Composing Business Messages Controlling style and tone Writing effective sentences Writing coherent paragraphs

10. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 10 Control Style and Tone Avoid obsolete language Avoid false familiarity Avoid humour Write in plain English

11. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 11 Balance Your Writing Style Abstract words –Broad –Intellectual –Academic –Philosophical –Conceptual Concrete words –Clear –Direct –Material –Exact –Tangible

12. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 12 Finding Words that Communicate Choose strong words Prefer familiar words Avoid clichés Avoid jargon

13. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 13 Writing Effective Sentences Types of sentences –Simple –Compound –Complex –Compound-complex

14. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 14 Effective Sentence Style Use all sentence types Stress key relationships Emphasize important ideas –Spacing –Placement –Sentence type

15. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 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. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 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. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 17 Coherent Paragraphs Adapt length and form Use development techniques Achieve unity and coherence

18. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 4 - 18 Transitions Use connecting words Repeat key terms Use pronouns Use paired words

19. © Pearson Education Canada, 2005 Business Communication Essentials, Canadian Edition Chapter 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