Writing for Business Audiences Chapter 2 Writing for Business Audiences

Improving Your Business Writing The best business writing is Audience oriented Purposeful Economical To improve your writing skills, you need An effective writing process Practice

The Writing Process Stage 1: Prewriting Analyzing Anticipating Adapting Stage 2: Writing Researching Organizing Composing Stage 3: Revising Revising Proofreading Evaluating

Factors Determining Channel Selection Importance of message Amount and speed of feedback required Necessity of a permanent record Cost of the channel Degree of formality required

Factors Determining Channel Selection Possible Channels: E-mail, fax, letter, memo, report, telephone, voice mail, meeting, conversation, Web What channel is best to announce decreased benefits coverage for 250 employees? E-mail or memo What channel is best for a sales message promoting a new product to customers? Letter What channel is best for responding to similar customer inquiries? Web, letter, telephone

Reader Benefits Shape your statements to involve the reader. Strive to develop the “you” view. Instead of this: We are promoting a new plan that we believe has many outstanding benefits. Try this: You will enjoy total peace of mind with our affordable holiday get away plan that meets all your needs.

Reader Benefits Shape your statements to involve the reader. Strive to develop the “you” view. Instead of this: Before we can allow you to purchase items on this new account, we must wait two weeks to verify your credit. Try this: You may begin making purchases on your new account in two weeks.

Reader Benefits Shape your statements to involve the reader. Strive to develop the “you” view. Instead of this: I need your response immediately so that I can make the employee vacation schedule by next week. Try this: Your quick response means your vacation schedules will be ready next week.

Conversational Language Instead of this: The undersigned takes pleasure in . . . . It may be of some concern to you to learn that your cheque has been received and your account has been credited for $250. Try this: I’m happy to . . . . We’ve credited your account for $250.

Positive Language Instead of this: Employees may not use the First Street entrance during remodeling. We cannot fill your order until we receive an exact model number. Try this: Employees may use the Market Street entrance during remodeling. We can fill your order once we receive an exact model number.

Hidden Messages Negative Language: Hidden message: Some words and phrases convey a negative and unpleasant tone. Negative Language: You overlooked You state that You failed to You claim that You are wrong You do not understand Your delay You forgot to Hidden message: You are careless But I don’t believe you It’s probably untrue I am right You are not very bright You are at fault You are inefficient and careless

Inclusive Language Instead of this: Try this: Have you called a salesman? Every executive has his own office. Try this: Have you called a salesperson? All executives have their own offices.

Try Your Skill Revise these sentences to create a more conversational tone and to state your idea positively. The undersigned takes great pleasure in welcoming you to our staff. I’m happy to welcome you to our staff. We cannot send your order from our warehouse until June 1. Your order will be on its way to you June 1. I have 15 different financial plans to offer my investors. You have 15 different financial plans from which to choose.

Plain Language Avoid inflated language. Each person to whom the request is herein addressed is henceforth solicited to submit, or to have his or her department representative submit, to the undersigned officer, a comment on whether the proposed plan, in his or her considered view, meets the requirements of the bill recently tabled in Parliament. Simple Translation: You may wish to comment on whether the proposed plan meets the requirements of the new bill.

Familiar Words Use short, simple, and common words whenever possible. Avoid long, difficult, and unfamiliar words. Less familiar words: encounter extrapolate obligatory terminate Simple alternatives: meet project required end

Try Your Skill Revise these sentences using simpler language: You may encounter difficulties in terminating the contract. You may meet difficulties in ending the contract. As stipulated, we extrapolated the budget figures for two years. As required, we projected the budget figures for two years. Will you utilize workbooks during the obligatory training period? Will you use workbooks during the required training period?

Seven Ways Technology Can Improve Your Business Writing Fighting writer’s block Collecting information electronically Outlining and organizing ideas Improving correctness and precision Adding graphics for emphasis Designing and producing professional-looking documents, presentations, and Web pages Using collaborative software for team writing