1. Chapter 6 The Writing Process
Business Communication
Chapter 6
The Writing Process
Copyright South-Western Cengage Learning

2. Planning Messages Identify the objective Determine the main idea
To inform
To request
To record
To persuade
Determine the main idea
Choose supporting details
Adjust for the receiver
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Adjust the message for the receiver.
6.1 Planning and Organizing Messages

3. Organizing Messages Direct order Indirect order Direct-indirect order
6.1 Planning and Organizing Messages

4. Effective Messages Build goodwill Achieve their objectives
Have common traits
Courteous
Correct
Concise
Clear
Complete
6.2 Composing Messages

5. Courteous Messages Positive words Proper titles Bias-free words
Gender bias
Race and age bias
Disability bias
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Show respect for others by using their names and titles properly.
6.2 Composing Messages

6. Correct Messages Errors Omitted information The main idea
Supporting details
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Effective messages do not omit details or confuse the reader.
6.2 Composing Messages

7. Concise Messages Unnecessary elements Active voice Redundancies
Empty phrases
Active voice
6.2 Composing Messages

8. Clear Messages Clear words and sentences Contradictory information
6.2 Composing Messages

9. Complete Messages The five Ws Complete paragraphs Message structure
Who
What
Where
When
Why
Complete paragraphs
Message structure
6.2 Composing Messages

10. Stages in the Writing Process
Planning
Composing
Editing
Proofreading
Publishing
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Planning is an important part of the writing process.
6.3 Editing and Publishing Messages

11. Editing Messages
Editing: reviewing and revising (changing) a message to improve it
May require as much time as composing
Focus on the main ideas
Review for the 5 Cs
Review for effective transitions
6.3 Editing and Publishing Messages

12. Proofreading Messages
Proofreading: reviewing and correcting the final draft of a message
Focus on:
General content errors
Mechanical errors
Proofreading methods
6.3 Editing and Publishing Messages

13. Spelling and Grammar Checkers
Included in many word processing and other programs
Are useful but do not replace proofreading
6.3 Editing and Publishing Messages

14. 6.3 Editing and Publishing Messages

15. 6.3 Editing and Publishing Messages

16. Publishing Messages Appropriate methods Appearance counts Paper Format
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Sending a letter is a typical way to publish a formal business message.
6.3 Editing and Publishing Messages

17. Vocabulary bias clear message complete message concise message
contradictory
correct message
courteous message
editing
empathy
intranet
objective
project bid
proofreaders’ marks
proofreading
publish
redundancy
transition