1. Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

2. 5-2 Overview The Writing Process The Importance of Readable Formatting The Main Types of Business Messages – Letters – Memorandums – Email – Text messaging – Instant messaging – Social networking

3. 5-3 The Writing Process

4. 5-4 The Writing Process Planning the Message – Determining goals – Analyzing the audience – Gathering and collecting information – Analyzing and organizing the information – Choosing a form, channel, and format

5. 5-5 The Writing Process Drafting the Message – Avoid perfectionism. – Keep going. – Use your own favorite strategies.

6. 5-6 The Process of Writing Revising – Revising – Editing – Proofreading

7. 5-7 The Importance of Readable Formatting Avoid an intimidating document. Use formatting devices to enhance readability and comprehension: – White space – Headings – Typographical emphasis (e.g., bold, italics) – Bulleted lists – Diagrams and pictures

8. 5-8 Main Types of Business Messages LettersMemosEmails Text & Instant Messages Online Social Networks

9. 5-9 Letters The most traditional type of business message – Format (Appendix B) – Formality – Audience

10. 5-10 Memorandums Memorandums (Memos) – Format Date To From Subject – Formality – Audience A traditional genre being replaced by email

11. 5-11 Emails Email – Advantages of Email Eliminates telephone tag Saves time Speeds up decision making Is cost effective Provides a written record – Disadvantages of Email Not confidential May not communicate writer’s emotional intent May be ignored

12. 5-12 Email Structure Subject line – Is short (5 – 7 words) – Captures the main point – Is capitalized as you would a book or article title Beginning – Name of the recipient – Generic greeting – Formal salutation – Purpose

13. 5-13 Email Structure General organization – Important information first – Additional information in descending order of importance Other options – Direct approach (Ch. 6) – Indirect approach (Ch. 7) – Business report format and structure

14. 5-14 Email Structure Informal Writing – Retains some casual qualities (personal pronouns, contractions). – Is conversational. Example: “I’ve read your excellent proposal. I predict the administrators will approve it.”

15. 5-15 Email Structure Formal Writing – Maintains distance between writer and reader. – Avoids personal references and contractions. Example: “The proposal is excellent. The executives are likely to approve it.”

16. 5-16 Email Structure Conciseness – Keep sentences and paragraphs short – Use words economically – Paraphrase previous messages concisely – Quote selectively Clarity – Practice clear writing techniques (Ch. 2 – 4) – Use concrete, vigorous, precise language

17. 5-17 Email Structure Etiquette – Be courteous and fair. – Build goodwill with every email. – Never write when angry. – Avoid “flaming.” Correctness – Use the spell checker. – Use standard business English. – Remember: Correctness affects professional image.

18. 5-18 Email Structure The closing – Informal The writer’s name No name – More formal “Thanks,” “Regards” – Formal “Sincerely” Signature block

19. 5-19 Email Structure Emphasis devices – Italics – Bold type – Color – Asterisks – Dashes – Solid caps Initialisms – BTW – FYI – FAQ – TTFN – TIA – LOL

20. 5-20 Text & Instant Messaging Used for promotions, brand awareness, customer relations Typically limited to 150 characters Tips – Cover all critical information. – Keep it short. – Strive for clarity. – Maintain a conversational tone. – Adapt messages to the audience. – Keep language and content professional.

21. 5-21 Social Networking Examples – Facebook, MySpace – Twitter, LinkedIn – Personal and corporate blogs

22. 5-22 Social Networking Uses – External communication with customers or clients – Publicity or product promotion – Internal communication – Evaluate potential employees Reminder: Nothing on these sites is confidential. Your employer (or a potential employer) may view them.