Writing Business Messages PDF

WRITING
BUSINESS
MESSAGES
BUSINESS COMMUNICATION
Adapting To Your Compose Your
Audience Message
ADAPT TO YOUR Using the "You" Attitude
AUDIENCE Maintaining Standards of Etiquette
Using Bias-Free Language
To adapt your message to your audience,

Establishing Your Credibility
try to be sensitive to your audience's
Projecting the Company's Image

needs, build a strong relationship with
your audience, and control your style to Using a Conversational Tone
maintain a professional tone

Using Plain English
Selecting Active of Passive Voice

1 USING THE YOU
ATTITUDE
> Try to see a subject > Use "you" instead of "I",

through your audience's "me", "mine"
eyes
> Speaking and writing in

terms of your audience's
wishes, interests, hopes
and preferences
MAINTAINING
2 STANDARDS OF
ETIQUETTE
> Demonstrate etiquettes

in your messages to earn
their respect
> Control your emotions

and communicate calmly
and politely
3 EMPHASIZING THE
POSITIVE
>If you're facing a > Show your audience
negative situation, look how they will benefit
for ways to soften the from complying with your
blow or to emphasize message
positive aspects of a
situation > Avoid words with
negative connotations,
> When you are offering use meaningful
criticism, focus on what euphemism instead
the person can do or
improve
4 ESTABLISHING
YOUR CREDIBILITY
> Honesty > Endorsements
> Objectivity > Performance
> Awareness of Audience > Communication Style

Needs
> Credentials, Knowledge

and Expertise
5 ESTABLISHING
YOUR CREDIBILITY
> When you communicate

with outsiders, the
impression you make can
enhance or damage the
whole company
6 USING A
CONVERSATIONAL
TONE
> Avoid obsolete and > Be careful with

pompous language intimacy
> Avoid preaching and > Be careful with humor

bragging
7 USING PLAIN
ENGLISH
> Simple, unadorned

style
> The audience can easily

grasp our meaning
without struggling
> Close to the way

people normally speak
8 SELECTING ACTIVE
OR PASSIVE VOICE
> Active voice when the

subject performs the
action
> Passive voice when the

subject receives the
action
The most successfull messages have
COMPOSING YOUR three important elements : strong
words, effective sentences and
MESSAGES
coherent paragraphs
Using functional and content words correctly
Finding words that communicate
Choosing the types of sentences
Using sentence style to emphasize key thoughts
Make the element of the paragraph
Applying 5 ways to develop a paragraph
Following the guidelines
Arranging, Adapting, and Formattinge-mail messages

1. USING
FUNCTIONAL
> Functional words express
relationships and have only one AND
unchanging meaning in any given
context CONTENT
(include conjunctions, prepositions,
articles, and pronouns) WORDS
> Content words are multidimensional CORRECTLY
and subject to various interpretations.
(include nouns, verbs, adjectives and
adverbs)
2.
FINDING
WORDS
> Choose powerful words
THAT
> Choose familiar words
COMMUNI
> Avoid cliches
CATE
> Use jargon carefully
3.
CHOOSING
FROM FOUR
> Simple sentences
TYPES OF
> Compound sentences
SENTENCES
> Complex sentences
> Compound-complex sentences

4.USING
SENTENCE
STYLE TO
> In every messages, some ideas are
more important than the others
EMPHASIZE
> Emphasize these key ideas through
KEY
your sentences style
THOUGHTS
5.ELEMENT
> Topic sentence, the sentence that
introduces the topic OF THE
> Support sentence, the topic PARAGRAPH
sentence needs to be explained,
justified, or extended with one or
more support sentences.
> Transisitional elements, in addition

to being unified and well supported,
effective paragraphs should be
coherent. use connection words, echo
a word or phrase from a previous
paragraph, use a pronoun that refers
to a noun used previously, use the
word that are frequently paired
6.FIVE
> Illustration, giving examples that
demonstrate the general ideas WAYS TO
> Comparison or contrast, using DEVELOP A
similarities or differences to develop
the topic PARAGRAPH
> Cause and effect, focusing on
reasons for something
> Classification, showing how general

idea is broken into specific categories
> Problem and solution, presenting a

problem and then discussing solution
7.FOLLOWI
> Restrict e-mail usage to appropriate
content NG THE
> avoid sending personal messages at GUIDELINES
work
> respect the chain of command
> pay attention to e-mail hygiene

8.
> Make the email subject lines ARRANGING,
pbjective, try to personalize your
email (for the opening and closing) ADAPTING,
> use proper capitalization FORMATTING
> use acronyms sparingly EMAIL
> use emotions carefully MESSAGES

Writing Business Messages PDF

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WRITING

AUDIENCE Maintaining Standards of Etiquette

Using Bias-Free Language

To adapt your message to your audience,

Projecting the Company's Image

your audience, and control your style to Using a Conversational Tone

maintain a professional tone

Selecting Active of Passive Voice

> Try to see a subject > Use "you" instead of "I",

> Speaking and writing in

> Demonstrate etiquettes

> Control your emotions

> Honesty > Endorsements

> Objectivity > Performance

> Awareness of Audience > Communication Style

> Credentials, Knowledge

> When you communicate

> Avoid obsolete and > Be careful with

> Avoid preaching and > Be careful with humor

> Simple, unadorned

> The audience can easily

> Close to the way

> Active voice when the

> Passive voice when the

Using functional and content words correctly

Finding words that communicate

Choosing the types of sentences

Using sentence style to emphasize key thoughts

Make the element of the paragraph

Applying 5 ways to develop a paragraph

Following the guidelines

Arranging, Adapting, and Formattinge-mail messages

> Compound-complex sentences

> Transisitional elements, in addition

> Classification, showing how general

> Problem and solution, presenting a

> respect the chain of command

> pay attention to e-mail hygiene

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