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Writing
Business Messages
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Good business communication aims at achieving the response
sought and fostering the goodwill in the minds of the recipient
with whom we wish to do business.
Therefore the sender of the message should be careful about the
choice of words and forms of expression, in addition to
grammatical disciplines that account for correctness and
completeness of the message.
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Planning Writing Completing
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce
Proofread
Distribute
Adapt to
the Audience
Compose
the Message
Three-Step Writing Process
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Adapting to the Audience
Relationships
Sensitivity
Style and Tone
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Audience Sensitivity
Adopt a
You Attitude
Demonstrate
Business Etiquette
Emphasizethe Positive
Use Bias-FreeLanguage
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Using the You Attitude
Audience Focus
Genuine Empathy
Sensitivity to Situations
Professionalism
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Business Etiquette
Be Diplomatic
Practice Courtesy
Respond Promptly
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Emphasize the Positive
Instead of This Use This
To help us process this order,
we must ask for another copy of
the requisition.
So that your order can be filled
promptly, please send another
copy of the requisition.
You should never use that type
of paper in the copy machine.
That type of paper doesnt work
very well in the copy machine.
Instead of This Use This
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Use Positive Language
Instead of This Use This
Failing
Used Cars
Cheap merchandise
Elderly Person
Pimples and Zits
Underperforming
Pre-owned vehicles
Bargain Prices
Senior Citizen
Complexion Problems
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Bias-Free Language
Age Gender DisabilityRace or
Ethnicity
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Build A Strong
Audience Relationship
Establish
Your Credibility
Build theCompanys Image
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Establish Your Credibility
Endorsements Confidence andPerformance
CommunicationStyle
Sincerity
Honesty and
Objectivity
Audience
Awareness
Credentials
and Expertise
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Build Company Image
Be a Spokesperson
Ask for Assistance
Observe Your Colleagues
Back Company Interests
Follow Company Guidelines
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Controlling
Style And Tone
Sentence Struc ture
and Vocabulary
Conversational
Tone
Plain English
Active andPassive Voice
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Use a Conversational Tone
Business Messages
Pompousor Obsolete
Language
Preaching
or Bragging
Emotion or
Intimacy
Humor or
Satire
Avoid Using Use Carefully
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Writing in Plain English
Straightforward
Easy to Understand
Conversational
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Using the Right Voice
Subject + Verb + ObjectJoe rented the car.
Active Voice
Object + Verb + SubjectThe car was rented by Joe.
Passive Voice
Characteristics Characteristics
Direct Concise Vigorous Indirect Tactful Reserved
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