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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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