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Chapter 4

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Writing BusinessMessages

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Learning Objectives

1. Being sensitive to your audiences needs

2. Building strong audience relationships

3. Controlling your style and tone

4. Choosing strong words for a message

5. Composing sentences and paragraphs

6. Using technology for business messages

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Being Sensitive to YourAudiences Needs

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The You Attitude

SpeakingWriting

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 5

Business Etiquette

Diplomacy

Respect

Tactfulness

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 6

Positive EmphasisAvoid

Negativity

EmployEuphemisms

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Bias-Free Language

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Prejudices

Perceptions

Stereotypes

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Building Strong Relationshipswith Your Audience

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Establish Credibility

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Honesty

Awareness

Endorsements

Confidence

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Establish Credibility

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Objectivity

Credentials

Performance

Sincerity

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 11

Build Company Image

Communication

Style

Communication

Guidelines

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Controlling Your Styleand Tone

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Conversational Tone

Differentiate between texting and writing

Avoid obsolete and pompous language

Avoid preaching and bragging

Be careful with intimacy

Be careful with humor

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 14

Plain LanguageRead It!

Understand It!

Take Action!

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 15

Use the Right VoiceActive Passive

Direct

Assertive

Indirect

Diplomatic

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Composing Your Message:Choosing Powerful Words

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Choosing WordsCorrect

Effective

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Balancing Words

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AbstractionConcreteness

Concepts

Qualities

Characteristics

Tangible

Objective

Visualization

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 19

Finding Words

Clichs &Buzzwords TechnicalJargon

Strong

Words

Familiar

Words

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Composing Your Message:Writing Effective Sentences

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Simple

Complex

Compound

Compound-Complex

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Sentence Types

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Emphasize Key Ideas

Use More

Words

Position the

Words

SentenceSubjects

DependentClauses

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Composing Your Message:Crafting Coherent Paragraphs

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Paragraph Elements

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Topic Sentence

Support Sentences

Transitional Elements

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 25

Illustration

Classification

Cause and Effect

Problem and Solution

Compare and Contrast

Paragraph Options

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Using Technology to Compose

and Shape Your Messages

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Format with Technology

Style sheets, style sets, templates, and

themes

Boilerplate and document components

Auto-correction and auto-completion

File merge and mail merge

Endnotes, footnotes, indexes, and

tables of contents

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 28

WritingBusiness Messages