Chapter 5
Writing Business Messages
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Adapting
Adapting to
to Your
Your Audience:
Audience:
Being
Being Sensitive
Sensitive to
to Audience
Audience Needs
Needs
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Adapting to Your Audience
What’s
What’s in
in this
this for
for me?
me?
Information
Information
Style
Styleand
and
Sensitivity
Sensitivity Relationships
Relationships Tone
Tone
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Being Sensitive to Your
Audience
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Using the “You” Attitude
Speaking Audience
Audience Writing
Speaking Writing
Wishes Interests Hopes Preferences
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Maintaining Standards of
Etiquette
Courtesy
Courtesy
Consideration
Consideration
Diplomacy
Diplomacy
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Emphasizing the Positive
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Using Bias-Free Language
Labels
Age
Age Gender
Gender
Perception Prejudices
Race or
Race or
Disability
Disability Ethnicity
Ethnicity
Stereotypes
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Adapting
Adapting to
to Your
Your Audience:
Audience:
Building
Building Strong
Strong Relationships
Relationships
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Building Strong
Relationships
Establish Project Your
Your Credibility Company’s Image
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Establishing Your Credibility
Honesty Objectivity Awareness
Credentials Endorsements Performance
Confidence Communication Sincerity
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Projecting Your Company’s
Image
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Adapting
Adapting to
to Your
Your Audience:
Audience:
Controlling
Controlling Your
Your Style
Style and
and Tone
Tone
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Controlling Your Style and
Tone
Conversational
Conversational
Nature of the Plain
Plain Language
Language Relationship
Message with Reader
Active
Active or
or Passive
Passive Voice
Voice
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Using a Conversational Tone
Business Messages
Informal Conversational Formal
Texting Pompous Preaching Intimacy
vs. Writing Language or Bragging or Humor
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Using Plain Language
Strengthen Words
Weaken Words
Replace Words
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Using the Right Voice
Active Voice Passive Voice
Subject ++Verb
Subject Verb++ Object
Object Object++ Verb
Object Verb++Subject
Subject
Direct
Direct Indirect
Indirect
Concise
Concise Tactful
Tactful
Vigorous
Vigorous Reserved
Reserved
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Composing
Composing Your
Your Message:
Message:
Choosing
Choosing Powerful
Powerful Words
Words
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Composing the Message
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Choosing Strong Words
Denotation
Denotation Connotation
Connotation
Abstraction
Abstraction Concreteness
Concreteness
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Finding Words that
Communicate Well
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Composing
Composing Your
Your Message:
Message:
Creating
Creating Effective
Effective Sentences
Sentences
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Choosing From the Four
Types of Sentences
Simple Compound
Compound-
Complex
Complex
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Using Sentence Style to
Emphasize Key Thoughts
• Emphasize Ideas in a Sentence
– Devote more words to them
– Put them at the beginning or at the end of a
sentence
– Make them the subject of a sentence
– Place dependent clause at the beginning,
middle, or end of sentence
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Composing
Composing Your
Your Message:
Message:
Crafting
Crafting Unified,
Unified, Coherent
Coherent
Paragraphs
Paragraphs
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Creating the Elements of
a Paragraph
Topic Sentence
Topic Sentence
Paragraph Paragraph
Unity
Support Sentences
Support Sentences Coherence
Transitions
Transitions
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Choosing the Best Way to
Develop Each Paragraph
• Illustration
• Classification
• Cause and Effect
• Problem and Solution
• Comparison or Contrast
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