Writing Model

Knowing Your Audience

Objectives
Business writing should be audience-oriented, purposeful and economical.
Identify and implement three phases of writing process.
Always analyze your audience, profile the audience, respond to them.
Create messages with audience benefits and you
view.
Develop a conversational tone and use positive language.
Learn the need for inclusive language, plain expression, and familiar words.
How to write for your audience
Be audience-oriented.
Concentrate on looking at a problem from the receivers perspective.

Purposeful
Have a definite purpose in each messages.

Economical
Write clearly but concisely - length is not rewarded.
Conciseness is what counts in businesses.

Writing Process for Business Messages
-Extremely small number of people can write a terrific letter
or report without training.
-So how do you train yourself ?
Writing Process
-This is equally useful for emails, memo, letter or oral
presentation.
-Follow the systematic plan:
1. Prewriting 2. Writing 3. Revising
Writing Process for Business Messages
Writing Process Model
Prewriting Writing Revising
Writing Process for Business Messages
Prewriting

-Involves analyzing the audience and your purpose for
writing.
-It also involves anticipating your audiences reaction.
-Purpose: to inform, to persuade, to remind.
-Look to adopt your message, tone to audience.

Writing Process for Business Messages
Writing

- Researching, organizing and composing the message.
- Investigate how other businesses write similar messages.
- Generate some ideas
- Organize your message: letter, email etc.
- Should you start with describing the problem?
- Or with a solution?
- Final step: compose it.

Writing Process for Business Messages
Revising

- Revising, proofreading and evaluating.
- Spend a lot of time on revising the first draft.
- Revise for clarity, conciseness, tone and readability.
- Should you rearrange it?
- Is every word spelled correctly?
- Grammar, punctuation and format
- Evaluate: does it fulfill the goal?

Writing Process for Business Messages
Scheduling The Writing Process

-Prewriting: 25 percent
-Writing: 25 percent
-Revising: 40 percent

Effective writers spend a lot of time on revising.
It also depends on the message, project or your familiarity
with the topic.



Writing Business Messages
Audience-centered message

- Sender Focus: To enable us to update our stockholder records, we ask that
the enclosed card be returned.
- Audience Focus: So that you may promptly receive dividend checks and
information related to your shares, please return the enclosed card.
- Sender Focus: Our warranty becomes effective only when we receive an
owners registration.
- Audience Focus: Your warranty begins working for you as soon as you return
your owners registration.



Writing Business Messages
You View
- Concentrating on receiver benefits, skilled communicators naturally develop
the you view.
- Emphasis on second-person pronouns (you, your instead of I, we, our, us)
- I/we View: I have scheduled your vacation to begin May 1.
- You View: You may begin your vacation May 1.
- I/we View: I am asking all employees to respond to the attached survey
regarding working conditions.
- You View: Because your ideas count, please complete the attached survey
regarding working conditions.



Writing Business Messages
Positive Language
- For clarity and tone of a message, prefer to use positive language.
- Positive language generally conveys more information than negative
language.
- Tell what can be done instead of what cannot be done

Negative: We are unable to send your shipment until we receive proof of your
payment.
Positive: We look forward to sending your shipment as soon as we receive
your payment.



Writing Business Messages
Plain Language

- Try to use plain English that expresses clear meaning.
- Avoid showy words, long sentences and confusing expression.
- Use active voice with strong verbs - Investor bought the stock - not the stock
was acquired by the investor.
- Dont be afraid of personal nouns - I, We, You.
- Omit superfluous words - write if - not in the event that.
- Prefer short sentences.
- Remove jargon and legalese.


Writing Business Messages
Familiar Words

- Clear messages mean words familiar and meaningful to the receiver.
- Without certainty, we can avoid long and unfamiliar words-use simpler
synonyms.
- Whenever possible-substitute short, common, simple words.
- Do not ever give up a precise words if it says exactly what you want to say.




Writing Business Messages
Less Familiar Words vs. Familiar Word





Ascertain Find out
Compensate Pay
Conceptualize See
Encompass Include
Hypothesize Guess
Monitor Check
Perplexing Troubling
7 Cs of Business Communication
- For effective written and oral messages, you must apply
certain communication principles.
- These principles provide guidelines for choice of content
and style of presentation, adopted to the purpose and
receiver of your message.
- They are called the 7 Cs.
1. Completeness 2. Conciseness 3. Consideration 4.
Concreteness 5. Clarity 6. Courtesy 7. Correctness
7 Cs of Business Communication
Completeness
-Your business message is complete when it contains all
facts the reader or listener needs for the reaction you
desire.
-Complete messages leaves no need for additional
messages/information.
-Complete messages better build goodwill.
-Complete messages show concern for the receiver.
7 Cs of Business Communication
Provide all necessary details.
Answer five questions:

Who?
What?
When?
Where?
Why?
How?
7 Cs of Business Communication
Request
I am new to the city and would like to consider joining your
club. As I will be visiting your club within the month, will you
please tell me where the next meeting will be held?
Response should have:
-Welcome message plus directions to the club building. -
Information on parking facility.
-Day, date and time of meeting.
-Something Extra-especially if it helps the receiver.


7 Cs of Business Communication
Assignment #1 for the Next Class

Make a short presentation on 7cs.
Add concise but complete information of each C.
Add minimum ONE example, Wrong Way & Right Way,
for each C.
Email me your presentation at kashif.farhat@outlook.com
by Friday night.
Stay ready to present it to the class.