Chapter 4

Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 1

Writing Business
Messages
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 Your
Audiences Needs
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The You Attitude
Speaking Writing
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Business Etiquette
Diplomacy
Respect
Tactfulness
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Positive Emphasis
Avoid
Negativity
Employ
Euphemisms
Bias-Free Language
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Prejudices
Perceptions
Stereotypes
Building Strong Relationships
with Your Audience
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Establish Credibility
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Honesty
Awareness
Endorsements
Confidence
Establish Credibility
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Objectivity
Credentials
Performance
Sincerity
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Build Company Image
Communication
Style
Communication
Guidelines
Controlling Your Style
and 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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Plain Language
Read It!
Understand It!
Take Action!
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Use the Right Voice
Active Passive
Direct
Assertive
Indirect
Diplomatic
Composing Your Message:
Choosing Powerful Words
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Choosing Words
Correct
Effective
Balancing Words
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Abstraction Concreteness
Concepts
Qualities
Characteristics
Tangible
Objective
Visualization
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Finding Words
Clichs &
Buzzwords
Technical
Jargon
Strong
Words
Familiar
Words
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
Sentence
Subjects
Dependent
Clauses
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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Illustration
Classification
Cause and Effect
Problem and Solution
Compare and Contrast
Paragraph Options
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
Writing
Business Messages