2. YOUR FIRST STEPS TO BECOME A BUSINESS
WRITER
The Role of Business Writing
Professionals devote their time writing different documents
Promote a clear message
Analyzing the Audience
Consider the audience
Understand your audience
Never Assume
Organize Your Thoughts with Two Different Techniques
Jot List
Idea Bubble
3. BECOMING AN EFFECTIVE WRITER
ESTABLISHING LOGICAL ORDER 7 C’S
Organize your message in
logical order
Construct a draft
Edit and Polish
Completeness
Clearness
Concreteness
Correctness
Conciseness
Courtesy
Character
4. LETS BE COURTEOUS
PROOF READING
WRITING FOR AN INTERNATIONAL
AUDIENCE
Double check your work
Tips for you
Print a rough draft
Change your format
Create a partner system
Syntax and Style
Language
Conventions and
Courtesies
5. FORMAL REPORTS, BUSINESS PLANS, AND WHITE PAPERS
Importance of Formal Reports
Educational - easily convey the problem, logic, and
recommendations.
Presented in an organized format.
Importance of Business Plans
Persuasive – define one’s business, identifies set goals, and can
be used to gauge a company’s success.
Used by financial institutions to determine loan decisions.
Importance of White Papers
Persuasive – to educate or reform opinions
Can also be used to highlight company presence, overshadow
competition, and create sense of thought.
6. PARTS OF A FORMAL REPORT
Cover Letter
Title Page
Letter of Authorization
Letter of Transmittal
Table of Contents
List of Illustrations
Summary – one page
Abstract
Executive Brief ***
Epitome
Synopsis
Introduction
Background and Problem
Scope of the Report
Limitations of the Report
Sources and Methods of Data Collection
Organization of Report
Body or Findings
Conclusions and Recommendations
Appendices, Bibliographies or Works Cited
Style and Format
Headings
Paragraphs
Impersonal Style ***
Transitions ***
Tense ***
Attribution ***
Graphics
Tables
Figures
Graphs
Pie charts
Line Charts
Bar Graphs
Avoid Weasel Words
Most, some, several, many, majority
Use secondary research to back up primary
Do not use ‘I’ statements
7. PARTS OF A BUSINESS PLAN AND WHITE PAPERS
BUSINESS PLAN WHITE PAPERS
Title
Executive Summary
Company Description
Product/Service Offering
Marketing Plan
Financial Plan,
Appendices
Title Page
Executive Overview/Introduction
Body
Conclusion and Recommendations
Analyze the report and problem
Anticipate the audience and issues
Prepare a work plan
Collect Data
Document Data Sources
Interpret and Organize Data
Prepare Graphics
Compose a First Draft
Revise and Proofread
Evaluate the Product
8. DOES YOUR REPORT INVOKE THE FOLLOWING QUESTIONS?
FORMAL REPORTS BUSINESS PLANS
i. What is the report about and who
wrote it?
ii. What does the report contribute?
iii. What are the implications for me or
my organization?
iv. What are the reports conclusions
and recommendations?
i. What service or product does
your business offer and what
needs does it fulfill?
ii. Who are the potential
customers for your product or
service and why will they
choose your product or service
over someone else’s?
iii. How will you reach potential
customers?
iv. Where will you get the financial
resources to start your
business?
9. REFERENCES
EBOOK COLLECTION: Roebuck, D. B.
(2006). Improving business communication
skills (4th ed.). Upper Saddle River, NJ:
Pearson Prentice Hall. Chapters 2 and 8.