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Chapter 2 Business Communications : Writing for Business Audiences
The document discusses improving business writing skills. It recommends that business writing be audience-oriented, purposeful, and concise. It outlines the writing process as involving prewriting, writing, and revising stages. It discusses factors to consider when selecting a communication channel, such as importance, feedback needs, cost, and formality. It provides tips for using inclusive, positive, and conversational language to improve tone. Technology can help with tasks like outlining, fact-checking, and designing professional documents.
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Similar to Chapter 2 Business Communications : Writing for Business Audiences
Chapter 2 Business Communications : Writing for Business Audiences
- 1. Essentials of BusinessCommunication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 1-1 Ch. 2–1 1
- 2. Improving Your Business Writing • The best business writing is • Audience oriented • Purposeful • Economical –clear,concise,brief • To improve your writing skills, you need • Good teaching materials with excellent model documents • An effective writing process • A trainer (like your instructor) • Practice Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2 2
- 3. The Writing Process Stage1: Prewriting Stage 2: Writing Stage 3: Revising Analyzing Researching Revising Anticipating Organizing Proofreading Adapting Composing Evaluating Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–3 3
- 4. Factors Determining Channel Selection • Importance of message • Amount and speed of feedback required • Necessity of a permanent record • Cost of the channel • Degree of formality required Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–4 4
- 5. Factors Determining Channel Selection Possible Channels: E-mail, fax, letter, memo, report, telephone, voice mail, meeting, conversation, Web • What channel is best to announce decreased insurance benefits for 250 employees? E-mail or memo Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–5 5
- 6. Factors Determining Channel Selection • What channel is best for a sales message promoting a new product to customers? Letter • What channel is best for responding to similar customer inquiries? Web, letter, telephone Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–6 6
- 7. Reader Benefits Shape yourstatements to involve the reader. Strive to develop the “you” attitude. Instead of this: Try this: We are promoting a new You will enjoy total plan that we believe has peace of mind with our many outstanding affordable hospitali- benefits. zation plan that meets all your needs. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–7 7
- 8. Reader Benefits Shape yourstatements to involve the reader. Strive to develop the “you” attitude. Instead of this: Try this: Before we can allow you You may begin making to purchase items on this purchases on your new new account, we must account in two weeks. wait two weeks to verify your credit. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–8 8
- 9. Reader Benefits Shape yourstatements to involve the reader. Strive to develop the “you” attitude. Instead of this: Try this: I need your response Your quick response immediately so that I can means your vacation make the employee schedules will be ready vacation schedule by next week. next week. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–9 9
- 10. Conversational Language Instead ofthis: Try this: The undersigned takes I’m happy to . . . . pleasure in . . . . Instead of this: Try this: It may be of some We’ve credited your concern to you to learn account for $250. that your check has been received and your account has been credited for $250. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1010
- 11. Positive Language Instead ofthis: Try this: Employees may not use Employees may use the the First Street entrance Market Street entrance during remodeling. during remodeling. Instead of this: Try this: We cannot fill your order We can fill your order until we receive an exact once we receive an exact model number. model number. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1111
- 12. Hidden Messages Some words and phrases convey a negative and unpleasant tone. They may imply a hidden message that the writer does not intend. Think twice before using the following negative expressions. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1212
- 13. Hidden Messages Negative Language: You overlooked You state that You failed to You claim that You are wrong You do not understand Your delay You forgot to Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1313
- 14. Inclusive Language Instead ofthis: Try this: Have you called a Have you called a salesman? salesperson? Every executive has his All executives have their own office. own offices. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1414
- 15. Try Your Skill Revisethis sentence to create a more conversational tone and to state your idea positively. • The undersigned takes great pleasure in welcoming you to our staff. I’m happy to welcome you to our staff. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1515
- 16. Try Your Skill Revisethis sentence to create a more conversational tone and to state your idea positively. • We cannot send your order from our warehouse until June 1. Your order will be on its way to you June 1. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1616
- 17. Try Your Skill Revisethis sentence to create reader benefits. • I have 15 different financial plans to offer my investors. You have 15 different financial plans from which to choose. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1717
- 18. Try Your Skill Revisethis sentence to create reader benefits. • We want all newly hired employees to use our carpooling program for at least three months. As a newly hired employee, you won’t have to drive to work for the first three months because you can carpool. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1818
- 19. Plain Language Avoid federalese,bureaucratese, and inflated language. Federalese: Each person to whom the request is herein addressed is henceforth solicited to submit, or to have his or her department representative submit, to the Department of Labor official described above, a comment on whether the proposed plan, in his or her considered view, meets the requirements of the 2003 law. Simple Translation: You may wish to comment on whether the proposed plan meets the requirements of the 2003 law. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1919
- 20. Familiar Words Avoid long,difficult, and unfamiliar words. Use short, simple, and common words whenever possible. Less familiar words: Simple alternatives: encounter meet extrapolate project obligatory required terminate end Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2020
- 21. Try Your Skill Revisethis sentence using simpler language. • You may encounter difficulties in terminating the contract. You may meet difficulties in ending the contract. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2121
- 22. Try Your Skill Revisethis sentence using simpler language. • As stipulated, we extrapolated the budget figures for two years. As required, we projected the budget figures for two years. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2222
- 23. Try Your Skill Revisethis sentence using simpler language. • Will you utilize workbooks during the obligatory training period? Will you use workbooks during the required training period? Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2323
- 24. Try Your Skill Revisethis sentence using simpler language. • We anticipate that a majority of the alternatives will be fundamental enough to meet our requirements. We expect that most of the choices will be basic enough to meet our needs. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2424
- 25. Seven Ways TechnologyCan Improve Your Business Writing • Fighting writer’s block • Collecting information electronically • Outlining and organizing ideas • Improving correctness and precision • Adding graphics for emphasis • Designing and producing professional-looking documents, presentations, and Web pages • Using collaborative software for team writing Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2525
- 26. End Essentials of BusinessCommunication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 1-26 Ch. 2–2626