This document provides an overview of writing processes and styles for business messages. It discusses informal versus formal writing, analyzing the audience and purpose, choosing appropriate communication channels, avoiding gender bias, developing reader benefits, and organizing data through listing, outlining, and grouping ideas into direct and indirect patterns. The document also covers research methods, composing effective sentences and paragraphs, and techniques for linking ideas to build coherence in writing.

1. Introduction to Messages and
the Writing Process
Session -9

2. Informal Writing
• Retains some casual qualities
(personal pronouns, contractions)
• Corresponds to proper
conversation
 Example: “I’ve read your
excellent proposal. I predict the
administrators will approve it.”

3. Formal Writing
• Maintains distance between
writer and reader.
• Avoids personal references
and contractions.
Example: “The proposal is
excellent. The executives
are likely to approve it.”

4. The Process of Writing (3 of 6)
• Then analyzing and organizing
the information.
–In the direct order if positive or neutral
reaction expected
–In the indirect order if negative
reaction is anticipated

5. The Process of Writing (4 of 6)
• Writing the message
–Follow preceding chapters’ clear
writing instructions.
–Present in good format.

6. The Process of Writing (5 of 6)
• Rewriting
–Rewrite.
–And rewrite, and
rewrite.
–Get input from
others.

7. The Process of Writing (6 of 6)
• Finally, editing, polishing,
and presenting
–The rewrite process is useful
while you’re learning (as a
student).
–In your eventual work
assignment, you first draft may
be the finished product.

8. Routine Business Letters
““Once An Arrow Leave The BowOnce An Arrow Leave The Bow
You Can Not Recall It”You Can Not Recall It”

9. Routine Business Letters
GOALS
• BUSINESS WRITING has only two goals:
– to make people understand you, and
– to get them to take some action
• Do you want your reader to:
– buy your product or service?
– confirm a decision?
– simply like you & you are good to do business with?

10. Routine Business Letters
WRITING INTERNATIONAL LETTERS
• American letters are direct, informal and concise.
• Japanese letter begin with references to nature
• Germans start letters with a long, formal lead-in
• Italians may refer to the receiver's family and
children.

11. Routine Business Letters
PLANNING
• Business Letters Require Plans
Any kind of communication requires planning,
whether it is a report, memo, or a business letter.
Three major elements exist in the planning of a
business letter:
– Analyze subject / reader
– Know your objectives / Idea
– Organize your letter

12. Routine Business Letters
PLANNING
• Analyze subject / reader
– Much of your writing will be directed to the people
you have never met.
– Realize how important it is to adapt your messages
to your receivers’ views, needs, interest, attitude
and culture.

13. Routine Business Letters
PLANNING
• Know your objectives / Idea
– The idea you include depend on the type of letter
you are sending and the background and the need
of your receiver.
For instance: In a response from a large resort
hotel to a person who has asked about rates, you
might send a brief list of in-and-out of season
price. If you limited your response to this list, you
would miss an opportunity to sell the other
services you have to offer.

14. Routine Business Letters
PLANNING
• Organize your Message:
– Always keep in your mind the order in which you
are presenting your idea to the addressee is as
important as your idea.
– Disorganized, rambling text of your letters often
seem careless, confusing, and unimportant.
However, different approaches are necessary for
different cultures.

15. Routine Business Letters
BUSINESS LETTER WRITING
• PURPOSE:
– Letters can be informational or persuasive and
covering Claims, Inquiry, Orders, Quotation,
Tender & Request for Adjustments.
ORGANIZATIONAL STRATEGY:
Generally organization use two types of strategy:
1)Direct Message
2)Indirect Message

16. Routine Business Letters
BUSINESS LETTER WRITING
• Indirect Messages:
Negative, Persuasive, Convincing
Giving psychological treatment 4 to 5 paragraph
with neutral reaction
 Buffer – neutral opening by praising
Appreciation, Similarity in agreement, Congratulations,
Good News, Assurance / Confidence
 Explanation
 Bad news (eg. I wish I could have attend the meeting …..)
 Alternatives
 Courteous Close end

17. Routine Business Letters
BUSINESS LETTER WRITING
– Exceptional Letters’ Scenario:
the Exceptional Messages have –ve aspect but that will be
processed in direct manners:
Refusals (Routine Matters)
Job Refusals
Contract Refusals
Show Cause Notices
Explanation Letters
Termination Letters

18. The 3x3 Writing Process
The model used for this course has three main
steps, and each main step has three subcategories.
The three major categories are
 Prewriting
 Writing
Revising
The following slides will discuss the subcategories of
each of these three main steps.

19. Guffey’s 3-x-3
Writing Process
• Phase 1: Prewriting
Analyzing, anticipating, adapting
• Phase 2: Writing
Researching, organizing, composing
• Phase 3: Revising
Revising, proofreading, evaluating

20. Prewriting
A n a ly z e ...
Y o u r p u r p o s e
T h e a u d ie n c e
A n t ic ip a t e ...
T h e a u d ie n c e 's n e e d s
A d a p t ...
T h e m e s s a g e to th e p u r p o s e
T h e m e s s a g e to th e a u d ie n c e
P r e w r it in g

21. Writing
R e s ea rch
G a th e r th e in fo rm a tio n
O rg a n ize
D e cid e o n th e o rd e r o f th e in fo rm a tio n
C o m p o se
D ra ft th e m e ssa g e
W riting

22. Revising
R e v is in g ...
C o n te n t
O rg a n iz a tio n
S ty le
P ro o fre a d in g fo r...
G ra m m a r
S p e llin g
P u n c tu a tio n
E v a lu a tin g ...
T h e e ffe c tiv e n e s s o f th e d o c u m e n t
R e v is in g

23. Worrying and planning
writing
revising
proof reading
25%
25%
45%
5%
Time investment in each of the
category

24. Analyzing the task
In analyzing the task, first we need to
• Identifying the Purpose of message
• Selecting the Best channel

25. Primary Purpose of the message
A message may serve two important
purposes
The primary purposes for sending business
message are typically to Inform and
persuade
A secondary purpose is to promote
Goodwill
Actually we wanted to good in the eyes of
our audience

26. Choosing Channels
Channel
Face-to-face
conversation
Telephone call
Voice mail message
Fax
E-mail
Best use
To share personal message, be
persuasive, or deliver bad news;
richest communication channel
For convenience when nonverbal
cues are unimportant
To leave message for response when
convenient
To cross time zones, to produce
written record, for speedy delivery
To exchange information conveniently
and quickly, but problematic for some
messages

27. Choosing Channels
Channel
Face-to-face group meeting
Video or teleconferencing
Memo
Letter
Report
Best use
When group decisions and
consensus are important
To disperse data or elicit consensus
from geographically dispersed group
To produce formal, written record
for insiders
To produce formal, written record for
customers and other outsiders
To deliver complex data internally
or externally

28. Communication channel
• Face to face conversation
• Telephone call
• Voice mail messages
• Fax
• Email
• Face to face group meeting
• Video conferencing
• Memo/ Letter

29. Profiling the audience
Primary audience
• Who is my primary reader or listener?
• What is my personal & prof. relationship with that
person?
• What position does the individual hold in the
organization?
• How much does that person know about the subject?
• What do I know about that person’s education, beliefs,
culture and attitude?
• Should I expect a natural, positive, or negative
responses to my messages?

30. Profiling the audience….. Contd.
Secondary audience
• Who might see this message after the primary
audience?
• How do these people differ from the primary
audience?

31. Spotlight Receive Behavior
• Our messages should be focus on
“Reader Benefit”
• Adapting message to the receivers need
means putting yourself in that person
shoes
• It is called as EMPATHY
• EMPATHIC sender think about how a
receiver will decode a message.

32. Developing Reader Benefits
Sender-focused
“We are requiring all
staffers to complete these
forms in compliance with
company policy.”
Receiver-focused
“Please complete these
forms so that you will be
eligible for health and
dental benefits.”

33. Developing Reader Benefits
Sender-focused
“Our warranty
becomes effective
only when we receive
an owner’s
registration.”
Receiver-focused
“Your warranty
begins working for
you as soon as you
return you owner’s
registration.”

34. Avoiding gender Bias
Gender Bias
female doctor, woman
Attorney
Waiter/ Waitress,
stewardess
Mankind, man-hour
The doctor……. he
Improved
doctor, attorney
Server, cabin attendant
Humanity, working hours
Doctors….. they

35. Avoiding gender Bias
Gender Bias
Executives and their
wives
Businessman,
salesman
Improved
Executives and their
spouse
Businessperson, sales
representatives

36. 3- X- 3 WRITNG FOR BUSINESS
MESSAGES
CHP # 4 5 PRESENTED BY SAAD & SAMSON
PREWRITING
• Analyze
• Anticipate
• Adapt

37. 3- X- 3 WRITING FOR BUSINESS
MESSAGES
CHP # 4 6 PRESENTED BY SAAD & SAMSON
WRITING
• Research
• Organize
• Compose

38. 3- X- 3 WRITNG FOR BUSINESS
MESSAGES
CHP # 4 7 PRESENTED BY SAAD & SAMSON
REVISING
• Revise
• Proofread
• Evaluate

39. Organizing Data
 process of organization may begin before you
collect data
 might occur simultaneously with data collection
 ideas follow in a sequence helps readers
Tips To Organize Data
• cross out idea that are obvious irrelevant; simplify
and clarify
• add new ideas that seem to be appropriate
• study the ideas for similarities
CHP # 5

40. Listing and Outlining
Alphanumeric outline
I. First major component
A. first subpoint
1. detail, illustration, evidence
2. detail, illustration, evidence
B. second subpoint
1.
2.
II. Second major component
A. first subpoint
1. detail, illustration, evidence
2. detail, illustration, evidence
B. second subpoint
1.
2. CHP # 5

41. Decimal outline
I.0. First major component
1.1 first subpoint
1.1.1. detail, illustration, evidence
1.1.2. detail, illustration, evidence
1.2. second subpoint
1.2.1
1.2.1
2.0. Second major component
2.1. first subpoint
2.1.1. detail, illustration, evidence
2. 1.2. detail, illustration, evidence
2.2. second subpoint
2.2.1
2.2.2
CHP # 5

42. Organizing ideas into Patterns
Types of patterns
A. Direct pattern (for receptive audience)
B. Indirect pattern (for unreceptive audience)
Benefits of Direct Pattern
• saves the readers time
• sets proper frame of mind
• prevents frustration
Benefits of Indirect Pattern
• respect the feeling of audience
• ensures a fair hearing
• minimize the negative reaction
CHP # 5

43. Research Methods
Formal
Informal
Research Methods

44. Formal Search Methods
a) Search Manually
Libraries, reference books, encyclopedia, etc.

45. Formal Search Methods
b) Access Electronically
Internet, Databases, Compact Discs, etc.

46. Formal Search Methods
c) Investigate Primary Sources
Develop firsthand information from the source by
organizing focus groups or putting questionnaire.

47. Formal Search Methods
d) Experiment Scientifically
Present choices with controlled variables instead of
asking for target audience’s opinion.

48. Informal Search Methods
a) Look in the Files
Before asking others for help, see what you can find
yourself.

49. Informal Search Methods
b) Talk with your Boss
Get information from the individual making the
assignment.

50. Informal Search Methods
c) Interview the Target Audience
Consider taking with individuals at whom the
message is aimed.

51. Informal Search Methods
d) Conduct an informal Survey
Gather helpful information via questionnaires or
telephone surveys.

52. Informal Search Methods
e) Brainstorm for Ideas
Discuss ideas for the writing tasks at hand, and record atleast a
dozen ideas without judging them.

53. Informal Search Methods
f) Develop a Cluster Diagram
To help you generate and organize ideas.

54. Organizing
Concept

55. Organizing Data
Primary Purpose >>>>>>>>>>>>> Grouping & Patterning
• Necessary before or during collecting data.
• For more complex work it may be ongoing.
Organizing Ideas:
Writers of well organized messages group similar ideas
together so that the readers can see
relationships and follow
arguments.

56. Organizing Data
• Self Composure
Are you organized?

57. Organizing Data
Approach varies with project nature and type.
IMPORTANT TECHNIQUES
• Listing
– For Simple Massages
• Outlining
– For Complex Massages

58. Organizing Ideas
Into Patterns
A. Direct Pattern for Receptive Audience
B. Indirect Pattern for Unreceptive Audience
Placing of Main Idea!
•Direct
•Indirect
Audience!
•Receptive
•Unreceptive

59. Direct Pattern for
Receptive Audience
Important
Getting to the main idea
quickly………!

60. Direct Pattern for
Receptive Audience
Three advantages:
1. Saves reader’s time
2. Sets a proper frame of mind
3. Prevents frustration

61. Indirect Pattern for
Unreceptive Audience
Works well with three kinds of messages:
Bad News
Needs persuasion
Important Idea

62. Three benefits:
1. Respects the feelings of the audience
2. Ensures a fair hearing
3. Minimizes the negative reaction
Indirect Pattern for
Unreceptive Audience

63. Composing
Message

64. Composing the First Draft

65. How to create an Effective
Sentence?
• Using short sentences
• Avoiding dangling & misplace
modifiers
Composing the First Draft

66. Example of Dangling & Misplaced Modifier
Dangling Modifier: To win the lottery, a ticket must be purchased.
Improved: To win the lottery, you must purchase a ticket.
Misplaced Modifier: Seeing his error too late, the envelope was
immediately resealed by Mark.
Improved: Seeing his error too late, Mark immediately
resealed the envelope .
Composing the First Draft

67. •Emphasizing important ideas
•Using the active voice
•Using the passive voice selectively
Composing the First Draft

68. Drafting Effective Paragraphs
1. Discussing one topic
Effective Para focus on one topic
2. Using transitional expressions to build coherence,
such as;
Additionally, for example, accordingly, furthermore, etc
3. Composing short paragraphs
Fewer than 8 lines

69. 4. Organizing sentences into
paragraphs
• Main Sentence
• Supporting Sentence
• Limiting Sentence
Drafting Effective Paragraphs

70. 5. Using the direct paragraph plan
6. Using the pivoting paragraph plan
7. Using the indirect paragraph plan
Drafting Effective Paragraphs

71. Linking ideas to build coherence:
• Sustaining the key ideas
• Using pronouns
• Dovetailing sentences
Drafting Effective Paragraphs

72. THANK YOU