8/4/2019 The Writing Process for Business Letters
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Planning Business
Messages
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The 3 Step Writing Process
1. Planning
2. Writing1. Drafting
2. Revising
3. Formatting
3. Completing
1. Proofreading
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1. Planning - Brainstorming
Jot down ideas, facts, possible leads
Quantity not quality
Don¶t evaluate your output until you and
your group have finished the process
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1. Planning - Outlining
Basic outline formatI. Introduction
A. Purpose and Scope
1.
B. Procedures
II. Findings
A.
B.
III. Summary, conclusions, and recommendations
A.
1.
IV. Appendix
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1. Planning
Analyze - Know your audience; how will
they react; what does the audience
already know; wh
at is unique about th
eaudience
Brainstorm ± mind mapping
Organize - outline
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Profile Your AudienceProfile Your Audience
Decision Makers
and Key People
Overall Size
of Audience
Overall
Composition
Level of Understanding
Expectationsand Preferences
ProbableReaction
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Writer¶s Block
Procrastination
Impatience
Perfectionism
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Overcoming Writer¶s Block
Choose the right environment
Schedule a reasonable block of time
State your purpose in writing
Engage in free writing
Avoid the perfectionist syndrome
Think out loud
Write the easiest parts first
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2 Writing - Revising
Revising is the process of modifying a
document to increase its effectiveness.
Includes revising for content, style, and
correctness.
Put away the draft for a period of time.
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2 ± Writing - Revising for Content
Is the content appropriate for the purpose
I¶ve identified?
Will the purpose of the message be clear to the reader?
Is all the information necessary?
Is the order of presentation of the pointseffective?
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2 Writing - Revising for Style
Clear
Concise
CorrectComplete
Considerate
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3 Proofread- Revising for
Correctness
Grammar
Spelling
PunctuationWord Usage
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Effective Business
Effective BusinessWritingWriting
PurposefulPurposefulPurposefulPurposeful ConciseConciseConciseConcise Audience Audience--
CenteredCentered
Audience Audience--
CenteredCentered
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You Attitude
� What is You-Attitude?
� Style of writing that looks at things from
reader¶s perspective� Emphasizes what reader wants to know
� Respects reader¶s intelligence
� Protects the reader¶s ego
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Creating You-Attitude
Focus not on what you do for the readerbut on what the reader receives or can do
Refer to the readers request or order
specificallyDont talk about your own feelings unless
youre sure the reader wants to know how
you feel
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The ³You´ Attitude
Instead of This Use This
To help us process this order,
we must ask for another copy of the requisition.
So that your order can be filled
promptly, please send another copy of the requisition.
You should never use that type
of paper in the copy machine.
That type of paper doesn¶t work
very well in the copy machine.
Instead of This Use This
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Stressing reader benefits
� You can avoid the additional expense of a
2% late charge by paying your bill on time.
� You can obtain a refund any time between 9a.m. and 5 p.m. except when the office is
closed for lunch from 1 p.m. to 2 p.m.
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Stress the ³you´ attitude.
Not: We are opening t
he new fitness center onMay 1st.
But:Y
ou may begin working out in the newfitness center on May 1st.
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Emphasize the Positive
Instead of This Use This
Cheap Merchandise
Toilet Paper
Used Cars
High-Calorie FoodElderly Person
Pimples and Zits
Bargain Prices
Bathroom Tissue
Resale Cars
High-Energy FoodSenior Citizen
Complexion Problems
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Bias-FreeLanguage
GenderGender Race orRace orEthnicityEthnicity
Age Bias Age BiasDisabilityDisability
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Avoid gender bias.
� Use neutral job titles.
� Avoid language that implies gender.
� Avoid demeaning or stereotypical terms.
� Use parallel language.
� Use appropriate personal titles and
salutations.
� Avoid using he as a generic pronoun.
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Use nondiscriminatory
language.
When making the table arrangements for the
president¶s luncheon, be sure to seat Arlene Kelly
next to Mr. Jameson, our new African-American
salesman from Philadelphia. Also, remember that
Mr. Little is confined to a wheelchair and should be
seated on the main level. The other executives andtheir wives may be seated in any order.