TOPIC 2
“The Business Writing Process”
Writing tips for the
business professional
Use a writing process
(Guffrey & Loewy, 2012)
The Writing Process
Approximately how much time should be spent at each
stage?
25% 25% 5 0%
Following a process can make you a
better writer or speaker. (Guffrey & Loewy, 2012)
Stage 1: Prewriting
1. Analyzing the Audience
=> Know the Purpose of your Message
Prepare to write
=> Analyze your Audience
2. Anticipating the Audience
=> Reaction of the Audience?
3. Adapting to the Audience
=> Adapt your message: choose the right words, the right tone
Ch. 1-6
Stage 2: Writing
1. Researching
➢ Search for more information (from other businesses
/competitors)
➢ Brainstorm
2. Organizing
➢ Where to start? How will the writing go?
3. Composing
➢ Write…
Ch. 1-7
Stage 3: Revising
1. Revising
➢ Check for clarity, conciseness, tone and
readability
➢ Rearrange parts? replace certain words?
2. Proofreading
➢ Check spelling, grammar, punctuation,
appealing format
3. Evaluating
➢ Accomplish the purpose or not?
Ch. 1-8
Stage 1: Prewriting
Choosing
Factors Communication
Determining Channels
Selection of Communication
Channel
Channel Best Use
Blog When one person needs to present information
Email When feedback is necessary
Face to Face For a rich, interactive medium; used for persuasive and bad news
Face to Face – Group When group decisions are important.
Fax When a written record and speed is important across international
boundaries
Instant Message When online and need a quick response
Letter When a written record or formality is required
Memo Written record to clearly explain policies and procedures
Phone Call When delivering or gathering information quickly
Report or Proposal When delivering considerable data, internal or external
Voice Mail Message To leave important or routing information for the receiver
Video or Audio Call When members are geographically dispersed
Wiki When digital information must be maid available to others
Writing tips for the
business professional
The audience is the most important factor
in business writing.
Knowledge level?
Relationship?
Interest level? Possible
reactions?
Know the audience (Guffrey & Loewy,
2000)
Develop skillful writing
techniques
❖Goals:
➢Make your message easy to read
➢Make your message effective
❖Techniques include:
☺Be conversational but professional
☺Express yourself positively
☺Be courteous
☺Use inclusive/bias-free, plain, familiar language
☺Be precise
1. Positive Language
Stressing what can be done instead
of what cannot be done
Negative-Unpleasant:
It is impossible to open an account for you
today.
Positive-Pleasant:
As soon as your signature card reaches us,
we will gladly open an account for you.
Positive Language
Instead of this: Try this:
Employees may not use the First Employees may use the Market
Street entrance during Street entrance during
remodeling. remodeling.
Instead of this: Try this:
We cannot fill your order until We can fill your order once we
we receive an exact model receive an exact model number.
number.
Positive Language
Instead of this: Try this:
No tenant may move in until Tenants may move in on
May 1. May 1.
Because you failed to include As soon as we receive
your credit information, we your credit information,
cannot ship your order. we can ship your order.
2. Courteous Language
Be polite and courteous when communicating
with your audience as it helps building
goodwill
Courtesy means not only being aware of
other’s perspective but also feelings
Be sincerely thoughtful, appreciative & tactful
Use expressions that show respect
Choose inclusive wordings
Courteous Language
Tactless , Blunt More Tactful
Stupid letter; I can’t It’s my understanding that I did
understand any of it. not get what u mean.
Clearly, you did not read my Sometimes my wording is not
latest fax. precise; let me try again.
I rewrote that letter three I’m sorry the point was not
times; the point was clear. clear; here is another version.
You must complete this Will you please complete this
research by June 1. research by June 1.
I am sick and tired of being Let me show you how to
the only one who removes remove jammed paper so that
jammed paper from the you can complete your copying.
copier!
Courteous Language
Offensive More Tactful
Hey man, what’s this I hear Warm congratulations on your
about your wedding? wedding!
You didn’t tell any of us about Well, you certainly took us by
it. Give my regards to the surprise. In fact, just a few of us
lady and wish her the best. suspected you were taking off
to get married. But even
though we didn’t hear about it
until later. We wish you the
best.
3. Inclusive Language
Avoid mentioning gender, race, color, religious beliefs, etc.
Instead of this: Try this:
Have you called a salesman? Have you called a salesperson?
Every executive has his own office Every executive has an office.
4. Plain Language
Avoid inflated language.
Each person to whom the request is addressed is 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.
5. Familiar Language
Avoid long, difficult, and unfamiliar words.
Use short, simple, and common words
whenever possible.
Less familiar words: Simple alternatives:
encounter meet
obligatory required
terminate end
[Link] Language
Use specific facts and figures
to make your message more concrete.
Vague, General, Indefinite:
Student GMAT scores are higher.
Concrete, Precise:
In 1999 the GMAT scores averaged 600; by
1997 they had risen to 610.
Precise Language
Comparisons can make an idea
more clear and vivid.
Unclear Image:
“This is a long letter.”
Clear Image:
“This letter is three times as long as you said it
would be”
7. 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.
Hidden Messages!!!
Negative Language Hidden Meaning
You overlooked => You are careless
You state that => But I don’t believe you
You failed to => You are careless
You claim that => It’s probably untrue
You are wrong => I am right
You do not understand => You are not smart
Your delay => You are at fault
You forgot to => You are inefficient, stupid
and careless