The Writing Process and an
Introduction to Business Messages
Chapter: Five
The Process of Writing
Planning
Planning Drafting
Drafting Revising
Revising
Gathering
Gathering and
and Being
Being flexible
flexible Revising
Revising
collecting
collecting contents,
contents,
Keeping
Keeping going
going structure,
structure, and
and
Analyzing
Analyzing and
and Using
Using your
your format
format
organizing
organizing own
own favorite
favorite Editing
Editing
Choosing
Choosing aa strategies
strategies sentences
sentences
form
form
Proofreading
Proofreading
Planning the Message
Gathering Information: Carrying out some
research both informal and formal in order to
accumulate information.
Informal research includes –
Consulting with employees, and consultants
Reviewing past data, and sales record
Finding past correspondence
Formal research includes –
Conducting surveys
Reviewing literature on a certain subject
Planning the Message (Continued)
Analyzing and Organizing Information:
Doing calculations and analyses to find out
patterns in the numerical data.
Using other kinds of data to identify possible
course of action.
Identifying the kind of information that are
critical to the receivers.
Ordering the information according to the
importance as assigned by the readers (Direct, or
indirect order).
Planning the Message (Continued)
Choosing a Form, Channel, and Format:
Forms or genres vary depending on situations
that include letters, e-mail, advertisements,
brochure; etc.
Decisions about form, channel, and format can
be made at any stage. But, the preliminary tasks
are done at the planning phase.
Decisions about contents, type of paragraphs,
visual elements; etc are made at the planning
phase.
Drafting the Message
Three issues are critical for drafting a message:
Avoiding perfectionism when drafting
Risk of forgetting important piece of information
Risk of forgetting the purposes of later parts
Make the drafting slow and frustrating
Keep Going
Prepare the first version of the document anyway.
Using any other strategies productively
Revising the Message
Three main levels of edit:
Revision of contents: Checking whether all
necessary information are added to reflect
intended meaning.
Organization or editing: Checking for logical
flow of the information, proper emphasize, and
coherence.
Proofread: Checking the writing for
typography, spelling, punctuation, and grammar
problems.
Different Message Types
Letters
Memorandums
Email
Text Messaging
Instant Messaging
Letters
The General Purpose:
The purpose is to represent the sender and
his/her intent formally to recipient or receiver.
Format:
It usually covers date, inside address, subject line,
salutation, body, and complimentary close.
Composition:
Strategy and structure of content, humanness of
wording.
Memorandums
Memorandums (Memos) are a form of letter
written by the employees in order to conduct their
work inside the business.
Important issues for writing memos:
Determining memorandum form.
Viewing memorandum formality.
Writing memorandum.
Memorandum Form
To: (Recipient)
From: (Sender)
Date: (Month/Day/Year)
Subject: (These words can be bold format.)
When writing a memo, state the purpose clearly at the
beginning like I did in the first sentence. At the end of the
memo you'll let the recipient know what action is expected.
Memos are concise and focus on a single purpose. If you
have more topics to discuss write a separate memo for
each. Use lists to highlight and heading to highlight
important items.
Memorandum Form (Continued)
Memo (Example)
To: All Staff
From: Head, Internal Communications
Date: June 1, 2006
Subject: New Memo Format Effective June 1
In order to make interoffice communications easier, please adhere to the following
guidelines for writing effective memos:
Clearly state the purpose of the memo in the subject line and in the first paragraph.
Use short sentences.
Use bullets if a lot of information is conveyed.
Proofread before sending.
Address the memo to the person (s) who will take action on the subject, and CC
those who need to know about the action.
Attach additional information: don’t place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in
developing clear communications. If you have any questions, please don’t hesitate to
call me.
Thank you.
Memorandum Writing
Use an easy-to-read, simple words with less
formality
Write most important message first and working
down
Do not use a complementary close
Do not sign a memo at the bottom
Add your initials beside your name at the top.
This indicates that you have read and approved
the memo.
If copies are sent to more than 10 people, place
the list of names at the end of the memo.
EMAIL
Good Sides –
Eliminates “telephone tag” – the problem of
trying to contact busy people.
Saves time of busy people.
Expedites exchange of information, and thus
decision-making.
Saves money as it involves low cost.
Provides a written record.
EMAIL
Bad Sides –
Does not communicate the sender’s emotions
well.
Response/s may be ignored or delayed.
E-mail is not confidential.
Writing the Email Message
Conciseness: Adding only critical information
and avoiding unnecessary details.
Clarity: Using short, familiar words that create
clear meanings.
Etiquette: Adding courtesy and all forms of
good communication techniques to show sender’s
intent.
Correctness: Avoiding spelling errors, illogical
punctuation, awkward wording to increase the
credibility of the message.
Using Email
Avoid using email when –
The message is long, complicated, and requires
negotiation.
Information or questions need clarification and
discussion.
The information is confidential or sensitive.
The message is emotionally charged (may
involve sensitive issues) and requires
conversational feedback.
The message is sent to avoid direct contact
especially if the message is unpleasant.