business writing design1

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    BUSINESS WRITING

    DESIGN

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    Writing Process

    1. Generating ideas & prewriting

    2. Writing

    3. Revising & redrafting

    4. Editing & Proofreading

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    THE WRITING PROCESS

    1. Generating ideas & prewriting

    - freewriting [writing all messages ideas that come intoyour mind]

    - listing [composing a list of all the things that need to go into thedocument]

    -clustering [determining the relationship among the ideasof a message]

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    THE WRITING PROCESS

    2. WRITING

    Gathering info

    Considering strategyDirect strategy = states the message goal first

    Indirect strategy = warms up the audience

    with info & goodwill before delivering themessage goal

    Outlining & drafting

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    THE WRITING PROCESS

    3. Revising & redrafting

    Revision = re-vision.

    4. Editing & Proofreading

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    Business Writing Style

    Business writing focuses on the

    audience and how they will interpretand respond to the message

    The You View

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    The YOU View

    Not You View You View

    All of our customers will receive a 10%

    introductory discount on every item we

    carry

    You will receive a 10% introductory

    discount on every item in the store

    Wed like to say thanks for your generous

    contribution to the Sheriffs Teen Relief

    Fund

    Thank you for your generous contribution

    to the Sheriffs Teen Relief Fund

    Our operators are standing by. Call now !

    Your shipment will be sent as soon as your

    amended payment is received.

    The order will be sent when the amended

    payment is received.

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    Positive expression and Reader Benefit

    We cannot process your loan application until we receive yourmothers maiden name

    Focus on the positive aspect of the message :

    Your loan application will be processed as soon as we receive

    your mothers maiden name

    Replace negative words : cant, wont, unfortunately, reject, bad,boring, unacceptable, poor.

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    Active Sentences & Concrete Language

    Passive Sentences Active Sentences

    This policy is for the benefit of all

    employees

    This policy will benefit all employees

    The proposal is scheduled to besubmitted sometime this week.

    I will submit the proposal this week

    Smoking in the office would be in

    violation of company policy

    Smoking in the office violates company

    policy

    The memo was written by John John wrote the memo

    There are many payment options

    available to our clients

    You have several payment options

    available.

    Active sentences emphasize the person and the subject carrying out an action.

    In passive sentences the subject receives or is granted the action

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    Avoid passive verb structure. Often verbs are weakened when they are used

    as nouns. When a verb is used in a noun form, several other words have to be

    added as well, which makes the sentence longer, and harder to read.

    Passive Verb Structure Active Verb Structures

    These concerns should be taken into

    consideration

    Please consider these concerns

    The elimination of the primary debt is our

    most important priority

    Our first concern is to eliminate the

    primary debtAll winners will receive notification

    through the mail

    All winners will be notified by mail

    Several celebrities will make an

    appearance at the gala

    Several celebrities will appear at gala

    We will hold a discussion of the new

    bylaws at the next stockholders meeting

    We will discuss the new bylaws at the

    next stockholders meeting

    Our sales staff will do everything they can

    do to provide customers with the ultimate

    in accommodation

    Our sales staff will do everything possible

    to accommodate customers.

    The implementation of the new

    procedures led to increase production

    Production increased when the new

    procedures were implemented.

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    GrammaticalCorrectness

    Grammatical errors make it more difficult to

    grasp your meaning, and make you seem

    unprofessional.

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    Marthas Cleaning Supply

    4004 Vineyard Drive

    Pasadena, CA 911011

    March,1, 2007

    Ms. Dorrien Schary

    317 Popman Street, #17

    Newhall, CA 91321

    SUBJECT : Rate reduction in shipping cost

    Dear Ms. Scary

    [Introduction]

    [Body]

    Sincerely,

    MarthaMorrisey

    Owner/Operator

    Enclosures

    cc : Hooverman Collection