Download - 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