The Economics and Finance Institute

Chapter 8:
Business Writing Design

Content:
Thinking through the writing design The writing process 1. Generating idea and prewriting 2. Writing 3. Revising and redrafting 4. Editing and proofreading Business writing style Designing memos and letters Designing e-mail message
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Group members and responsibilities:

Vanny Vansithsathya : Thinking through the written design Heng Chanleaphy : The writing process(1&2) Khun Sreypich : The writing process(3&4) Chan Sunyi : Business writing style Khuoy Sotheary : Business writing style Kheang Yanita : Designing memos and letters Yang Maria : Designing e-mail messages Koun Chakrya : Conclusion Sim Kunthea : Slide controller
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Thinking trough the written design

To get a good job, get people to pay attention to your ideas, and to make an impact in your field (as Warren Buffet does), you must start working in your own business writing.

Looking for individuals who have excellent writing skills.

Written language is an important form of verbal communication. The written plan helps the team execute a united marketing effort. Writing accounts for most of the material that memorializes actions, ideas, and contacts.
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The Writing Process

1. Generating ideas and prewriting:
Before you can actually write anything, you must generate some ideas. Several options are available to help you develop your ideas, including free writing, listing, and clustering. Free writing is the process of writing all the message ideas that come into your mind nonstop without lifting your pen or pausing at the computer. Listing is composing a list of all the things that need to go into the document you plan to write. Clustering involves determining the relationships among the facets of a message.

The Writing Process

2. Writing:
Gathering information. Once youve generated the ideas needed to communicate your message, you need to gather the information to explain and support your message goal. Considering strategy. The next step is to consider your purpose: Direct strategy Indirect strategy Outlining and drafting: Outline is a structured list of the information to be included in the message. Drafting is getting the test down on paper of computer screen in its first, bumpy version.
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The Writing Process

3. Revising and redrafting:
Revising means revision, looking at the document as if you had never seen it before. Re-outlining involves writing a new outline based on the original document you wrote. Slash and burn is a total revision strategy in which you select certain points of a document and then rewrite it using only those points from the original work.

Example:

I and my friend is the student.

I and my friend is the student.

I and my friend are students.

4. Editing and proofreading:
Once you are satisfied with your draft, you are ready to prepare its final version. During the editing process, look at the language and style you have chosen.
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The Business Writing style

Most of us are trained to think of writing as an exercise in personal expression. Among them are the you view, positive expression and reader benefits, active sentences and concrete language, and grammatical correctness.

The You View

Your document is the voice of the business for which you are writing. It is not about I or ME but about your audience, the You. A You view, focus on the interest of your readers.

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Not You view

All of our new customers will receive a 10 percent introductory discount on every item we carry.

You view
You will receive a 10 percent 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. Your shipment will be sent as soon as your amended payment is received.

Call now! Thee order will be sent when the amended payment is received.

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Positive Expression and Reader Benefits

Always emphasize what you can do over what you cant do. Occasionally youll need to use a negative word, just be sure that it doesnt dominate the message.

Active Sentence and Concrete Language

Keep your reader interested by using vivid language and active sentence constructions. Active sentences express ideas more directly and emphatically and are less wordy.

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Passive Sentence This policy is for the benefit of all employees

The proposal is scheduled to be submitted sometime this week. Smoking in the office would be in violation of company policy. The memo was written by Dylan. There are many payment options available for our clients.

Active Sentence This policy will benefit all employees.

I will submit the proposal this week

Smoking in the office violates company policy. Dylan wrote the memo. You have several payment options available.

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 You also need to avoid passive verb structures. Use concrete words rather than abstract words.
Passive Verb Structures These concerns should be taken into consideration. The elimination of the primary debt is our most important prior All winners will receive notification through the e-mail. Several celebrities will make an appearance at the Gala. Active Verb Structures Please consider this concerns. Our first concern is to eliminate the primary debt. All winners will be notified by mail. Several celebrities will appear at the gala.

We will hold a discussion of the new We will discuss the new bylaws at the bylaws at the next stockholders meeting. next stockholders meeting.

Introduction
Nothing turns readers off faster than poor grammar and sloppy punctuation.

Beware of thesaurus-itis.
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Commonly Misused Words

The usage of words must be clearly follow by their meaning; Misused words can strongly confuse the meaning of the message sent to receivers.
Words Assure Meaning To promise To make certain To make financial guarantees. A trusted friend Examples I can assure you that all customer information is confidential. The components of this motor oil will ensure the long life of your engine. We will insure the warehouse against fire, flood, and earthquake damage. Mr. Takawas administrative aide is not only his assistant, but also his confidant.

Ensure

Insure Confidant

Confident

Sure of ones own I am confident that have a positive impact in abilities your company.
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Designing Memos and letters

When choosing the channel for your messages, think again about who your audience is. Consider whether the audience is internal or external. Memos used to communicate with people inside, and letters are used to communicate with external audiences.

Introduction
If you have good news or the information you are relating is not likely to produce a negative response from your audience, get to the point right away. Use the introduction to create a rapport with your audience, detailing the message goal as much as possible to make sure it is clear.

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Body
Explain the reasons for the message and offer enough information to clarify its purpose include rationales, facts, policies, anecdotal evidence, and statistics.

Closing
The closing can contain both a call to action and a goodwill statement tells the audience exactly how to respond to the message.

Formatting
The appearance or packaging of your business documents is extremely important.
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Margins

standard margins for any document are 1 inch or 1.25 inches on all four sides, However, some documents should be 2 inches at the top to accommodate letterhead or memo forms.
Use an easy-to-read font such as Times New Roman, Courier, or Helvetica and a point size of between 10 and 14 (12-point type is the most comfortable for most people to read). A justified text is one in which the text is aligned evenly on left and right, as it is in textbooks or brochures. You can also use a hyphen to minimize right margin raggedness. Justified text can difficult to read in the common sizes and fonts used in business, however, so make sure you use a ragged right margin when you write letters and memos. Ragged right margins are easier to read because of standard spacing throughout text.

Font

Justification

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Memos
Memos are an internal channel of communication. Below is the example of Memo : MEMORANDUM
TO: Form: DATE: SUBJECT: Edmund Fox, Shipping Manager Bonilla Orlov, Customer Service Representative June 10, 2003 Missing Shipment #4205

A customer called today to say that he has not received the Camelot Card series he ordered from us eight weeks ago. I tracked the order (#4202) and found that it was to be included in the UPS shipment on April 29, 2003. However, UPS does not have a tracking record of the shipment. A reorder has been placed for the customer-#6708. I would appreciate it if you could handle the shipping procedures personally to ensure this customer receives the shipment. To rule out any potential problems within the warehouse, please track the missing order #4205 as well. I can be reached at ext. 3333, If you need more information. Thank you.
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Letters
In business world, letters serve a variety of purposes, among them requests, claims, adjustments, rejections, reports, sales, and good will responses. There are two common structures for business letters : full block style and modified block style.

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Designing E-mail Message

Communication Style
E-mail is an internal and external written channel of communication that transmits messages over the Internet. E-mail is written communication. We feel more comfortable communicating through e-mail.

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Privacy Issues
Your deleted e-mail might be not all gone. Employees have been suspended or even fired for using email inappropriately. Private or confidential information shouldnt be sent through e-mail. Avoid sending or forwarding jokes, and nonbusiness-related website links. Never send an e-mail message using obscene language or threatens someone.
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Constructing the Message

People spend 30 minutes writing a letter but spend only 5 minutes writing an e-mail message. E-mails should be designed in the way that the receiver can quickly and easily understand them. Before sending your messages, youd better proofread them.

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Suggested Format for E-mail Message

Subject line
To give the reader a clue about the message content

Courtesy copies
To send message more than one person

Salutation
Type your addresss full name and title unless you know him or her well

Body
Try to keep most e-mail message to one screen

Close
E-mail message should end with an appropriate signature.

Attachments
Add a document or file with an e-mail.
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E-mail Dos and Donts

Dont
Type in all caps Use emoticons Ask more than 2 or 3 questions Send what you dont want the world to know Do Scan the subject line of your e-mail Be careful when addressing mail Take your time answering e-mail Set specific time to check your e-mail

Avoid e-mail acronyms Include attachments unless they are necessary

Cut and past relevant information

Ask the original authors permission
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