McGraw-Hill/Irwin

Copyright 2011 by The McGraw-Hill Companies, Inc. All rights reserved.

Objectives
Describe the writing process and effective writing strategies
Explain the importance of readable formatting
Describe the development and current usage of the
business letter
Describe the purpose and form of memorandums
Understand the phenomenal growth and nature of email
Follow email conventions and organize and write clear
email messages
Understand the nature and business uses of text messaging
and instant messaging
Understand the nature and business uses of social
networking

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Overview
The Writing Process
The Importance of Readable Formatting
The Main Types of Business Messages
Letters
Memorandums
Email
Text messaging
Instant messaging
Social networking
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The Writing Process

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The Writing Process

Planning the Message
Determining goals
Analyzing the audience
Gathering and collecting information
Analyzing and organizing the information
Choosing a form, channel, and format

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The Writing Process

Drafting the Message
Avoid perfectionism.
Keep going.
Use your own favorite strategies.

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The Process of Writing

Revising
Revising
Editing
Proofreading

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The Importance of Readable

Formatting
Avoid an intimidating document.
Use formatting devices to enhance readability
and comprehension:
White space
Headings
Typographical emphasis (e.g., bold, italics)
Bulleted lists
Diagrams and pictures
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Main Types of Business Messages

Letters

Online Social
Networks

Text &
Instant
Messages

Memos

Emails

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Letters
The most traditional type of business message
Format (Appendix B)
Formality
Audience

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Memorandums
Memorandums (Memos)
Format

Date
To
From
Subject

Formality
Audience

A traditional genre being replaced by email

5-11

Emails
Email
Advantages of Email

Eliminates telephone tag

Saves time
Speeds up decision making
Is cost effective
Provides a written record

Disadvantages of Email
Not confidential
May not communicate writers emotional intent
May be ignored
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Email Structure
Subject line
Is short (5 7 words)
Captures the main point
Is capitalized as you would a book or article title

Beginning
Name of the recipient
Generic greeting
Formal salutation
Purpose
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Email Structure
General organization
Important information first
Additional information in descending order of
importance

Other options
Direct approach (Ch. 6)
Indirect approach (Ch. 7)
Business report format and structure
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Email Structure
Informal Writing
Retains some casual qualities (personal pronouns,
contractions).
Is conversational.
Example: Ive read your excellent proposal. I predict
the administrators will approve it.

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Email Structure
Formal Writing
Maintains distance between writer and reader.
Avoids personal references and contractions.
Example: The proposal is excellent. The executives are
likely to approve it.

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Email Structure
Conciseness
Keep sentences and paragraphs short
Use words economically
Paraphrase previous messages concisely
Quote selectively

Clarity
Practice clear writing techniques (Ch. 2 4)
Use concrete, vigorous, precise language
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Email Structure
Etiquette

Be courteous and fair.

Build goodwill with every email.
Never write when angry.
Avoid flaming.

Correctness
Use the spell checker.
Use standard business English.
Remember: Correctness affects professional image.
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Email Structure
The closing
Informal
The writers name
No name

More formal
Thanks, Regards

Formal
Sincerely

Signature block
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Email Structure
Emphasis devices

Italics
Bold type
Color
Asterisks
Dashes
Solid caps

Initialisms

BTW
FYI
FAQ
TTFN
TIA
LOL
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Text & Instant Messaging

Used for promotions, brand awareness, customer
relations
Typically limited to 150 characters
Tips

Cover all critical information.

Keep it short.
Strive for clarity.
Maintain a conversational tone.
Adapt messages to the audience.
Keep language and content professional.

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Social Networking
Examples
Facebook, MySpace
Twitter, LinkedIn
Personal and corporate blogs

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Social Networking
Uses
External communication with customers or clients
Publicity or product promotion
Internal communication
Evaluate potential employees

Reminder: Nothing on these sites is

confidential. Your employer (or a potential
employer) may view them.
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