Business Style (Amy y Henry)

Developing an appropriate business writing style will reflect well on you and increase
your success in any career. Misspellings of individual words or grammatical errors
involving misplacement or incorrect word choices in a sentence can create confusion,
lose meaning, and have a negative impact on the reception of your message. Which style
you use will depend on your audience, context, channel, and the purpose of the message
(among other reasons)
To develop an effective business writing style:
• Use shorter sentences.
• Use simpler sentence structures.
• Use active voice.
• Write from the point of view of the company.
• Write more univocally. (The voice of the company is always already a
social voice).
• Identify the agents of actions unless there is a good reason for hiding
agency.
• Avoid nominalizing verbs. (changing verbs into nouns, i.e. "decide"
into "decision.")
• Recommend action rather than refer to individual mental states.
• Avoid qualifiers that weaken recommendations or express doubt.
• Avoid self reference and references to individual states of mind.

Use simpler sentence structures:  

"The product name must meet the following tests:" (Not, "If we want the product to
sell well in the Northwest and eventually in select, international markets as well as to
compete with distributors of similar name brands, the name must meet the following
tests:)  
Use active voice:
"The term, ‘Cascade’ conjures images of nature." (Not, "Images of nature are
associated with the term, ‘Cascade.'") 
Write from the point of view of the company:
"The company must change the name of its bottled water product." (Not, I
recommend that the company change the name of its product.")  
Write more univocally. (The voice of the company is always already a social
voice). 
"The company must change the name of its bottled water product." (Not, "Even
though Jerry in the Advertising Department and Sue in Public Relations disagree, the
company must…etc.")
Identify the agents of actions: 
"The sales representatives adopted a new approach." (Not, "A new approach was
adopted.") 
Avoid nominalizing verbs: (changing verbs into nouns, i.e. "decide" into
"decision.")
"The managers decided to change the name of our project." (Not, "The
managers made a decision."
Recommend actions rather than refer to individual mental states:
"We recommend names that parallel the age-old and pure qualities of the product."
(Not, "We believe you should use…," or "We think," "We imagine," "We presume,"
etc.)
Avoid qualifiers that weaken recommendations or express doubt: 
"We recommend that your company avoid ‘earth surface’ words." (Not,
"We tentatively recommend that your company, if at all possible, avoid,‘earth surface’
words."
ADDITIONAL EXAMPLES AND ADVICE ABOUT STYLE
To help you write any business document that requires you to make
recommendations, consider the following advice
Select words in an appropriate register for your reader.
Register: The vocabulary and tone that fits a particular social group.
Examples:
• "almost like joining a fraternity or sorority" (more effective for student
audiences)
• "or whatever" (more effective in informal, personal communications)
• "paradigm shift" (more effective for academic audiences)
• "Your existing workforce consists of state-of-the-art robots." (harsh tone)
• "Workers today are reluctant to kill themselves for money." (exaggerated
tone .)
2. Use active rather than passive voice.
Active voice: Uses action verbs.
Passive voice: Uses forms of the verb, "to be," (is, be, am, are,
was, were, been)
Examples of Passive Voice:
• "What the company is missing is…."
• "Conclusions have been drawn and recommendations have been made."
Changed to Active Voice:
• The company lacks…
• The report concludes with recommendations.
3. Use the imperative voice for recommendations:
Imperative Voice: Begins with a verb, assumes the subject, "you."
Explanation: The imperative voice is concise and eliminates the moral tone of
"should" and the overly emphatic tone of "must."
Examples:
• "Balance work with the lives of employees."
• "Recognize the value of middle management."
• "Create self-managed work-teams."
4. Use verbal rather than nominal forms of words.
Nominal forms: Verbs changed into nouns or adjectives.
Examples:
• "person-organization fit issues"
• "management directed policies"
Verbal forms: Change nouns back into verbs.
Examples:
• "Company policies fit employee expectations."
• "Managers direct policy."
5. Use parallel structure, particularly within lists.
Parallel structure: Phrases that repeat the same grammatical structure.
Explanation: Parallelism enables readers to read documents more efficiently.
Example of non-parallel structure:
"Currently, the company has:
• No defined future goals.
• Shortsighted without budget and long term mission.
• Merit system.
• Do not appear prepared to meet rapid changes."
Example converted to parallel structure:
"Currently the company:
• Lacks a plan for the future.
• Needs a mission statement.
• Rewards merit only for individual production.
• Adjusts too slowly to market forces."
6. Eliminate Unnecessary Words to Communicate Concisely:
Example:
"My suggestion is that we must begin to socialize our employees into the Lincoln
culture so that they internalize the core values of cost-reduction and high-quality that
Lincoln embraces."
Example revised:
"Train employees so they will internalize the core values of the company."
7. Divide long sentences into shorter sentences.
Long Sentences: 25 words or more.
8. Avoid qualifiers.
Qualifiers: Words that weaken claims.
Examples:
• "It may be necessary to…."
• "Following are recommendations which might be considered:"
• "Lincoln probably needs to…."
9. Avoid personalizing pronouns, and therefore personalizing problems.
Example:
Change "You need to"… to "Lincoln Electric needs to…"

Message format (Jennifer y Anny Cesa)

Message Writing: A message is a short piece of information given in a written format.
When a person cannot speak to another person directly he/she leaves a hand-written note
or forward a text message through mobile or any communicating source.  Sometimes the
message is also sent orally by voice messages.

The primary concerns of the discussion ought to be fused in the message precisely and
plainly. It instructs understudies to recover and decipher data. A message can likewise
be composed dependent on some composed contributions, rather than a telephonic
discussion. For example a declaration or composed notes.
A message can be written in a formal way or an informal way, based on the conditions.
The message should be written in a square or rectangular box and in a proper format.

Message Writing Format

The message should be conveyed to another person in a proper format, whether it is a
formal or informal message. The message should be written in a polite manner. Informal
messages can be written in a casual manner but in an understandable language. The
formal message writing will require the below-given format.
• Heading of the message

• Date and Time

• Salutations

• Body of the message

• Sender’s name

Tips to Write Messages

• Try to utilize the language that is reasonable for the peruser. More perplexing jargon
in a message routed to a youngster would prompt inadequacy.

• Limit yourself in words, to as far as possible (50 words).

• Try not to add additional data. The message ought to be short and direct.

• Plan before you pen. Simply make a rundown of the multitude of significant focuses
on an unpleasant sheet (last sheet of your answer booklet) so you remember the
pertinent focuses while composing. This likewise encourages you in keeping a
succession, which is vital.

• Ensure you twofold check for linguistic precision and spellings. They convey marks.

• Encase the message inside a container utilizing a honed pencil.

• Try not to utilize long sentences in the body of the message.

• Roundabout or detailed discourse should be utilized.

What is the format of message writing?

Answer:
A message, whether it is formal or informal, should be written in a proper format. It should
include the date, time, name of the recipient and name of the sender, compulsorily.
How to write a good message?

Answer:
Good messages are short, clear, complete and correct. The message should not be
lengthy but brief. It should clearly mention the point of the message. The message should
be short but should convey the complete message. There should be any information that
is missed. The message is written should be accurate and correct.

How to write a telephonic message?

Answer:
If a person receives a call on behalf of another person, then he should write a message to
the rightful person. He/she can use the phrases, “Mr.__ called today”, or “Mr. ___telephoned
you today or yesterday”, “Mr.___ has called for you”, etc.

How to write a professional message?

Answer:
To write a professional message, keep the below points in mind:

• Always greet the person to whom you are writing a message

• Explain why you are writing

• Keep the message short

• Write the date and time at the top of the message

• Close the message with a gratitude

Message Writing Examples

Example 1: You are Anny. Your sister is not at home. You received a call from her friend
that her dance class got cancelled. Since you are in a rush to go out, so you will leave a
message for her. Now write the message with a word limit of fewer than 50 words.

Jennifer: Hello! Is Amy at home?

Anny: No. She went outside. May I know who is this calling?

Jennifer: I am Jennifer, Amys friend.

Anny: Ok. Is there any message for her, I can pass?

Jennifer: Yes, please tell her that tomorrow’s dance class is cancelled, since our dance
teacher had an emergency and she has to go out of town. The next class will be on
Tuesday.

Anny: Sure. I will let her know. Thank you.

Jennifer: You are welcome!

Mail : Message:
Dear Amy,

Your friend Jennifer called today and she has informed me that tomorrow’s dance class is
cancelled, as your dance teacher has to go out of town for some emergency. Your next
class will be on Tuesday.

Anny

Bussiness solicitations: Rafael

ASK, REQUEST,  mean to seek to obtain by making one's wants

known. ASK implies no more than the statement of the desire.  ask a favor of
a friend  REQUEST implies greater formality and courtesy.  requests the
pleasure of your company  SOLICIT suggests a calling attention to one's
wants or desires by public announcement or advertisemen

ormal

1 
a : to ask for (something, such as money or help) from people, companies, etc.

[+ object]
• The center is soliciting donations to help victims of the earthquake.

• The company is soliciting bids from various firms.

• The organization is soliciting new memberships/subscriptions.

• The newspaper's editors want to solicit opinions/comments from readers.

[no object]
• The organization is soliciting for donations.
b [+ object] : to ask (a person or group) for money, help, etc.
• Special interest groups are soliciting Congress for funds
Responses in communication (Patricia y Elizabeth)

The responding stage is the stage of the listening process wherein the listener provides verbal and/or
nonverbal reactions based on short- or long-term memory. Following the remembering stage, a
listener can respond to what she hears either verbally or non-verbally. Nonverbal signals can
include gestures such as nodding, making eye contact, tapping her pen, fidgeting, scratching or
cocking her head, smiling, rolling her eyes, grimacing, or any other body language. These kinds of
responses can be displayed purposefully or involuntarily. Responding verbally might involve asking
a question, requesting additional information, redirecting or changing the focus of a conversation,
cutting off a speaker, or repeating what a speaker has said back to her in order to verify that the
received message matches the intended message.

Responses in communications

https://coping.us/images/Improving_Responding_Communications_Skills.pdf