TOPIC 2

“The Business Writing Process”

 Writing tips for the
business professional
Use a writing process

r ewr iting
P

g
itin
Re
vis

Wr
in
g

(Guffrey & Loewy, 2012)

 The Writing Process
Approximately how much time should be spent at each
stage?

Following a process can make you a

better writer or speaker. (Guffrey & Loewy, 2012)
 Stage 1: Prewriting

1. Analyzing the Audience

=> Know the Purpose of your Message
=> Analyze your Audience Prepare to write

2. Anticipating the Audience

=> Reaction of the Audience?

3. Adapting to the Audience

=> Adapt your message: choose the right words, the right tone

Ch. 1-6
 Stage 2: Writing

1. Researching
 Search for more information (from other businesses
/competitors)
 Brainstorm
2. Organizing
 Where to start? How will the writing go?

3. Composing
 Write…

Ch. 1-7
Stage 3: Revising
1. Revising
 Check for clarity, conciseness, tone and
readability
 Rearrange parts? replace certain words?
2. Proofreading
 Check spelling, grammar, punctuation,
appealing format

3. Evaluating
 Accomplish the purpose or not?
Ch. 1-8
 Stage 1: Prewriting
FactorsChoosing Communication
Determining Selection Channels
of Communication Channel
Channel Best Use
Blog When one person needs to present information
Email When feedback is necessary
Face to Face For a rich, interactive medium; used for persuasive and bad news
Face to Face – Group When group decisions are important.
Fax When a written record and speed is important across international
boundaries
Instant Message When online and need a quick response
Letter When a written record or formality is required
Memo Written record to clearly explain policies and procedures
Phone Call When delivering or gathering information quickly
Report or Proposal When delivering considerable data, internal or external
Voice Mail Message To leave important or routing information for the receiver
Video or Audio Call When members are geographically dispersed
Wiki When digital information must be maid available to others
Writing tips for the
business professional
The audience is the most important factor in
business writing.
Knowledge level?

Relationship?
Interest level? Possible
reactions?

Know the audience (Guffrey & Loewy,

2000)
 Develop skillful writing techniques
Goals:
Make your message easy to read
Make your message effective

Techniques include:
Be conversational but professional
Express yourself positively
Be courteous
Use inclusive/bias-free, plain, familiar language
Be precise
1. Positive Language
Stressing what can be done instead of
what cannot be done

Negative-Unpleasant:

It is impossible to open an account for you

today.
 Positive-Pleasant:
As soon as your signature card reaches us,
we will gladly open an account for you.
Positive Language
Instead of this:
Employees may not use the
First Street entrance during
remodeling.
Instead of this:
We cannot fill your order until
we receive an exact model
number.
Try this:
Employees may use the
Market Street entrance
during remodeling.
Try this:
We can fill your order once
we receive an exact model
number.
Positive Language

Instead of this: Try this:

 Notenant may move in until  Tenants may move in on

May 1. May 1.

 Because you failed to include  As soon as we receive your

your credit information, we
cannot ship your order.
credit information, we can
ship your order.
2. Courteous Language
Be polite and courteous when communicating
with your audience as it helps building
goodwill
Courtesy means not only being aware of other’s
perspective but also feelings
Be sincerely thoughtful, appreciative & tactful
Use expressions that show respect
Choose inclusive wordings
 Courteous Language
Tactless , Blunt
 Stupid letter; I can’t
understand any of it.
 Clearly, you did not read
my latest fax.
 I rewrote that letter three
times; the point was clear.
 You must complete this
research by June 1.
 I am sick and tired of being
the only one who removes
jammed paper from the
copier!
More Tactful
 It’smy understanding that I did
not get what u mean.
 Sometimes my wording is not
precise; let me try again.
 I’m sorry the point was not
clear; here is another version.
 Will you please complete this
research by June 1.
 Let me show you how to
remove jammed paper so that
you can complete your
copying.
 Courteous Language
Offensive
Hey man, what’s this I hear
about your wedding?
You didn’t tell any of us about
it. Give my regards to the
lady and wish her the best.
More Tactful
Warm congratulations on your
wedding!
Well, you certainly took us by
surprise. In fact, just a few of
us suspected you were taking
off to get married. But even
though we didn’t hear about it
until later. We wish you the
best.
 3. Inclusive Language
Avoid mentioning gender, race, color, religious beliefs, etc.
Instead of this: Try this:

 Have you called a salesman?  Have you called a salesperson?

 Every executive has his own  Every executive has an office.
office
4. Plain Language
Avoid inflated language.

Each person to whom the request is addressed is solicited to submit, or to

have his or her department representative submit, to the Department of Labor
official described above, a comment on whether the proposed plan, in his or
her considered view, meets the requirements of the 2003 law.
Simple Translation: You may wish to comment on whether the proposed plan
meets the requirements of the 2003 law.
5. Familiar Language
Avoid long, difficult, and unfamiliar words.
Use short, simple, and common words
whenever possible.

Less familiar words: Simple alternatives:

encounter meet

obligatory required
terminate end
 6.Precise Language
Use specific facts and figures
to make your message more concrete.

Vague, General, Indefinite:

Student GMAT scores are higher.
Concrete, Precise:
In 1999 the GMAT scores averaged 600; by
1997 they had risen to 610.
 Precise Language
Comparisons can make an idea
more clear and vivid.

Unclear Image:
“This is a long letter.”
Clear Image:
“This letter is three times as long as you said it
would be”
7. Hidden Messages!!!

Some words and phrases convey a negative

and unpleasant tone.
They may imply a hidden message that the
writer does not intend.
Think twice before using the following
negative expressions.
 Hidden Messages!!!
Negative Language Hidden Meaning
You overlooked => You are careless
You state that => But I don’t believe you
You failed to => You are careless
You claim that => It’s probably untrue
You are wrong => I am right
You do not understand => You are not smart
Your delay => You are at fault

You forgot to => You are inefficient, stupid

and careless