Write Business Messages

8/14/2019 Write Business Messages

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Preparing to WritePreparing to Write

Business MessagesBusiness MessagesPresented by Pawan Vijay

E-MAIL:- [email protected]

PGPSE Student of AFTERSCHOOOL

AFTERSCHOOL

DEVELOPING CHANGE MAKERS, CENTRE FOR SOCIALENTREPRENEURSHIP PGPSE PROGRAMME World Most Comprehensive programme in social entrepreneurship &

spiritual entrepreneurship

OPEN FOR ALL FREE FOR ALL

www.afterschoool.tk


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. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

Business writing is . . .Business writing is . . .

Purposeful.Purposeful. It solves problems and

conveys information.

EconomicalEconomical.. It is concise.

Reader-oriented.Reader-oriented. It focuses on the

receiver, not the sender.


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The 3-x-3 Writing ProcessThe 3-x-3 Writing Process

Phase 1: PrewritingAnalyzing, anticipating, adapting

Phase 2: WritingResearching, organizing, composing

Phase 3: RevisingRevising, proofreading, evaluating


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Analyzing and AnticipatingAnalyzing and Anticipating

Analyze the taskIdentify the purpose

Anticipate the audience

Primary receivers?Secondary receivers?

Select the best channelImportance of the message?

Feedback required?Permanent record required?

Cost of the channel?

Degree of formality?


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Adapting to Task andAdapting to Task andAudienceAudience

Spotlight receiver benefits (the

warranty starts working for you

immediately). Cultivate the you view (you will

receive your order).

Use sensitive language avoidinggender, race, age, and disability biases

(office workers, not office girls).


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Adapting to Task andAdapting to Task andAudienceAudience

Express thoughts positively (you will

be happy to, not you won't be sorry

that). Use familiar words (salary, not

remuneration).

Use precise, vigorous words (fax me,not contact me).


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Developing Reader BenefitsDeveloping Reader Benefits

Sender-focused

We are requiring all

staffers to complete

these forms in

compliance with

company policy.

Receiver-focused

Please complete

these forms so that

you will be eligible for

health and dental

benefits.


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Developing Reader BenefitsDeveloping Reader Benefits

Sender-focused

Because we need

more space for ournew inventory, were

staging a two-for-one

sale.

Receiver-focused

You can buy a years

supply of paper andpay for only six

months worth during

our two-for-one sale.


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Emphasize theEmphasize theYou ViewYou View

We viewWe are issuing a refund.

You view

You will receive a refund.

We view

We take pleasure in announcing an agreement wemade with Hewlett Packard to allow us to offerdiscounted printers in the student store.

You viewAn agreement with Hewlett Packard allows you andother students to buy discounted printers at yourconvenient student store.


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Writers are sometimes unaware of the hidden

messages conveyed by their words.

Hidden Negative MeaningsHidden Negative Meanings


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You overlooked . . . .(You are careless.)

You failed to . . . .(You are careless.)

You state that . . . .(But I dont believe you.)

You claim that . . . .(Its probably untrue.)


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You are wrong . . . .(I am right.)

You do not understand . . . .(You are not very bright.)

Your delay . . . .(You are at fault.)

You forgot to . . . .(You are not only inefficient but also stupid andcareless.)


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Adapting to LegalAdapting to Legal

ResponsibilitiesResponsibilities


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Avoid litigation by using especially

careful language in four areas:

Investment information

Safety information

Marketing information

Human resources information

Adapting to LegalAdapting to Legal

ResponsibilitiesResponsibilities


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Document for AnalysisDocument for Analysis

Revision SolutionRevision SolutionActivity 5.1Activity 5.1

A ti it 5 1


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TO: All Employees Using HP 5000 Computers

Your cooperation is urgently needed in solving a serious

computer security problem. To enable you to keep your

files and those of the entire company secure, please follow

these two actions:

1. Keep your password private. Please do not share it

with anyone.

2. Log on to the computer manually. Avoid using

automatic log-on procedures.

TO: All Employees Using HP 5000 Computers

Your cooperation is urgently needed in solving a serious

computer security problem. To enable you to keep your

files and those of the entire company secure, please follow

these two actions:

1. Keep your password private. Please do not share it

with anyone.

2. Log on to the computer manually. Avoid using

automatic log-on procedures.

Activity 5.1

A ti it 5 1


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By refusing to share your password, you prevent intrusion

into your private files. Automatic log-on procedures are

also dangerous. Although they seem to save time, they

give anyone access to the entire computer system--even a

person without prior knowledge of your password.

Please sign the attached form and return it to me indicating

that you are aware of this urgent problem and are willing

to avoid these two actions in your computer use.

Attachment

By refusing to share your password, you prevent intrusion

into your private files. Automatic log-on procedures are

also dangerous. Although they seem to save time, they

give anyone access to the entire computer system--even a

person without prior knowledge of your password.

Please sign the attached form and return it to me indicating

that you are aware of this urgent problem and are willing

to avoid these two actions in your computer use.

Attachment

Activity 5.1


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EndEnd

Documents

Write Business Messages