Planning Business Message

Writing
 Writing
Using the YOU Attitude CAUTION
• Reader always asks, • DO NOT USE “you” in
“What’s in this for me?’ situations where it may
• Genuine interest for your sound authoritative or
readers rude
• Concern for their needs
• Try to think like your
customer in their
situations
 Adapting to your Audience
In unpleasant situations Be positive
• Use language • Huge difference between
thoughtfully and kindly being negative &
delivering bad news
• Be more formal with
• Show audience the benefit
audience you know less they will get if they pay
the bills, or perform a
duty
• EUPHEMISM:
polite term, substitute, mild
alternative
Downsizing, professional foul

Bias free language
• Gender bias: chairperson,
Ms. ,Dr.
• Racial: race, sect
• Age: old/ young people
• Disability: handicapped,
blind, deaf, dumb etc
Build strong relationship with reader-
binding: bond: personal association
• Build credibility- trust: by
honesty, objectivity
(based on facts),
awareness of audience
needs, credentials
(required certifications,
degrees, diplomas),
expertise (level of
professional skills,
reliability), performance
(completion of assigned
tasks within deadline
assigned) , sincerity
 Projecting your company’s image
Set aside your personal views
& style
• Focus your company’s
preferred
communication medium &
channel (political,
religious, social, economic,
environmental etc)
• Company’s interest
(projects, promotions,
budget deficit, mktg, etc)
• reputation
Be A PRO
• Meet your commitments
• Stay within deadline for
completion of previous
projects & then starting
new ones
• Express any change to
your supervisor
 Writing Style & Tone (attitude)
Conversational tone- balanced
moderate Selecting
• Plain, business like; not • Active voice:
too heavy with thick
expression nor too casual MAKES WRITING MORE
• Difference must be
observed in Texting/
writing DIRECT
• Avoid stale/ pompous LIVELIER
words (pl find attached) ACTIVE
• No preaching / self
bragging EASIER TO READ
• No humour
Passive voice
• Subject receives the action • Example….
• When you want to be
diplomatic about a
problem/ error
• When you want to point
out without taking credit/
blaming someone
• To avoid personal pronoun
“I” for formal tone
Selection of words: start writing
• Exercise free writing- uninterrupted
expression of info/ideas/expert opinions/
observation
• Use correct, effective &clear words to
communicate specifically what you want to
convey & nothing else
• Denotative: literal or dictionary meaning
• Connotative: associations & feelings evoked
by words
• DESK
• CHAIR- KURSI
Abstract words Concrete
• Expresses broad set of • Tangible
ideas , concept, quality • Solid
or characteristic • Visual
• Happy, sad, fun, success, • Direct, clear & exact
communicate

• Computer, office,
building etc
• Concrete words having no • Avoid cliché
physical existence • overused phrase
• shows lack of original thought.
• E.g. ‘a woman's place is in the home’"
• Software
• BUZZWORDS
• Database words fashionable at a particular
• Computer Memory time
• Website Fat-free diet
• In the greater interest of the
country
• Avoid Jargons
• Too much specialized words • Pak is passing thru challenging
times
• Unsuitable for beginners/
customers from other fields
• Take a step back, look at the bigger
picture
• House wife not aware of • Give-and-take
jargons of internet provider
 Effective sentences
• Simple sentence:
John went home. (Subj + predicate)

Compound sentence: (two clauses)

The annual wages were decreased so the employee turnover increased.

Complex compound sentence: (multiple

facts joined coherently)
Profits increased by 35%, so although I agree the company
faces many long term challenges, yet its short term prospects
look impressive.
• Emphasis
• Put ideas/ facts of emphasizing words in
beginning or
• In the end
• As subject of the sentence
• The chairperson called for a vote of the shareholders.
• Having considerable experience in corporate takeover battles, the chairperson called for a vote
of the shareholders.
 Paragraphs
• Topic sentence
• Related/ support sentences
• Transitions :
• Connecting words- moreover, in addition, therefore, accordingly,
similarly, although, in particular, meanwhile, in brief, in other words

• Repeat key phrase/ word (a system must be installed to check

employees time of entering the building. This system will______)

• Correct pronoun (he, she, it, they)

• Paired word (minimum output, maximum
output)
 Paragraph development
• 1 illustration (graphs,
charts, diagrams, • Pg 170
tables)
• 2 comparison/
contrast (facts &
figures of last year
with current)
• 3 cause & effect
• 4 classification
• 5 problem & solution
 Seven C s
To make final written word
most meaningful
• Correct • If you don’t settle your
• Clear dues by 22nd march 2017,
• Complete we will drag you to the
court and settle it there.
• Concise
• Courteous • Please pay us by 22nd
march 2017, to avoid any
• Considerate
legal complications.
• Concrete (specific /
solid/ factual)
• Convincing