Business writing is almost identical to the writing done in high school and college classes.
When writing business documents, quantity enhances quality.
Business writers should attempt to impress readers with their powerful vocabulary and extensive knowledge.
Business writing should be focused on the reader.
To make writing easier, follow a systematic plan when preparing and writing a business message.
Plan to describe your feelings and display your knowledge when preparing and writing a business message.
Make your letters, memos, and reports fairly lengthy so they will attract the desired attention.
Draw on your prior writing experience and imagination to come up with creative ideas for your business messages.
Solve problems and convey information.
Concentrate on looking at a problem from the writer’s perspective.
Present ideas clearly and concisely.
Provide accurate information to be used in making decisions.
Analyzing the purpose of the message and visualizing the customers.
Researching the information to include in the letter.
Composing the first draft of the letter at her computer.
Revising, improving, and proofreading the first draft.
Hit the “Reply” button.
Determine the purpose of the message he will send as a response.
Start composing his reply.
Conduct any necessary research.
Revise to make sure writing is clear and concise.
Write the rough draft.
Gather any needed information through formal or informal research techniques.
Anticipate how readers will respond to the message.
Experienced writers usually spend the most time on the first phase of the writing process.
The steps of the writing process must always be followed in order.
The 3-x-3 writing process is useful for longer, more complex documents.
The writer decides whether a document achieves its purpose in the third phase of the writing process.
Collaborative writing is especially important for memos, letters, and information briefs.
Because collaboration usually takes longer, collaborative writing is not useful for documents with short deadlines.
Members of effective teams are usually eager to implement their recommendations.
Team-written documents and presentations are not standard in most organizations because collaboration has many disadvantages.
Find and Replace
A letter contains important details about a new computer program.
A proposal bullets important reasons explaining why the company should begin the project.
A sales letter includes a sample of the product to show the customer its quality.
A company’s stationery is printed on quality paper and includes a carefully designed logo representing the company.
Inform; promote goodwill
Promote goodwill; persuade
Selecting the appropriate audience for the message.
Using the correct tone for the message.
Adapting a message to the audience.
Selecting an appropriate form or channel for the message.
Determine whether a secondary audience exists.
Identify appropriate language to be used.
Select the most desirable channel.
All of the above.
Identifying the purpose of your message.
Emphasizing receiver benefits.
Selecting the form.
Analyzing the task.
I will ship your order by May 20.
We are pleased to credit your account for $50.
Your benefits begin as soon as you use your new Wilshire Clothing credit card.
We are sure you will enjoy the new vacation package we have put together for you.
Choose the right words and tone.
Stress reader benefits.
Use many first-person pronouns.
Use sensitive, courteous language.
Executives and their wives
Sara is crippled with polio.
The lawyer represented the man in court.
Every employee will have an opportunity to change his benefits plan.
The discount applies only to old people.
Yuki Hiromo, who is Japanese, applied for the job.
Old people receive a discount on Saturdays.
Joe, who is afflicted with cerebral palsy, requires special accommodations.
Customers over 65 may enjoy special rates on Alaskan tours.
You neglected to indicate the color desired.
The procedure cannot be approved without further investigation.
Please mark the enclosed card, indicating the quantity desired.
In your letter, you claim the chair was damaged during shipment.
In your letter you claim that your order was damaged in shipment.
An employee in our shipping department failed to package your order properly.
If you had followed the instructions listed in the manual, your VCR would still be working properly.
We’ll process your order by June 19.
Focus on what can be done instead of what can’t be done.
Express the writer’s true emotions and feelings.
Contain no negative words.
Clearly transfer the blame to the sender.
The report contained innocuous comments about the company’s recent performance.
The board agreed to fix the damage.
The board tried to ascertain the damage to the property.
His derogatory comments to customers caused his employer great consternation.
We plan to institute a new program that will augment employee training.
Please return the form to our Human Resources Department by Friday.
We compensate all new employees commensurate with their experience and qualifications.
He was reticent to vocalize his opinions to the other committee members.
The company looked at the problem.
The company investigated the problem.
The company saw the problem.
The company thought about the problem.
To debate the alternatives
To talk about the issues
To see the results
To think about the plan
Andrew flew to the conference.
Phyllis went to the meeting.
Bill voted against the policy.
John e-mailed his client.
We will tour your facility.
We will inspect your building.
We will study your blueprints.
We will review your blueprints.
After touring the facility, we will evaluate its earthquake preparedness.
After touring the facility, we will assess its earthquake preparedness.
After touring the facility, we will analyze its earthquake preparedness.
After touring the facility, we will determine its earthquake preparedness.
Only positive statements about the employee.
Negative statements about the employee only when they can be substantiated.
Both personal and job-related information about the employee.
All of the above.
Susan is the best marketing director we have ever hired.
Harry has the necessary traits to be promoted quickly in your firm.
Mayumi exceeded her sales quota in each of the last five months.
José is unreliable.
Virginia was absent four days during the last three months.
William is an excellent employee.
Valerie has performed her duties in an exceptional manner over the past five years.
Ingrid lacks motivation.