Chapter 4 - Planning Business Messages

Chapter 4 - Planning Business Messages

         This chapter will discuss four basic principles of writing, the 3-x-3 writing process, the phase of the writing process, the “you” view, conversational but professional language, bias-free language, simple expression, and vigorous words, how teams approach collaborative writing projects and what collaboration tools support team writing, and the legal and ethical responsibilities of business communications.

The 3-x-3 Writing Process
The writing process will be easier if you follow the 3-x-3 writing process: prewriting – 25% (thinking and planning), writing – 25% (organizing and composing), and revising – 50% (45% revising and 5% proofreading ). This writing process allows you to have a systematic plan, as it is described below.
                   





Adapting to the Task and Audience

1. Developing audience benefits

2.“You” view is necessary used to give emphasize on the audience. The sender focus must be changed to audience focus to show the “you” view as it is shown in this example.



3.Being conversational but professional, adapting to the task and audiences



4. Expressing yourself  positively
Expressing your thought positively makes your surrounding reacts positively as well. The way to express your positive thought is by using positive words or avoiding negative words.

5. Being courteous
Being courteous is an exact way to get good response to a letter, report, or memo. It is not only about saying “please” and “thank you”, but it is also about the tone of your writing.

6. Choosing bias-free Language
You must avoid language which tends to discriminate others – language which is sensitive to people’s sex, race, age, and other differences.

7. Employing Precise, Vigorous Words
To avoid ambiguity which can lead to misunderstanding, you need to use precise and vigorous words. For example, use word “fax me” instead of “contact me”.