Chapter 4: Library Assignment # 5 | empirestate2
Writing Business Messages. your company's image are vital aspects of building strong relationships with your audience. Using Bias-Free Language. Build a strong relationship with your audience by establishing your credibility and . Bias-free language avoids words and phrases that unfairly and even. You also should do a lot of research about the audience beforehand so you can address the When composing business messages, how can you communicate with an authentic voice and Bias-Free Language ().
Reword sentences to use they or to use no pronoun at all. Vary traditional patterns by sometimes putting women first women and men, her and his. Racial and ethnic bias. The central principle is to avoid language suggesting that members of a racial or an ethnic group have stereotypical characteristics. The best solution is to avoid identifying people by race or ethnic origin unless such a label is relevant.
As with gender, race, and ethnic background, mention the age of a person only when it is relevant. When referring to older people, avoid such stereotyped adjectives as spry and frail. Avoid mentioning a disability unless it is pertinent.
Writing Business Messages
Put the person first and the disability second. Sometimes these needs are obvious and direct, such as when you're appealing for a budget increase for your department. Other times, the need may be more subtle. For instance, you might want to demonstrate your understanding of the marketplace or your company's concern for the natural environment.
Two key efforts help you address your own needs while building positive relationships with your audience: Show that you can distance yourself from emotional situations and look at all sides of an issue. Awareness of audience needs. Credentials, knowledge, and expertise. Demonstrating impressive communication skills is not enough; people need to know they can count on you to get the job done. Audiences also need to know that you believe in yourself and your message.
If you are convinced that your message is sound, you can state your case confidently, without sounding boastful or arrogant. Support your points with evidence, not empty terms such as amazing, incredible, or extraordinary.
The impression you make can enhance or damage the reputation of the entire company. Thus, your own views and personality must be subordinated, at least to some extent, to the interests and style of your company.
Many organizations have specific communication guidelines that show everything from the correct use of the company name to preferred abbreviations and other grammatical details. Specifying a desired style of communication is more difficult, however.
© Prentice Hall, 2007 Business Communication Essentials, 3eChapter 4 - 1 Writing Business Messages.
Observe more experienced colleagues to see how they communicate, and never hesitate to ask for editorial help to make sure you're conveying the appropriate tone. The right choice depends on the nature of your message and your audience. Most business messages aim for a conversational tone, using plain language. To achieve such a conversational tone in your messages, try to avoid obsolete and pompous language, intimacy, humor, and preaching or bragging.
Writing Business Messages
Plain English is a way of writing and arranging technical materials so that your audience can understand your meaning. Your choice of active or passive voice also affects the tone of your message. Avoid obsolete and pompous language.
Business language used to be much more formal than it is today, and some out-of-date phrases still remain. You can avoid using such language if you ask yourself, "Would I say this if I were talking with someone face-to-face? Such pompous language sounds self-important. Avoid preaching and bragging. Few things are more irritating than people who think that they know everything and that others know nothing. Be careful with intimacy. Most business messages should avoid intimacy, such as sharing personal details or adopting a causal, unprofessional tone.
However, when you do have a close relationship with your audience, such as among the members of a close-knit team, a more intimate tone is sometimes appropriate and even expected. Be careful with humor. Humor can be an effective tool to inject interest into dry subjects or take the sting out of negative news. However, use it with great care: Because it's close to the way people normally speak, plain English is easily understood by anyone with an eighth- or ninth-grade education.
Plain English can also help you simplify the messages you prepare for audiences who speak English as a second or even third language. The Plain English Campaign a nonprofit group in England campaigning for clear language defines plain English as language "that the intended audience can read, understand and act upon the first time they read it.
Characteristics Characteristics Your choice of active or passive voice also affects the tone of your message. When you use active sentences, your messages generally sound less formal and make it easier for readers to figure out who performed the action. In contrast, using passive voice de-emphasizes the subject and implies the action was done by something or someone. Use the active voice to produce shorter, stronger sentences and make your writing more vigorous, concise, and generally easier to understand.
The passive voice is not wrong grammatically, but it is often cumbersome, is unnecessarily vague, and can make sentences longer. Nevertheless, using the passive voice can help you demonstrate the "you" attitude in some situations: When you want to be diplomatic about pointing out a problem or error of some kind.
When you want to point out what's being done without taking or attributing either the credit or the blame. When you want to avoid personal pronouns in order to create an objective tone.
With these insights into how you can adapt to your audience, you're ready to begin composing your message. Composition is easiest if you've already figured out what to say and in what order refer to the outlining advice in Chapter 4although you may need to pause now and then to find the right word.
You may also discover as you go along that you can improve on your outline. Feel free to rearrange, delete, and add ideas, as long as you don't lose sight of your purpose. First, pay close attention to correctness.
Although debating the finer points of usage may seem like nitpicking, using words correctly is important. If you make grammatical or usage errors, you lose credibility with your audience. Just as important as selecting the correct word is selecting the most suitable word for the job at hand. Words can be divided into two main categories.
Function words express relationships and have only one unchanging meaning in any given context. They include conjunctions, prepositions, articles, and pronouns. Your main concern with functional words is to use them correctly. Content words are multidimensional and therefore subject to various interpretations.
They include nouns, verbs, adjectives, and adverbs. These words carry the meaning of a sentence. Content words have both a denotative and a connotative meaning. The denotative meaning is the literal, or dictionary, meaning.
The connotative meaning includes all the associations and feelings evoked by the word. An abstract word expresses a concept, quality, or characteristic.
Abstractions are broad, encompassing a category of ideas. They are often intellectual, academic, or philosophical. A concrete word stands for something you can touch or see. Concrete terms are anchored in the tangible, material world.
Chapter 5 - Writing Business Messages by Brian Kwan on Prezi
Instead, they are concerned with using language to be clear, concise, and accurate. To reach their goal, they employ the following techniques: Choose words that express your thoughts most clearly, specifically, and dynamically.
Nouns and verbs are the most concrete, so use them as much as you can. A message can also have various moods, so it is important to use different types of transitions to illustrate you mood in that paragraph. Emphasizing the positive 6. To avoid the loss of your credit rating, please remit payment within 10 days. You failed to specify the color of the blouse that you ordered. You should have realized that waterbeds will freeze in unheated houses during winter. Courteous Communication You claim that you mailed you check last Thursday, but we have not received it.
We seemed to have failed to receive it.
It is not our policy to exchange sale items, especially after they have been worn. It seems a little worn so we cannot exchange it for a new one. You neglected to sign the enclosed contact. I received you letter, in which you assert that our shipment was three days late. You failed to enclose your instructions for your new will. Bias-Free Language For an Indian, Maggie certainly is outgoing.
Maggie is certainly outgoing! His performance is not affected by his handicap, which is amazing because he probably needs a wheelchair. A pilot must have the ability to stay calm under pressure, and then he must be trained to cope with any problem that arises.
A pilot must have the ability to stay calm under pressure, and her or she must be trained to cope with any problem that arises. Candidate Renate Parsons, married and the mother of a teenager, will attend the debate. Candidate Renate Parsons will attend the debate Senior citizen Sam Nugent is still an active salesman.