Choosing the

Best Process
and Form
Chapter 6
The Importance of Skillful
Writing

 Experienced business people tend to place

writing skill ahead of other communication
skills.

 They seek strong writing skills in particular

when considering whom to promote.

 As people move up, their jobs involve handling

more information, and this often requires the
written forms of communication.

 Another reason for strong focus on writing is that

writing is in some ways more difficult to do well
than other kinds of communication.
The Process of Writing

 Planning  Drafting

Determining goals Avoid protectionism when drafting

Analyzing you audience Keep going
Gathering information Use any other strategies that will
keep you working productively
Analyzing and organizing the
information  Revising

Choosing a form, channel, and Editing

format
Proofreading
The Importance of Readable
Formatting

• Avoid an intimidating document.

• Use formatting devices to enhance readability

and comprehension:
– White space
– Headings
– Typographical emphasis (e.g., bold, italics)
– Bulleted lists
– Diagrams and pictures
 The Importance of Readable
Formatting

 I am writing to apply for the job of Fitness Instructor, as advertised in Thursday's

Courant. This is an ideal job for me given my enthusiasm for sport, my related
experience and qualifications.Sport and fitness training have always been
important to me, which is why I chose to take a BTEC Diploma in Sports
Science. I obtained distinctions in the Sports Anatomy & Physiology and Sports
Injuries modules last year and am confident that I will get similar marks in
Exercise Physiology, Mechanics of Sport and Sports Supervision & Management
this year. I am a confident user of Microsoft Office 2000 and have worked
extensively with Fitness Publisher, a program for analyzing fitness. As you can
see from my CV, I've taken the opportunity to gain extra qualifications that were
on offer at college, which has helped me get part-time work as a pool attendant.
I'm called on to provide cover during busy times so am used to working irregular
hours at short notice. I've also run a lunchtime aerobics class at college since the
start of this year. I finish college in six weeks and am keen to find a job rather
than carry on with further full-time study. I could start any part time work or
training sooner as many of my classes are finishing and most of my assignments
are done. I look forward to hearing from you. Would it be possible for a group of
20 Business Studies students - male and female, aged between 18 and 22 - from
Whitcomb Polytechnic to visit you before the end of this term, which is on the
21 December? I realize that you must receive many requests for such visits, and
that the time available may already be booked up. If it is not, and you are able to
see us, I should be most grateful if you could suggest a date and let me know of
any normal conditions you lay down for visits of this kind.
Better Readable Format

I am writing to apply for the job of Fitness Instructor, as advertised in

Thursday's Courant. This is an ideal job for me given my enthusiasm for
sport, my related experience and qualifications.

Sport and fitness training have always been important to me, which is why
I chose to take a BTEC Diploma in Sports Science. I obtained distinctions
in the Sports Anatomy & Physiology and Sports Injuries modules last year
and am confident that I will get similar marks in Exercise Physiology,
Mechanics of Sport and Sports Supervision & Management this year. I am
a confident user of Microsoft Office 2000 and have worked extensively
with Fitness Publisher, a program for analyzing fitness.

As you can see from my CV, I've taken the opportunity to gain extra
qualifications that were on offer at college, which has helped me get part-
time work as a pool attendant. I'm called on to provide cover during busy
times so am used to working irregular hours at short notice. I've also run a
lunchtime aerobics class at college since the start of this year.

I finish college in six weeks and am keen to find a job rather than carry on
with further full-time study. I could start any part time work or training
sooner as many of my classes are finishing and most of my assignments
are done. I look forward to hearing from you.
Main Types of Business
Messages

Letters

Online
Social Memos
Networks

Text &
Instant Emails
Messages
Letters

• The most traditional type of business message

– Format
– Formality
– Audience
Letter Format 1
Letter Format 2
Letter Format 3
Letter Formality

Old and Stiff Modern

 To whom if may concern  Dear Human Resources

 Dear Sir/Madam  Dear pat Smith

 Dear Ladies and Gentlemen  Sincerely

 Dear  Best regards

 Sincerely Yours
Memorandums

• Memorandums (Memos)
– Format
• Date
• To
• From
• Subject
– Formality
– Audience
• A traditional genre being replaced by email
Formality

 Brief written form of communication

 Used within a business or office

 Not as formal as a business letter

 Business memos serve many purposes:

1. Describe problems

2. Request for information or additional resources

3. Contain proposals or requests for proposals

 Though style may vary slightly, memos follow the

same basic format
Memo Format 1
Memo Format 2
Emails

Email
 Advantages of Email
Eliminates telephone tag
Saves time
Speeds up decision making
Is cost effective
Provides a written record
 Disadvantages of Email
Not confidential
May not communicate writer’s emotional
intent
May be ignored
Email Form

 To

 Cc

 Bcc

 Subject

 Attachments

 The message
Illustration of Email Form
Email Structure

 Subject line
Is short (5 – 7 words)
Captures the main point
Is capitalized as you would a book or article
title

 Beginning
Name of the recipient
Generic greeting
Formal salutation
Purpose
Email Structure

• General organization
– Important information first
– Additional information in descending order of
importance

• Other options
– Direct approach (Ch. 6)
– Indirect approach (Ch. 7)
– Business report format and structure
Email Structure

 Casual Writing
 Talking with close friends in everyday situations
 Includes slangs, colloquialisms, contractions,
and personal pronouns.
 May use mechanical emphasis device and
initials (BTW, LOL)
 Sentences short and sometimes incomplete
 Limit to your close friends
 Ex:
Hi Cindy,
Props for me! Just back from reps meeting. We
totally nailed it….plan due ASAP. Meet, my office,
10am, Wed?
Email Structure

 Informal Writing
 Retains some casual qualities (personal
pronouns, contractions).
 Is conversational but not chitchat
 Example: “I’ve read your excellent proposal.
I predict the administrators will approve it.”
Email Structure

 Formal Writing
 Maintains distance between writer and
reader.
 Avoids personal references and contractions.
 Example: “The proposal is excellent. The
executives are likely to approve it.”
Email Structure

 Conciseness
 Keep sentences and paragraphs short
 Use words economically
 Paraphrase previous messages concisely
 Quote selectively

 Clarity
 Practice clear writing techniques (Ch. 2 –
4)
 Use concrete, vigorous, precise language
Email Structure

Etiquette
 Be courteous and fair.
 Build goodwill with every email.
 Never write when angry.
 Avoid “flaming.”
Correctness
 Use the spell checker.
 Use standard business English.
 Remember: Correctness affects
professional image.
Email Structure

 The closing
 Informal
 The writer’s name
 No name
 More formal
 “Thanks,” “Regards”
 Formal
 “Sincerely”

 Signature block
Email Structure

• Emphasis devices
– Italics
– Bold type
– Color
– Asterisks
– Dashes
– Solid caps
• Initials
– BTW
– FYI
– FAQ
– TTFN
– TIA
– LOL
 

Dear Staff,

It has come to the notice of the management, there are certain policies that are not
expectable by most of the employees. These policies are bothering most of the employees
and this is affecting their general performance. Although, most of us have a busy schedule,
we shall bring up the policy plans during our next weekly meeting. 

It has also been found, the project is nearing its deadline and many have not yet completed
their tasks at hand. Your problems and queries will be addressed in the next meeting as
stated above. Thus, it will be better if we start concentrating on our project and give no
opportunity to the client to complain. The management has full trust on its employees and
we hope you will not disappoint us.

Thanks,

Benny Marko

HR Manager

Jackson Consultants
Hey people, We were thinking of changing a few things around
the office. These things have bothered most of us and the
management thinks it is time we take notice of these aspects. I
know that we are all real busy but we should speak about these
points in our next meeting. Also, many have not yet submitted
the reports and the deadline is coming up in the next couple of
days. So, make sure we all concentrate. Thanks, Benny Marko.
Text & Instant Messaging

• Used for promotions, brand awareness, customer

relations

• Typically limited to 150 characters

• Tips
– Cover all critical information.
– Keep it short.
– Strive for clarity.
– Maintain a conversational tone.
– Adapt messages to the audience.
– Keep language and content professional.
Illustration of Text Message
Illustration of Instant Message
Abbreviations

 B4  
 Gr8  ;)
 Cu
 :-0
 U
 
 BTW
 
 NP
 (((H)))
 FBM

 HRY

 TC

 TYT
Social Networking

• Examples
– Facebook, MySpace
– Twitter, LinkedIn
– Personal and corporate blogs
Illustration of FB page
Illustration of Twitter Page
Social Networking

• Uses
– External communication with customers or
clients
– Publicity or product promotion
– Internal communication
– Evaluate potential employees
• Reminder: Nothing on these sites is confidential.
Your employer (or a potential employer) may
view them.
Print VS Online Documents

 Online text produce comprehensive data more

concisely than a print document.

 Can put additional information in links using

online documents

 Print document generally requires that thoughts

be expressed in complete sentences
Inverted Pyramid Writing