TO: MEMORANDOM
DATE: FROM: SUBJECT: January 00, 2010 Mr. Orendorff Team 30 Chapter 6: Writing Business Messages
This memo is to inform the readers on how to write an effective business message that is both clear and to the point. All business messages should adapt to the needs and expectations of their audience. If it is done successfully, you will have effectively communicated your message and will have left the audience feeling satisfied. Being sensitive to your audiences needs, building a strong and meaningful relationship with your audience, and controlling the style of the message to maintain a professional tone will benefit your business message and audience.
THE IMPORTANCE OF ADAPTING YOUR MESSAGES TO THE NEEDS AND EXPECTATIONS OF YOUR AUDIENCE IS TO:
BE SENSITIVE TO YOUR AUDIENCES NEEDS Use the You attitude Maintain standards of etiquette Emphasize the positive Use bias-free language BUILD STRONG RELATIIONSHIPS WITH YOUR AUDIENCE Establish your credibility Be honest and objective Project a positive company image CONTROLLING YOUR STYLE AND TONE Use a conversational tone Use plain English Know when to use passive or active voice
FOUR WAYS TO ACHIEVE A BUSINESSLIKE TONE
1. Avoid obsolete and pompous language 2. Avoid preaching and bragging 3. Be careful with intimacy
4. Be careful with humor
THE WORDS YOU USE IN YOUR BUSINESS MESSAGES SHOULD BE CAREFULLY SELECTED.
Not only should correct grammar and usage of the words be important, but also the meaning certain words portray. Certain words are more effective than others simply because of the denotative or connotative meaning they possess. Denotative words are more explicit and specific. Connotative words more are implicit and associative.
Another aspect to consider when choosing the right words for your business message is whether they are abstract or concrete. Concrete words are definitely more effective in a business message. Abstract words, which express a concept, quality, or characteristic, should only be used when necessary in your business messages. FINDING WORDS THAT COMMUNICATE Choose powerful words Chose familiar words Avoid clichs Use jargon carefully
HOW SENTENCE STYLE AFFECTS EMPHASIS WITHIN YOUR MESSAGE
The sentence styles used in your messages should also be taken into account. By selecting the optimum type of sentence and arranging your chosen words to emphasize the key points in your sentence, a more effective sentence is formed. Therefore, a better business message is created for your audience. FOUR TYPES OF SENTENCES Simple Compound Complex Compound-complex In order to make your entire business message more effective, use all four types of sentences. This provides a sense of balance and variety for your message. It also keeps the audiences attention.
FIVE WAYS TO DEVELOP COHERENT PARAGRAPHS
Illustration Comparison or contrast Cause and effect Classification Problem and solution
WRITING EFFECTIVE E-MAIL SUBJECT LINES IS VERY IMPORTANT.
It lets the recipients decide on whether or not to read your e-mail message. Make sure your subject lines are both informative and compelling for the audience. Keep your emotions under control when writing an e-mail message.
In conclusion, if these guidelines for writing effective business messages are used, there will be no question on whether or not your message was clear and concise for your audience.