BUS 217W Email and Grading Guide.pdf - OIA APPROACH FOR BUSINESS WRITING Orientation(first paragraph of your message—primary information • • •

BUS 217W Email and Grading Guide.pdf - OIA APPROACH FOR...

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12 OIA APPROACH FOR BUSINESS WRITING Orientation (first paragraph of your message—primary information) Frontload your purpose, making it clear why you are writing (this is your primary information). If your audience will require context to make sense of your purpose, provide such context briefly to orient your audience. Announce any primary action or action requests. If there is an urgency for action, frontload the deadline. If the deadline is not urgent, put it in your concluding paragraph. If your main purpose is to convey a directive, do it here. Set the tone of the message. Consider whether you must go beyond the baseline tone ( courteous , respectful, and positive ). If you think that your audience might be resistant before they even begin to read your message, do something in your introduction that will begin shaping the audience reaction in a more positive way. If possible (and context-appropriate), begin by addressing the audience’s needs, concerns, and/or priorities. Information (one or more paragraphs between your introduction and conclusion— secondary information) Provide secondary / supporting details, explanations, clarifications, information, etc. Be as detailed as possible to improve your chances of eliciting a useful response. Address relevant audience information needs. Detail any supporting information the reader may need to perform a task, fulfill a request for information, etc. Use bullets, headings, or tables to improve accessibility/readability as needed. However, only use such visual devices if they are needed and do not overuse them. These devices are common in memos, but much less common in email and letters. Action (one or two short paragraphs at the end of your message) Set any deadlines (as needed) and provide reasonable explanations for those deadlines. If there is urgency around deadlines, however, this information should be frontloaded in the Introduction. Give clear instructions if follow-up action is required. Provide contact numbers when appropriate. Close on a positive, forward-looking note when possible.
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13 4 BASICS OF BUSINESS WRITING 1. Is Your Communication Ethical? The following list details characteristics commonly associated with unethical actions and decisions: Lying One or more of the stakeholders involved is treated unfairly. A lack of transparency exists to keep some stakeholders at a strategic disadvantage. Someone is being manipulated, bullied, intimidated, or otherwise threatened. Intentionally inaccurate presentation of circumstances or motives. An atmosphere of confrontation and suspicion is created, turning stakeholders against one another so that someone can take advantage of a person, a situation, or an opportunity.
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