Professional Documents
Culture Documents
if it does not have clear objectives and does not satisfy the needs or expectations of its readers, then it is not an effective business document.
Business Writing
Audience Oriented
- concentrate on looking at a problem from the receivers perspective. Purposeful -write to solve problems and convey information. Economical -present ideas clearly but concisely. Length is not rewarded.
Planning
Establishing the purpose of the document. Assessing the readers. Gathering and collecting information and ideas. Analyzing and organizing.
Grouping the information and putting them in a logical order. e.g.: describing the problem, presenting your evidence and ending with a solution.
Choosing a form, channel and format.
Drafting
Being flexible.
avoid perfectionism when drafting. Keep going. dont let minor problems with wording and grammar distract you. Using your own favorite strategies. e.g. write at your most productive time of the day. talk aloud to clarify your thoughts, take breaks, promise yourself a little reward, etc.
necessary information included? does the overall meaning of the message come through? is the formatting appropriate and helpful? Editing sentences and words. focusing on the style, coherence, word choices. Proofreading. mechanical and grammatical aspects like spelling, typography, punctuations, etc.
Business Correspondence
Letter is a traditional form of business message but
still occupies an important place in the business world. Its purpose is to represent the writer and his/her topic rather formally to the recipient. Very useful in corresponding with an external party whom you dont know. Serves as a record for future reference. Leaves a more durable impression on the receivers mind than an oral message.
Contd
Can reach anywhere, so used to widen
sales letters, application letters, letters to the press, memos, emails, etc.
Direct Inquiry
Direct inquiry letters that ask for
How to do
Pay attention to the tone. Assume your audience will comply. Punctuate questions and polite requests
differently. Be specific. Specify your intentions through words that are simple but direct.
explain in smooth and logical way. List a series of questions that you need information on Ask the most important questions first. Ask only relevant questions. Deal with only one topic per question.
Courteous Close
Close your message with three
Your personal information and contact number to help them respond to you easily.
An expression of appreciation or
Common Reasons
Asking for information and action (routine
Asking for recommendations. Making claims and requesting adjustments. Sending routine responses and positive messages
to know about something. In essence, simple requests say: What you want know or what you want readers to do Why youre making the request Why it may be your readers interests to help you
For legal and ethical reasons ,ask questions which are related to the job. Avoid questions about the applicants race, religion, sex, age, pregnancy and marital status. Avoid questions regarding arrest and conviction record, mental and physical disabilities. Hold any information received in confidence.
Structure
involved.
extremely frustrated. Open with a straightforward statement of the problem. Provide specific details in the body. Present facts honestly and clearly . Politely summarize desired action in the closing. Clearly state what you expect as a fair settlement, or ask the reader to propose a fair adjustment. Explain the benefits of complying with the request, such as your continued patronage.
Answer all questions. Provide all required details. Leave your reader with a good impression of you and your firm.
you-oriented tone.
also have an opening a body a close Readers will be mainly interested in what you have to say, youll use a direct approach
Strategies contd.....
Opening: Place your main idea in the opening Body: Explain all the relevant details
Close: Use a cordial tone; perhaps highlight the benefits to you readers
Write this
Congratulations. Youve been selected to join our firm as a staff accountant, beginning March 20.
Write this
The new Olympic line has replaced the Gatsby sweater that you asked about. Olympic features a wider range of colors and sizes and more contemporary style.
all questions.
To leave your reader/s with a good