Preparing to Write

Business Messages
Presented by Pawan Vijay
E-MAIL:- vijaypawan@in.com
PGPSE Student of AFTERSCHOOOL

AFTERSCHO☺OL
– DEVELOPING CHANGE MAKERS, CENTRE FOR SOCIAL
ENTREPRENEURSHIP PGPSE PROGRAMME –
World’ Most Comprehensive programme in social entrepreneurship &
spiritual entrepreneurship
OPEN FOR ALL FREE FOR ALL
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 Business writing is . . .
• Purposeful. It solves problems and
conveys information.
• Economical. It is concise.
• Reader-oriented. It focuses on the
receiver, not the sender.

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 The 3-x-3 Writing Process
• Phase 1: Prewriting
Analyzing, anticipating, adapting

• Phase 2: Writing
Researching, organizing, composing

• Phase 3: Revising
Revising, proofreading, evaluating

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

Analyzing and Anticipating
• Analyze the task
Identify the purpose

• Anticipate the audience

Primary receivers?
Secondary receivers?

• Select the best channel

Importance of the message?
Feedback required?
Permanent record required?
Cost of the channel?
Degree of formality?
. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
 Adapting to Task and
Audience
• Spotlight receiver benefits (the
warranty starts working for you
immediately).
• Cultivate the “you” view (you will
receive your order).
• Use sensitive language avoiding
gender, race, age, and disability biases
(office workers, not office girls).
. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
 Adapting to Task and
Audience
• Express thoughts positively (you will
be happy to, not you won't be sorry
that).
• Use familiar words (salary, not
remuneration).
• Use precise, vigorous words (fax me,
not contact me).

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Developing Reader Benefits

Sender-focused Receiver-focused
“We are requiring all “Please complete
staffers to complete these forms so that
these forms in you will be eligible for
compliance with health and dental
company policy.” benefits.”

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Developing Reader Benefits

Sender-focused Receiver-focused
“Because we need “You can buy a year’s
more space for our supply of paper and
new inventory, we’re pay for only six
staging a two-for-one months’ worth during
sale.” our two-for-one sale.”

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Emphasize the “You” View
“We” view
We are issuing a refund.
“You” view
You will receive a refund.
“We” view
We take pleasure in announcing an agreement we
made with Hewlett Packard to allow us to offer
discounted printers in the student store.
“You” view
An agreement with Hewlett Packard allows you and
other students to buy discounted printers at your
convenient student store.
. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
 Hidden Negative Meanings

Writers are sometimes unaware of the hidden

messages conveyed by their words.

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Hidden Negative Meanings
You overlooked . . . .
(You are careless.)
You failed to . . . .
(You are careless.)
You state that . . . .
(But I don’t believe you.)
You claim that . . . .
(It’s probably untrue.)

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Hidden Negative Meanings
You are wrong . . . .
(I am right.)
You do not understand . . . .
(You are not very bright.)
Your delay . . . .
(You are at fault.)
You forgot to . . . .
(You are not only inefficient but also stupid and
careless.)

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Adapting to Legal
Responsibilities

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Adapting to Legal
Responsibilities
• Avoid litigation by using especially
careful language in four areas:
• Investment information
• Safety information
• Marketing information
• Human resources information

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Document for Analysis
Revision Solution
Activity 5.1

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL

 Activity 5.1

TO:
TO: All
All Employees
Employees Using
Using HP
HP 5000
5000 Computers
Computers

Your
Your cooperation
cooperation isis urgently
urgently needed
needed in
in solving
solving aa serious
serious
computer
computer security
security problem.
problem. ToTo enable
enable you
you to
to keep
keep your
your
files
files and
and those
thoseof
of the
the entire
entire company
company secure,
secure, please
please follow
follow
these
these two
two actions:
actions:

1.
1.Keep
Keep your
your password
password private.
private. Please
Please do
do not
not share
share itit
with
with anyone.
anyone.

2.
2.Log
Log on
on to
to the
the computer
computer manually.
manually. Avoid
Avoid using
using
automatic
automatic log-on
log-on procedures.
procedures.
. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
 Activity 5.1

By
By refusing
refusing to
to share
share your
your password,
password, you
you prevent
prevent intrusion
intrusion
into
into your
your private
private files.
files. Automatic
Automatic log-on
log-on procedures
procedures areare
also
also dangerous.
dangerous. Although
Although they they seem
seem to
to save
save time,
time, they
they
give
give anyone
anyone access
access toto the
the entire
entire computer
computer system--even
system--even aa
person
person without
without prior
prior knowledge
knowledge of of your
your password.
password.

Please
Please sign
sign the
the attached
attached form
form and
and return
return itit to
to me
me indicating
indicating
that
that you
you are
are aware
aware of
of this
this urgent
urgent problem
problem and and are
are willing
willing
to
to avoid
avoid these
these two
two actions
actions inin your
your computer
computer use. use.

Attachment
Attachment
. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL
 End

. Submitted by Pawan, PGPSE Student of AFTERSCHOOOL