Business Communications: Chapter 4-Writing Business Messages

“You” Attitude
Speaking and writing in terms of your audience’s wishes, interests, hopes and preferences
Euphemisms
Milder synonyms
(To convey your meaning without carrying negative connotations)
Bias-free language
Avoids words and phrases that unfairly and even unethically categorize or stigmatize people in ways related to gender, race, ethnicity, age, disability or other personal characteristics
Credibility
A measure of your believability and is based on how reliable you are and how much trust you evoke in others
Style
The choices you make to express yourself: the words you select, the manner in which you use those words in sentences, and the way you build your paragraphs from individual sentences
Tone
Overall impression
Conversational Tone
Palin language that sounds businesslike without being stuffy at one extreme or too laid-back and informal at the other extreme
(Use Plain Language when creating a conversational tone… Plain language presents information in a simple, unadorned style that allows your audience to easily grasp your meaning)
Active Voice
The subject performs the action and the object receives the action
Example:
“Jodi sent the email message”
Passive Voice
The subject receives the action
Example:
“The email message was sent by Jodi”
Abstract word
Expresses a concept, quality or characteristic
Concrete word
Stands for something you can touch, see or visualize
Cliches
Terms and phrases so common that they have lost some of their power to communicate
Buzzwords
Newly coined terms often associated with technology, business or cultural changes
Jargon
Specialized language of a particular profession or industry
Simple sentence
Has one main clause (a single subject and single predicate)
Compound sentence
Has two main classes that express two or more independent but related thoughts of equal importance, usually joined by and, but, or or.
Complex sentence
Expresses one main though (the independent clause) and one or more subordinate thoughts (dependent clauses), often separated by a comma.
Compound-complex sentence
Has two main clauses, at least one of which contain a subordinate clause.
Topic sentence
Reveals the subject of the paragraph
Transitions
Connect ideas by showing how one thought is related to another
Inverted Pyramid
Which you reveal the most important information briefly at first and then provide successive layers of detail that readers can consume if they want
Executive summary
For mobile use: users like it short and simple
Requires you to write two documents:
1. Executive Summary- shorter document for mobile use
2. Longer supporting document that readers can access with their PCs if they want more details
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