Midterm Review Essay
Midterm Review
How to Write Business Messages
Instructor: Le Dinh Minh Tri
Based on: Mary Ellen Guffey, Business Communication:
Process and Product, 5e
Guffey’s 3-x-3 Writing Process
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
2
General things to remember
• Identify the purpose of each message
• Present ideas clearly and concisely. Please avoid a too-long letter • Write a letter from the readers’ perspective, not the writers’ perspective
• Select the best channel
• Profile the Audience
– Primary and Secondary Audience
• Use the right tone
• Use Bias-Free Language
• Avoid negative words or phrase
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process …show more content…
The most important points to remember are these:
1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.
2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower. 3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.
The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
39
Formatting Business Letters the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.
So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.
Complimentary
Closing
1 blank line
Sincerely,
Sharon Montoya
Printed
Name
3 blank lines
Sharon …show more content…
• For claims, consider opening with a review of action you have taken to resolve the problem.
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
52
Building Interest
• Prove the accuracy and merit of your request with facts, figures, expert opinion, examples, and details.
• Avoid sounding high-pressured, angry, or emotional.
• Suggest direct and indirect benefits for the receiver.
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
53
Building Interest
• Direct Benefit: If you accept our invitation to speak, you will have an audience of 50 potential customers for your products. • Indirect Benefit: Your appearance would prove your professionalism and make us grateful for your willingness to give something back to our field.
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
54
Reducing
How to Write Business Messages
Instructor: Le Dinh Minh Tri
Based on: Mary Ellen Guffey, Business Communication:
Process and Product, 5e
Guffey’s 3-x-3 Writing Process
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
2
General things to remember
• Identify the purpose of each message
• Present ideas clearly and concisely. Please avoid a too-long letter • Write a letter from the readers’ perspective, not the writers’ perspective
• Select the best channel
• Profile the Audience
– Primary and Secondary Audience
• Use the right tone
• Use Bias-Free Language
• Avoid negative words or phrase
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process …show more content…
The most important points to remember are these:
1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.
2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower. 3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.
The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
39
Formatting Business Letters the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.
So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.
Complimentary
Closing
1 blank line
Sincerely,
Sharon Montoya
Printed
Name
3 blank lines
Sharon …show more content…
• For claims, consider opening with a review of action you have taken to resolve the problem.
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
52
Building Interest
• Prove the accuracy and merit of your request with facts, figures, expert opinion, examples, and details.
• Avoid sounding high-pressured, angry, or emotional.
• Suggest direct and indirect benefits for the receiver.
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
53
Building Interest
• Direct Benefit: If you accept our invitation to speak, you will have an audience of 50 potential customers for your products. • Indirect Benefit: Your appearance would prove your professionalism and make us grateful for your willingness to give something back to our field.
BC - Spring 2012
Mary Ellen Guffey, Business
Communication: Process and Product, 5e
54
Reducing