As we know by now; communication is key in the workplace. Business Writing should communicate formality, respect, and authority. Choosing the right medium and form to communicate your message, is key to successful communication and the first step in business writing. Among the various mediums available for business communications are:
1. Letters on your organization’s stationary. This form of communication is used to represent a commitment to the recipient and/or to formalize a business relationship.
2. Memos: printed or electronic. This form of communication is used to communicate and circulate information within your organization.
3. E-mail and instant messages. This form of communication is used to communicate quickly within your organization and with customers and others outside your organization. It can also be use to transmit text and graphics files electronically. (Alfred, Brusaw and Oliu, p.306)
After determining which medium will work best for your business writing, the following tips can help you to clearly and effectively communicate your message:
1. Establish your purpose, your reader’s needs, and your scope. Explain what you mean explicitly to avoid people misinterpreting your writing. You can put your reader’s needs and interests first by writing from the reader’s point of view. Often, but not always, doing so means using the words you and your rather than t he words we, our, I and mine. Stay focus on your subject as you write. For international correspondence, be aware of how cultural differences may affect the reader’s interpretation of your message.
2. Outline key points. For a short letter, a memo, or an e-mail, jot down the points you wish to make and the order in which you wish to make them.
3. Write a rough draft from the outline. You should consider whether a formal (somewhat restrained) or an informal style would be more appropriate for your purpose and your audience. Remember that an attempt to sound casual or friendly can instead seem insincere.
4. Take a break. Allow for a cooling period, especially when a letter or an e-mail responds to a problem. Don’t vent emotions. Maintain a cordial and professional tone.
5. Revise the rough draft. Even when writing to a close associate, always be considerate of your reader and check for sense as well as for grammar, spelling, and punctuation.
6. Adjust the format. Especially the arrangement and spacing of letter parts, and print a copy for review and proofing before signing it.
7. Assume final responsibility: as the author of a letter or a memo, you are responsible for its appearance and accuracy. (Alfred, Brusaw and Oliu, p.262- 263)
If you follow these tips, your business writing will be both, concise and adequately developed.
Bibliography:
Alfred, Gerald J., Charles T. Brusaw, and Walter E. Oliu. Writing That Works Communicating Effectively on the Job. 3rd ed., Boston: Bedford/St. Martin’s, 2007.
1. Letters on your organization’s stationary. This form of communication is used to represent a commitment to the recipient and/or to formalize a business relationship.
2. Memos: printed or electronic. This form of communication is used to communicate and circulate information within your organization.
3. E-mail and instant messages. This form of communication is used to communicate quickly within your organization and with customers and others outside your organization. It can also be use to transmit text and graphics files electronically. (Alfred, Brusaw and Oliu, p.306)
After determining which medium will work best for your business writing, the following tips can help you to clearly and effectively communicate your message:
1. Establish your purpose, your reader’s needs, and your scope. Explain what you mean explicitly to avoid people misinterpreting your writing. You can put your reader’s needs and interests first by writing from the reader’s point of view. Often, but not always, doing so means using the words you and your rather than t he words we, our, I and mine. Stay focus on your subject as you write. For international correspondence, be aware of how cultural differences may affect the reader’s interpretation of your message.
2. Outline key points. For a short letter, a memo, or an e-mail, jot down the points you wish to make and the order in which you wish to make them.
3. Write a rough draft from the outline. You should consider whether a formal (somewhat restrained) or an informal style would be more appropriate for your purpose and your audience. Remember that an attempt to sound casual or friendly can instead seem insincere.
4. Take a break. Allow for a cooling period, especially when a letter or an e-mail responds to a problem. Don’t vent emotions. Maintain a cordial and professional tone.
5. Revise the rough draft. Even when writing to a close associate, always be considerate of your reader and check for sense as well as for grammar, spelling, and punctuation.
6. Adjust the format. Especially the arrangement and spacing of letter parts, and print a copy for review and proofing before signing it.
7. Assume final responsibility: as the author of a letter or a memo, you are responsible for its appearance and accuracy. (Alfred, Brusaw and Oliu, p.262- 263)
If you follow these tips, your business writing will be both, concise and adequately developed.
Bibliography:
Alfred, Gerald J., Charles T. Brusaw, and Walter E. Oliu. Writing That Works Communicating Effectively on the Job. 3rd ed., Boston: Bedford/St. Martin’s, 2007.
Great post Mr. Moreno, you did a great job of really incorporating what we did and learned in class and provided some of the most important information from this semester.
ReplyDeleteNice work. I like the use of numbered steps. It makes it easier to go through the steps one by one.
ReplyDeleteBe a tad more concise and stick to a maximum of 250 words. Focus on one aspect of a topic rather than try and cover too much.
ReplyDelete