Five Major Functions of
Business Writing
1. Inform
2. Request
3. Record
4. Instruct
5. Persuade

Define your purpose from the outset

“Know Thy Reader”
(Audience)
1. Why does the reader care?
2. How does the reader benefit?
3. What should the reader do?
4. When should the reader do it?
5. What happens if the reader does take action?
6. What happens if the reader doesn’t take action? 7. Who else will benefit? Why?
8. Where does the reader go for more

Stages of Writing


Prewrite: Mind Map
Organize into an Outline

Stages of Writing


Freewrite

(Write without fear of mistakes. Set a time limit and give yourself rewards).

Stages of Writing


Rewrite: Proofread and edit (Read aloud, borrow another set of eyes) Active vs. Passive Voice
Passive: Object Verb
Noun
The tax claim was processed
Active:

Noun
Verb
Joe processed

by Joe.

Object the tax claim.

The subject of a sentence is the doer of the action. Active vs. Passive Voice
Passive: Object Verb
Noun
The seminar was attended by John.
Active:
.

Noun
Verb
John attended

Object the seminar.

Avoid ALL Wordy
Paragraphs
To me it appears that Smith did not give any attention whatsoever to the suggestions that had been recommended by the consultant.


From all appearances, Smith ignored the consultant’s suggestions. Sentences and words
Make every word count….
“wealthy business person”…..”tycoon”
“business prosperity”….”boom”
“consensus of opinion”…”consensus”
“as a result of”…”because”
“at the present time”…”now”

Ways to Hook the Reader
Question
 Quotation
 Startling statement (fact or detail)
 Opinion


Description
 Short story
 Definition
 Humor


Email – subject lines
Like a newspaper headline!
Has two functions:

Grab reader’s attention

Tells reader what the message is about

Subject Lines – examples
Time cards due Friday!
With your signature invoices are done!

Watch Your Tone !! (Read it aloud…)
Keep cool:
* Irritated: Wait an hour
* Angry: Wait an afternoon
* Furious: Wait a day

Clearly Ask for Action


Phrases like these will help you clearly tell readers what you want them to do:
I will need…
Please notify me…
I will call…
Help us reach…
I look forward to…

Four Considerations for
WIIFMR
1.

Think of every communication as an

opportunity to sell yourself to the receiver. 2. Remember that most receivers are bombarded with communication.
3. Understand the receiver’s needs and point of view.
4. Choose your words carefully – avoid

Curb the Use of
Worn-out Business Clichés

 “At this time”….Currently or presently
 “ASAP”….As soon as possible but pleas

no later than 10 a.m.
 “It has come to our attention”…We noticed  “Pursuant to our conversation”…As we

Tips for Spelling
Use your word processor’s spell-checker (be careful) “Even though it was incontinent, Jesse walked
home