Chapter 5

The Writing Process and an

Introduction to Business Message
 The Process of Writing

Planning Drafting Revising

• Revising contents,
• Gathering and
• Being flexible structure and
collecting
• Keeping going formats
• Analyzing and
• using your own • Editing sentences
organizing
favorite strategies and words
• Choosing a form
• Proofreading
 Text Messaging
 Writers should focus primarily on clarity in
achieving their objectives.
 Because text messaging is less formal than other
types of messages, shortcuts are often used and
accepted.
 Users should avoid them if they interfere with
clarity.
 Text messages should convey ideas completely with
minimal need for response.
 Email
Including the Prefatory Elements:
 To: Prime recipient.

 Cc: If someone other than the prime recipient is

to receive a courtesy copy.
 Bcc: Blind courtesy copy. The recipient’s
message will not show this information; that is,
he or she will not know who else is receiving a
copy of the message.
Email
 Subject: This line describes the message as
precisely as the situation permits. The reader
should get from it a clear idea of what the
message is about.
 Attachments: In this area you can enter a file
that you desire to send along with the
message.
 The message: The information you are sending
goes here.
 Single-space body;
double-space between
paragraphs.

Use angle brackets

for Internet addresses

Dear Dawn: Include a salutation

for a friendly tone.
To speed telephone installation and improve service within the
main facility, we are starting a new application procedure.
Service request forms will be available at various locations
within the three buildings. When you require telephone service,
pick up a request form at your nearest location. Fill in the Write complete
sentences and use
pertinent facts, obtain approval from your division head, and upper and lower-
send the form to Brent White. case letters.
Please call me at 451-0593 if you have any questions about this
new procedure.
Best,
Jay Murray, Vice President, Facilities and Operations Use a complimentary
Phone: (245) 451-0593 ● Fax: (245) 451-3389 close and include your
E-Mail: jmurray@pro.com contact information.
Writing Plan for Email

Subject
Summarize the message content.
line

Expand the subject line by stating the

Opening
main idea concisely in a full sentence.
Writing Plan for Email

Provide background data and explain

the main idea. In describing a
Body procedure or giving instructions, use
command language (do this, don't do
that).

Request action, summarize the message,

Closing
or present a closing thought.
Writing Plan for Requests

Subject Summarize the request and note the

line action desired.

Begin with the request or a brief

Opening
statement introducing it.
Writing Plan for Replies

Subject Summarize the main information from

line your reply.

Start directly by responding to the

Opening
request with a summary statement.
Writing Plan for Requests

Provide background, justification, and

Body details. If asking questions, list them in
parallel form.

Request action by a specific date. If

Closing possible, provide a reason. Express
appreciation, if appropriate.
End