Completing Business Messages

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Business Communication Today, 9e

Chapter 6 - 1

Three-Step Writing Process

Planning
Analyze Situation Gather Information Select Medium Get Organized
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Writing

Completing
Revise Produce Proofread Distribute
Chapter 6 - 2

Adapt to the Audience

Compose the Message

Business Communication Today, 9e

Moving Past the First Draft

Content, Organization, Style, and Tone Final Draft

Overall Readability

Clarity and Conciseness

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Business Communication Today, 9e

Chapter 6 - 3

Revising the Message

Content Organization Style and Tone
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Business Communication Today, 9e Chapter 6 - 4

Reviewing for Readability

Flesch-Kincaid Grade Level Score

Flesch Reading Ease Score

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Business Communication Today, 9e Chapter 6 - 5

Increasing Skim Value

Sentences
Paragraphs Listed Items Headings
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Business Communication Today, 9e Chapter 6 - 6

Editing for Clarity

Sentence Style
Faulty Parallelism Dangling Modifiers Long Noun Sequences
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Business Communication Today, 9e Chapter 6 - 7

Editing for Clarity

Camouflaged Verbs
Sentence Structure Awkward References Excess Enthusiasm
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Business Communication Today, 9e Chapter 6 - 8

Editing for Conciseness

Wordy Constructions
Long Words or Phrases Redundant Wording It is/There are Starters
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Business Communication Today, 9e Chapter 6 - 9

Revising with Technology

Revision Tools

Spell Checker

Grammar Checker
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Thesaurus

Style Checker
Chapter 6 - 10

Business Communication Today, 9e

Producing the Message

Multimedia Elements

Design Elements
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Business Communication Today, 9e Chapter 6 - 11

Multimedia Elements
Presentation Software Graphics Software

Video Clips and Sound Bites

Hypertext Markup Language

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Business Communication Today, 9e

Chapter 6 - 12

Designing for Readability

Message Effectiveness

Audience Perceptions
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Business Communication Today, 9e Chapter 6 - 13

Design Elements
Consistency
Balance Detail Restraint
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Business Communication Today, 9e Chapter 6 - 14

Design Techniques

White Space Margins

Justification
Typefaces

Type Styles
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Business Communication Today, 9e Chapter 6 - 15

Using Technology
Templates and Style Sheets Page Setup Column Formatting

Paragraph Formatting

Numbered and Bulleted Lists

Tables and Textboxes

Pictures and Objects

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Business Communication Today, 9e

Chapter 6 - 16

Format for Business-Letters

Letterhead Stationery Date Salutation
xxxxxxxxxxxxxxxx

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xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Inside Address

The Message
Complimentary Close

Signature Block

xxxxxxxxxxxxxx,

xxxxxxxxxxxxxx
xxxxxxxxx xxxxxxxxx

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Business Communication Today, 9e

Chapter 6 - 17

Format for Memos

Memo Title
XXXXXXXXXXXXXXX
XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx

Headings

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

The Message

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Business Communication Today, 9e

Chapter 6 - 18

Proofreading Your Message

Grammar and Usage Edited Copy Punctuation Design Errors Spelling Errors and Typos Final Report

Missing Material

Overall Format

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Business Communication Today, 9e

Chapter 6 - 19

Proofreading Advice
Make multiple passes
Use perceptual tricks

Get some distance

Stay focused and vigilant Review hardcopy documents Double-check high-priority items
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Business Communication Today, 9e Chapter 6 - 20

Distributing the Message

Cost Concerns Convenience Time Constraints Security and Privacy
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Business Communication Today, 9e Chapter 6 - 21