Chapter 2: Planning business messages

When you prepare a business message or oral presentation, you should be certain that your writing is economical, persuasive, audience-oriented, and,

• purposeful

• short

• lengthy

• formal

The first phase of the writing process involves analyzing the audience and your purpose for writing, anticipating how your audience will react to your message, and

• investigating background information.

• composing your message

• adapting your message to the audience

• looking for previous company documents on the topic

Experts say that writers should spend the most time in the___stage of the writing process.

• prewriting

• writing

• revising

• transmission

The primary purpose of business writing is typically to inform or persuade; a common secondary purpose is to

• promote goodwill

• comply with governmental regulations

• create written documentation

• avoid lawsuits

One technique that improves business writing is the use of empathy . Empathy refers to:

• using inclusive language to eliminate bias

• putting yourself in the receivers’ shoes to adapt the message to the receivers’ needs

• appealing to the audience by using a sender focus

• formatting documents to meet business standards

Which of these following sentences best focuses on the audience?

• “We are very pleased to have you as our newest customer”

• “You can help us by sending us your payment immediately”

• “Register now to lock in your preferred travel dates”

• All of the above sentences

As employees conduct more business using instant messaging, they should send messages that are informal, conversational and ___.

• professional

• using abbreviations

• casual

• filled with slang and jargon

Business writers are encouraged to use plain English, which means:

• using active-voice verbs, personal pronouns, short sentences, and familiar words

• writing without weakening qualifiers

• avoiding all negative expressions

• include slangs and low-level diction

Business writers who use words such as perpetuate, spitulate, encompass,... are using language that many readers would consider

• slang

• conversational

• jargon

• unfamiliar

Which of the following is the most acceptable in business writing

• Every physician must carry his own malpractice insurance

• Every physician must carry their own malpractice insurance

• All physician must carry their own malpractice insurance

• Every physician must carry his or her own malpractice insurance