Stages In Business Writing PDF

STAGES IN BUSINESS WRITING WRITING IS NEVER AN EASY TASK Writing is NOT only a matter of making decisions but also having the capability to put them into point Writing involves knowledge and proficiency of the rules of grammar Writing is a dynamic process that discovers, incorporates...

STAGES IN BUSINESS WRITING WRITING IS NEVER AN EASY TASK Writing is NOT only a matter of making decisions but also having the capability to put them into point Writing involves knowledge and proficiency of the rules of grammar Writing is a dynamic process that discovers, incorporates and organizes ideas, and thoughts and others WHY IS ORGANIZATION IMPORTANT? Promotes Understanding ◦By making your main point clear at the outset, and by stating your needs precisely, your well- organized message will satisfy your audience’s need for information. WHY IS ORGANIZATION IMPORTANT? Increases Acceptance ◦Softening refusals and leaving a good impression enhances your credibility and adds authority to your messages. WHY IS ORGANIZATION IMPORTANT? Saves Your Audience Time ◦Well-organized messages are efficient. They contain only relevant ideas, and they are brief. Moreover, all the information in a well-organized message is in a logical place. Audience members receive only the information they need, and because that information is presented as accessibly and succinctly as possible, audience members can follow the thought pattern without a struggle. Stages in Business Writing Prewriting Writing Revising PREWRITI NG  PREWRITING In this initial stage of writing, you must determine the following: A. Purpose/Aim Have a clear idea of why you are writing the letter because this will serve as the nucleus of your letter. B. Reader/s Consider the language of your reader. Write as if you were in the position of the reader and from his/her point of view. Your reader’s might be other professionals, your superiors or your co- workers.  PREWRITING C. Action or response anticipated from the reader/s What do you expect your reader to do? To accept an invitation? To make a recommendation? Your purpose should be complementary with what you expect your reader to do.  PREWRITING D. Facts and details needed to be written in an outline form What are the things you need to include in your letter so as to make the reader understand it easily? In this step, you record your thoughts quickly. You list down all possible relevant accurate facts that are related to the purpose. Breaks down a large topic into outline manageable bits and helps ensure that your writing flow logically from one part to another ALL messages contain three or four blocks: 1. News: Whether good news or bad news, the message states its point clearly. There receiver should clearly understand the news unambiguously. 2. Reasons: The reasons section supports or explains the news. This is the needed detail to aid the receiver’s understanding or action. ALL messages contain three or four blocks: 3. Goodwill and Action: This is the closing paragraph where the sender provides a brief, sincere remark designed to continue the working relationship. The closing paragraph is not finished without some detail or reminder related to the purpose of the communication, or call to action. 4. Buffer. This is usually only found in negative and some persuasive messages. A buffer starts a message where the reader is likely be to the negative side of the continuum by warming the reader to the topic, but not laying out the entire outcome of the message. WRITING Writing In this step you initially organize your ideas following your outline. In writing the first draft which is also called rough drafting, the writer has to be very specific. Write freely. Never mind first your spelling, punctuation marks and grammar. Anyway, your rough draft is for your eyes only. REVISING Revising In this step, you reorganize your letter, check errors and see to it that your format and other aspects of business letter writing are followed. This includes: Punctuation Capitalization and usage Margins and spacing Revising It is at this stage that you have to proofread again and again. To revise effectively, you must: 1. Detach yourself from the letter so that you can have an objective look at it 2. Try to assume the role of the critic  Two-Step Revision Process Ensures the final Ensures the grammar and messages proofreading step has corrected any errors. This accomplishes the goal makes sure the wording is identified in the easy to read for the planning step. This is receiver and that the content evaluation. writer’s reputation is well- served by a professional document.