+

WRITING YOUR MESSAGE

CHAPTER 2

+
LEARNING OBJECTIVES

Being sensitive to audience needs

Establishing credibility

Tone

Selecting words

Sentence types

Paragraphs

+
ADOPTING THE YOU ATTITUDE
To help us process this
order, we must ask for
another copy of the
requisition.

We

Yo
u

So that your order can

be filled promptly,
please send another
copy of the
requisition.

+
ADOPTING THE YOU ATTITUDE
We are pleased to
announce our new flight
from Montreal to
Toronto, which is any
hour on the hour.

We

Yo
u

Now you can take a

plane from Montreal to
Toronto any hour on
the hour.

+
ETIQUETTE
Instead of

Use

You really fouled things

up with that last
computer run.
Instead of
Youve been sitting on
our order for two
weeks. We need it
now!

Use

+
EMPHASIZE THE POSITIVE
Instead of
It is impossible to repair
your vacuum cleaner
today.
Instead of
We apologize for
inconveniencing you
during our remodelling.

Use
Your vacuum cleaner will
be ready by Tuesday.
Use
The renovations now
underway will help us
serve you better.

+
USE BIAS-FREE LANGUAGE

CONTROL YOUR STYLE

AND TONE

+
CREATING CONVERSATIONAL
TONE

Texting is not writing

Avoid obsolete and pompous language

Avoid preaching and bragging

Be cautious with intimacy

Be cautious with humour

SEE TABLE ON PG. 31

+
SELECT ACTIVE OR PASSIVE
VOICE
Active Voice

Passive Voice

Jodi sent the

email

The email was

sent

Avoid the passive voice except when diplomacy

is required
Active Voice
(undiplomatic)

Passive Voice
(diplomatic)

You didnt place

the order

The order was

not placed

+
FIND WORDS THAT
COMMUNICATE WELL

+CREATING EFFECTIVE
SENTENCES

+
VARY THE FOUR TYPES OF
SENTENCES
Use all 4 sentence types
Simple
Property taxes will increase next
year.

Complex
Although our profits have
improved this quarter, we must
continue to identify areas for
cutting back.

Compound
Job losses continue to climb, and
no change is expected soon.

Compound-complex
The housing market has been
volatile, so although real estate
remains a good investment, I
recommend that you be
cautious.

+
EMPHASIZE KEY THOUGHTS
Use extra words or short sentences to give the key
thought more space
The chairperson called for a vote of the
shareholders.

Having considerable experience in corporate

takeover battles, the chairperson called for a
vote of the shareholders.

+
EMPHASIZE KEY THOUGHTS
Make the key word the subject of the sentence

I can write letters much more quickly using a

computer

The computer enables me to write letters much

more quickly.

+
EMPHASIZE KEY THOUGHTS
Place the key thought in the most emphatic part of
the sentence
The economy has improved since the
government began investing in jobs

Since the government began investing in jobs,

the economy has improved

+CRAFTING COHERENT
PARAGRAPHS

+
UNDERSTAND THE ELEMENTS
OF A PARAGRAPH

Topic Sentence

Support
Sentence

Support
Sentence

Support
Sentence

+
UNDERSTAND THE ELEMENTS
OF A PARAGRAPH
Transitions
Use connecting words:
and, but, or, nevertheless, however, in
addition
Echo words or phrase:
It is a product that will change the way
business is done. This product has been
developed.
Use pronouns:
Janice has exceeded all of our expectations.

+
UNDERSTAND THE ELEMENTS
OF A PARAGRAPH
Frequently Used
Transitions
moreover, furthermore, in addition
Additional Detail
therefore, because, since, thus
Causal Relationship
similarly, likewise, still, in comparison
Comparison
whereas, conversely, yet, however
Contrast
although, if
Condition

+
UNDERSTAND THE ELEMENTS
OF A PARAGRAPH
Frequently Used
Transitions

Illustration
for example, in particular, in this case
Time Sequence
formerly, after, meanwhile, sometimes
Intensification
indeed, in fact, in any event
Summary
in brief, in short, to sum up
Repetition
that is, in other words, as I mentioned earl

+
DEVELOPING PARAGRAPHS
Technique
Illustration

Description
Use examples to demonstrate
an idea

Comparison or Contrast
Use similarities and differences
Cause and Effect

Focus on the reasons for something

Classification

Categorize a general idea

Problem and Solution

Pose a problem, offer a solution

+CHARACTERISTICS OF
GOOD WRITING

+
CLARITY
the

qualities of clearly written

prose include :
carefully

defined purpose
logical organization
well-constructed sentences
precise word choice
Clarity

can also be achieved by

organization

+
CONCISENESS

Being concise means brevity and

completeness

Omit needless words

Say what you need to say in the least amount

of words

+
COMPLETENESS
A

piece of writing is complete when it is

detailed enough to support itself, while citing
any external sources

Dont

omit important information

Include

everything needed so that the reader

can fully understand your message

Visuals

Charts

Facts

+
CORRECTNESS
Accuracy

above all else

Make

sure all facts, figures, and formats

are correct before sending out or
submitting your writing

Incorrect

information or formatting can

make your message difficult to
understand

+
COHESIVENESS
Cohesion

concerns the flow of sentences

and paragraphs from one to another.

It

involves the tying together of old

information and new.

Cohesiveness

can be achieved by proper

usage of
Organization
Repetition (word variations, pronouns etc)
Transitions