Presentations text content in Qualities of Effective Written Messages
Slide1
Qualities of Effective Written Messages
Slide2Qualities of Effective Written Messages
Clarity
Tone
Economy
C
ourtesy
Slide3Clarity
Before you begin writing, decide exactly what you want your reader to do.
Decide what your purpose is; then state it directly in the first or second sentence.
Slide4Tone
The tone of correspondence ranges from casual to formal and depends on the situation, the message’s purpose, and the relationship between the writer and the reader.
Most writing at work is less formal and often conversational.
Slide5Tone
Write to an audience the way you would speak to them.
For example, would you talk to the president of the United States the same way you would talk to your Aunt Maggie?
Slide6Tone
Put You Before I
People read all messages looking for “what’s in it for me.”
They are more interested in themselves than they are in your problems, your successes, and your concerns.
They want to know how your message will help them.
Slide7Tone
Be Positive
Even if you feel angry or frustrated, maintain a respectful,
friendly outlook.
You can be firm without resorting to sarcasm or hostility.
Readers are more willing to do what you want if things are stated in a positive manner.
Even negative messages can be stated with a positive tone.
Slide8Tone
Use “Thank You” and “I’m Sorry”
Thanking people should become a habit.
Apologize when something goes wrong.
Slide9Economy
People don’t have time to read everything. Make sure that your message is one that will be read immediately.
Get right to the point, stick to the point, and then end it.
Limit sentences to 20 words and paragraphs to 5 lines.
Slide10Economy
Be brief and concise
Use active rather than passive voice
Do not sacrifice politeness for brevity.
Slide11Courtesy
Use language that is familiar to your reader. Avoid technical jargon unless you are positive your reader will understand it.
Slide12
Qualities of Effective Written Messages
Download Presentation - The PPT/PDF document "Qualities of Effective Written Messages" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.