Qualities of Effective Written Messages Clarity Tone Economy C ourtesy Clarity 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 ID: 652095
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Slide1
Qualities of Effective Written MessagesSlide2
Qualities of Effective Written Messages
Clarity
Tone
Economy
C
ourtesy Slide3
Clarity
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.Slide4
Tone
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.Slide5
Tone
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?Slide6
Tone
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.Slide7
Tone
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.Slide8
Tone
Use “Thank You” and “I’m Sorry”
Thanking people should become a habit.
Apologize when something goes wrong.Slide9
Economy
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.Slide10
Economy
Be brief and concise
Use active rather than passive voice
Do not sacrifice politeness for brevity.Slide11
Courtesy
Use language that is familiar to your reader. Avoid technical jargon unless you are positive your reader will understand it.