Scope Level of detail required. What's the reader expecting? Consider: length, format, and visual elements
Audience Profile Consider: responsibility or position, attitudes, interests, questions, expectations, knowledge, response, relationship to you, background, etc
Rules, conventions and options you need to consider when you write. Your business style is a reflection of how you and your company do business.
Good Business style helps career growth, personal growth, and corporate credibility.
Tone Reflected in the words we use. Reflected in the level of formality. Positive, polite, stresses reader benefits, language inclusive.
Denotation The dictionary definitions of words
Connotation The implied positive or negative emotions, created by words.
Medium How the message is transmitted. Consider: Accuracy, speed, cost, permanence, audience, implication, detail, etc.
Persuasion Communication intended to induce belief or action. We all need to ask a favour, explain a solution to a problem, or present an idea
Executive Rouhgly 10% the length of the report. Summary of the report that accurately reflects the reports' most important information without using an technical
Summary jargon. Highlights the recommendations and conclustions.
Active and The active voice states good and netural news clearly and directly and emphasizes the doer of an action. The questions of "who did it" is always clear
Passive Voice because the grammatical subject "acts" by performing the action of the sentence. The passive voice is less vigorous and forthright. It is not always
Business Purpose-driven, audience-focused, concise and detail oriented. It either persuades or informs.
Header: DATE, TO, FROM, SUBJECT, CC
Report Type Opening Body Closing
Important information, purpose, Summarize request/action.
Expand, discuss, and explain the Who, what, when, where, how long
General Format required action problem, request, or action End date, feedback, contact
Who, what, when, where, how
information, reasons, etc.
Clear and direct subject line Explain the subject clearly Follow-up instructions "more
Informative Direct, action-specific opening Highlight benefits Deadline, Benefits
Focuses on action Outline the procedure in list format
Contact information for questions
Detail the reason for the request and
Request Polite command or direct question Outline multiple requests in a list end date.
State benefits Explain the request after the list
You attitude (all about them)
Refer to previous message.
Reply Summary to introduce response to Bullet points for responses (bolded)Summarize response overall.
questions. Positive tone, forward looking, allow
Major details and points agreed
Follow-up Identifies date and subject of the upon during the meeting are listed in for correction of details & feedback.
meeting (meeting names and titles) Written confirmation of oral
bullet points. agreements
Open with appeal to company to Provide coherent, unemotional
End courteously with request for
Claim Letter stand by its agreements to do the explanation specific action
right thing Supply supporting document
Open directly with a summary
Answer each inquiry logically and Build goodwill by offering other
Response statement to introduce the specific
answers that follow fully in list form (bold) resources and assistance.
Regain customers confidence by Convey respect for the reader and
Claim response Announces good news immediately explaining claim investigation express confidence in renewed
improvements and settlement investigation business relationship.
Information and instruction.
Instructional Summarize the process, activity or Explain with specific instructions End date.
Claim refusal neutral with statement of company neutral language Express confidence in a continued
policy Logical business relationship
offer the next best alternative
Explain the solution and benefits Politely ask for action and connect
Describe the problem and quantify List the advantages and
Persuasive with statically evidence acknowledge counter-arguments action to benefits.
and potential drawbacks.
Link the story to the services. Put Price, benefits, time-limited offer (to
Sales message Like a story - advantages of service
service details in a bulleted list. promote a quick response)
Used for informal and analytical reports. For routine, non-sensitive information.
Direct Approach Informal: Purpose/intro/background. Facts and finding. Summary
Analytical: Purpose/intro/background. Conclusions or recommendations. Facts and Findings. Discussion and analysis.
Explains and clarifies. Give Contact information, input and
Delivers the main message first background information. feedback, deadline, appreciation
Indirect Requires persuasion or education of the reader.
Format: Purpose/Intro/Background. Fact and Findings. Discussion and Analysis. Conclusions and recommendations.
Report Type Opening Body Closing
Explain background and reasons
Buffer - short statement to grab End pleasantly with goodwill
attention that's neutral with facts. statement.
Bad news - balanced by alternative.Informal Reports
* Have a header and footer for these reports. Example: OITC header. Also Include page numbers and references.
Covers details of interest to Closes with synthesis of the value of
Trip/Conference Provides event and location purpose management the event and a suggestion for
Report Previews the major topics refers to enclosed attachments and action (attend in the future, provide
uses headings for major topics speaker, don't go to again, etc.0
Summarize activities and events
Activity Summary (heading) carried out during the reporting Highlight special needs for the next
Activity report "The following is an account for the period. report period
period of May 1030." Describe irregularities/problems
that require management attention
"Background" - purpose and special
Summary of project and proposed Close with confirmation of delivery
Progress Report deadline "Works Completed" time of the next report
"Works to be Completed"
"Anticipated Problems" (optional)
"Background" - jo