“How to Compose Business Messages”

Prepared By :-Radhika Khosla

MBA sem-12110155

I. Introduction

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Brief Business MessagesBusiness LettersApplication LettersResumeMemorandumNoticesAgendaMinutesReportsTelex and Telegram

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Business Messages Using TechnologyFax(facsimile)Electronic Mail(e-mail)Instant Messages(IM)Text MessagesBlog PostingsPodcastsPrinted Memos and Letters

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Techniques of composing business messagesEssential writing skillsWriting for effectUsing technology to compose and shape

messagesThree step writing processBasic pattern of business messages

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II. Composing Business MessagesA. Essential Writing Skills Hallmarks of good writing A – For accuracy , appropriateness , attention to

the audience and avoidance of ambiguity B – For brevity C – For correct usage of grammar , clarity Plain words and Plain Style Easily understood by anyone with basic education

,Avoid big & stilted words to be looked up in dictionary ,Use difficult words when fit the need and are understood

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Structure prepare rough draft ,organize the material ,put only required information

Accuracy review facts,figures,mathematical and financial calculations,dates and schedules ,consult current and reliable outside sources of information ,maintain proper structure ,minimize mistakes by double-checking ,follow ethics,avoid enough detail to avoid misleading reader,inaccuracy prompts uninformed source and readers put less faith in such ,leads to lost productivity,embarrassment and serious safety and legal issues

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Correct usage of grammar Punctuations ,Tenses (present past,future),Voice(active voice,passive voice),Verbs(lexical ,auxiliary ),The Eight Parts of Speech ( Verb ,Noun,Adjective,Adverbs , Conjunction,Preposition,Pronoun , Interjection),Active voice subject does the action,stronger than passive voice,passive voice used when doer of the action is important ,grammatical errors are distracting and shows disrespect towards reader , Consult handbooks of grammar , mechanics and usage ,internet and reference books etc04/11/23 13

Selection of words a)Using functional and content words correctly

functional words express relationships and have only one unchanged meaning in any given context includes conjunctions,prepositions,articles and pronouns;content words are multidimensional includes nouns,verbs,adjective,adverbs;functional words show relationship between content words;content words are building blocks,functional words are mortar that holds them together

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d) Short paragraphs focus more on content , easier to read , better organization, readers prefer short paragraph reading , about eight lines is a good average , use of long paragraphs depends upon content, writing paragraph of twelve lines is a good practice , deciding what to include is a matter of judgment ,avoid unnecessary information

Suggestions for non discriminatory writing Use gender neutral words, Avoid words that stereotype by Race , nationality , gender , age, Avoid words that typecast those with disabilities

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B. Writing for effect getting desired effect is a matter of writing skills , the goodwill effect is valuable to the business .

Conversational style Resisting the tendency to be formal, it is warm and natural , produces goodwill effect

“You” Viewpoint emphasizes reader’s interest ,even bad – news message can benefit from you viewpoint

Courtesy conversational language,employing ‘you viewpoint’ , choosing positive words develops courtesy in business message,builds goodwill and promotes friendly human relations

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C. Using Technology to compose and shape messages

Style sheets and templates Auto completion Auto correction File merge and mail merge Endnotes , footnotes , indexes and table of

contents Wizards

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D. Three Step Writing Process

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A. Plan Analyze the situation

Define your purpose and analyze the audience profile

Gather Information Determine audience needs and obtain the

information necessary to satisfy those needs Select the right medium Select the best medium for delivering message

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Organize the information Define main idea , limit the scope , Select

direct or indirect approach , outline the content

B. WriteAdapt to the audience Be sensitive to audience needs with a you

attitude , politeness , positive emphasis , bias free language . Build a strong relationship with the audience by establishing credibility and projecting company’s image

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Control the style with a conversational tone , plain English and appropriate voice

Compose the message Choose strong words that will help create

effective sentences and coherent paragraphs

C. CompleteRevise the message Evaluate content and review readability ,

then edit and rewrite for conciseness and clarity

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Produce the message Use effective design elements and suitable

layout for a clean , professional appearanceProofread the message Review for errors in layout , spellings and

mechanics Distribute the message Choose the medium for delivering the

message , make sure that all documents and relevant files are distributed successfully

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E. Basic Pattern of Business Messagesa) Composing Routine and Positive messages• Using Three Step Writing Processo Plano Writeo Completeb) Writing negative messages Use three step writing process :-o Plano Writeo Complete

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Use direct approach effectively Use indirect approach effectively

c) Writing persuasive messages• Use three step writing processo Plano Writeo Complete• Strategy for developing persuasive messages

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• Structuring the message with AIDA Modelo Attentiono Interesto Desireo Actiond)Creating effective business blogs• Communicating with personal style and

authentic voice• Choosing topic of peak interest to the

audience

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• Encouraging audience to join conversationf) Creating effective business correspondence• Awareness of the objective• Conversational style of writing• Reader’s viewpoint• Stress on positive language• Courtesy• Placing emphasis :-

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oBody of the letteroClosing paragraphoComplimentary closeo Signature and designationo Enclosure and postscript

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g) Composing business letters• Elementso Letter heado Referenceo Date lineo Name and addresso Salutation

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o Subject headingoOpening paragraphoCoherenceo Tactful approach• Strategies for composing business

lettersoDirect approacho Indirect approach

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h) Composing Resume• Guidelineso Should not exceed one pageo Simpleo Conciseo Focusedo Accompanied by a covering letter• Resume generally includes :-

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oPersonal details :- age , fitness , marital status

o Educational qualificationo Specialized trainingo Experience and achievementsoPersonal qualitiesoReferences

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i) Composing memorandum• Guidelineso Avoid errorso Positive toneo Courtesyo Careful handlingo Clarity of purposeo Awareness of the readers

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o Brevity and concisenesso Structureo Variations in format ‘’Email is taking over memo’’j) Composing effective e-mails• Formality considerationso Formalo Informalo Casual04/11/23 36

• General considerationsoConcisenessoClarityo EtiquetteoCorrectnesso Avoid inappropriate use of email

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k) Composing effective reports• Elements :- front matter , Main body ,

Back matter• Essentials :- Knowledge of English

language ,Good judgment of facts , Ability to write accurately , correctly , Ability to think logically and objectively

• Format of report :- printed , letter , memo , manuscript

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• Structure of formal reportso Opening section Cover , title page , copyright notice ,

letter of transmittal , preface , acknowledgement , table of contents , list of charts diagrams and illustrations

o Body of the report• Abstract/executive summary• Introduction• methodology

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• Discussion , conclusion , recommendationso Appendices• Appendix , list of references , bibliography ,

glossary , index• signatureo Steps• Scope• Target audience • Collection of data• Outline• Final draft04/11/23 40

END

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