writin bus letter

8/3/2019 Writin Bus Letter

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WRITTEN BUSINESS

COMMUNICATION

(PLANNING BUSINESS

MESSAGES)

AMAN SHARMA


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Types of Business Messages

Positive messages or good news messages

Negative messages or bad news messages

Neutral messages or routine messages

Persuasive messages or influential

messages


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Positive messages or good news messages

Offering adjustments, expressing appreciation, a note ofthanks, expressing sympathy etc. in businessrelationships

E.g. A sales manager offering to replace the water coolerof the client company received in bad shape

E.g. The CEO of MNC sending an appreciating lettercongratulating the best employee of the year


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Revealing contract denials, job rejection, refusal of creditetc.

E.g. A recruiter sending a message to the candidate whois not selected for the job

A HR manager refusing an associations request of

donation

A bank manager refusing loan to a university student


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Equal or higher importance, Emotional content andinvolvement is generally lower, related to day-to-dayoperations

E.g. A B-school responding to a request for a brochure

A Top level executive sending a memo notifying

employees of a change in policy

A sales manager sending a weekly sales report to thehead office


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Persuasive messages or influential messages

Motivating, influencing, inspiring messages

E.g. A publishing company sending a brochure of theirlatest edition to all management schools

An advertising message

A marketing manager writing a message containing hisrecommendations for introducing some changes in theexisting marketing strategy


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Understanding the 3-step writing process

Step-1 : Planning business messages

Analyze the situation (purpose, audience profile, good time tosend the message?, acceptable purpose? )

Gather information ( Audience needs, audience size, audiencelevel of understanding, audience expectations and preferences,accurate information)

Select the right medium (Oral, written, visual and electronicmedia)

Organizing the information ( a proper organized format)


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Step-2 : Writing business messages Adapt to your audience ( You attitude) Compose your message

Step-3 : Completing business messages Revise your message (Content, readability,

editing, rewriting)

Produce your message (design and layout,professional) Distribute your message ( Personal and

technological tools)


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Optimizing your writing time ( Projects)

As a starting point, try to use half your time forplanning, one quarter for writing, and onequarter for completing your writing (revising,

proof reading and distributing)

Planning Effectively

Trying to save time by skimping on planningusually costs you more in the long run


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Organizing the information

Recognize the importance of good organization orformation of message

Leads to inaccurate conclusion

Tempt to stop reading or listening the message

Ignore the message

Effective organization saves time Advance input from your audience

Audience understand, accept and save time if themessage is brief, relevant and logical


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Define your main idea

Main idea- a specific statement about the topic of yourmessage

E.g. Topic: Apology letter

Main idea: a letter to customer/client for an incident ofpoor customer service

Topic: Funding for R&DMain Idea: Competitors spend more than what we do onR&D


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Limiting your scope

Range of information you present, the overall length, thelevel of detail corresponding to your main idea

E.g. a report outlining your advice to open a new

restaurant; plan for financing source, would becompetitors, financial returns, menu selection, staffrequirements, location etc.

Acc. to your main idea

Get your idea across with fewer points (length limitation)

Group the points under major headings

Few stronger points is a better approach than manyweaker points


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Choosing between direct and indirect

approaches

Hello,

I read on your web site that you offer Music CD copying for largequantities of CDs. I'd like to inquire about the procedures involved inthese services. Are the files transferred online, or are the titles sentby CD to you by standard mail? How long does it usually take toproduce approximately 500 copies? Are there any discounts on sucha large quantity?

Thank you for taking the time to answer my questions. I look forwardto your response.

Regards,Jack FinleySales Manager, Young Talent Inc.(709) 567 - 3498


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Contd..

Hey Tom,

Listen, we've been working on the Smith account and I waswondering if you could give me a hand? I need some inside

information on recent developments over there. Do you thinkyou could pass on any information you might have?Catcha later than.

Thanks man

cheers

PeterPeter ThompsenAccount Manager, Tri-State Accounting(698) 345 - 7843


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Contd..

Direct approach :

When audience is receptive

More of formal writing

Start with main idea ( good news, request)

Follow it with the supporting evidence

Close with a cordial comment or a statement about thespecific action desired


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Contd..

Indirect approach :

When audience is skeptical, resistant to message

More of informal writing

Start casually first

Follow it with your main idea after building your case

Close with the request for action


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Outlining your content

Figure out the most logical way and effective way topresent your major points and supporting details

Two common outline formats:

Alphanumeric outline: I.,A.,B.,1., 2., a.,b.,3., C, II.,A., B.

Decimal outline: 1.0, 1.1, 1.2,1.2.1, 1.2.2,1.2.2.1,1.2.2.2, 1.2.3, 1.3, 2.0, 2.1, 2.1.1, 2.1.2, 2.2

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