Preparing Effective Business Messages

5 PLANNING STEPS:

1. Identify your purpose- the objective of your message is almost twofold: the reason for the message itself and the creation of goodwill.

2. Analyze your audience- see the message from your receiver’s point of view: their needs, interests, attitudes, even their culture.

3. Choose your ideas- the ideas you include depend on the type of message you are sending, the situation & the cultural context.

4. Collect your data- be sure to collect enough data to support your ideas; check names, dates, addresses & statistics for precision.

5. Organize your message- organizing your material before writing your first draft can prevent rambling and unclear messages.

APPROACHES DIRECT (deductive) APPROACH: When your reader or listener will have a

favorable or neutral reaction to your message, use the direct approach.

Begin with the main idea. After the opening, include all necessary details and end with an appropriate, friendly closing.

INDIRECT (inductive) APPROACH: When your reader or listener might react

negatively to your message, you should not present the main idea in the first paragraph.

Begin with a buffer, give an explanation and then introduce the main idea.

BEGINNINGS & ENDINGS: “first impressions are lasting” “we remember best what we read last”

BEGINNINGS: The opening of a message determines

whether the reader continues reading, puts the message aside or discards it.

1. Choose openings appropriate for message purpose and reader.

2. Make the openings considerate, courteous, concise, clear.

3. Check for completeness.

ENDINGS: Closing should be strong, clear & polite,

they should leave a sense of closure & goodwill with the receiver.

1. Make action request clear and complete with 5 W’s and the H.

2. End on a polite, courteous thought.

3. Keep last paragraph concise and correct.

Appearance & design of business messages:

BUSINESS LETTER: Standard parts of the Letter:

1. HEADING – LETTERHEAD AND DATE: Headings-either letterhead or your own address- should be at the top of the letter before the date and before the name and address of the receiver of your message.

2. INSIDE ADDRESS: The inside address should begin with the addressee's name, professional title and address.

3. SALUTATION: They are typed below the inside address & two lines above the body of the letter.

4. BODY: Should be typed single spaced, with double spacing between paragraphs, before and after the salutation, and before the complimentary close.

5. COMPLIMENTARY CLOSE: Sincerely, Sincerely yours, Very truly yours, Warm regards, With best wishes, etc.

6. SIGNATURE AREA: Can include in the signature area several identifications: name of your company, your signature, your typewritten name & business title.

7. REFERENCE SECTION: May include information about the message composer, the typist & sometimes word processing data.

LETTER LAYOUT: PUNCTUATION STYLES:

1. OPEN: No line of any letter part (except body) has any punctuation at the end.

2. MIXED: A colon follows the salutation; a comma follows the complimentary close.

LETTER STYLES:1. FULL BLOCK: every line begins at the left

margin.2. MODIFIED BLOCK: the date,

complimentary close, and signature sections are at the right margin. Rest everything on left margin.

3. MODIFIED BLOCK WITH PARAGRAPHS INDENTED

MEMORANDUMS: Standard memos consist of a heading with

TO, FROM, SUBJECT and DATE. On preprinted forms, the word MESSAGE

may also appear.