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Business WritingIntroduction
Types of Business MessagesDirect and Indirect approach to Business
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Business Letters
• Business letters are the formal letters written and senone person/party for the purpose of business activity.
• ince! Business Letters are e"change of letters they acalled as “Commercial Correspondence”
• # “Correspondence” refers to communication throletters
• The writer of letter aims at conveying to the recipientmessage or information in the absence of any personacontact
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Business Letters
• # Business letter provides a permanent recof written communication
• # written communication enables more clea
well organized and well considered mess
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Business Letters
$Messages$• The written messages in business can be
classi%ed as&
• Positive
• Negative• Neutral
• Persuasive
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Business Letters
$Messages$• Positive or Good News Messages:
• Messages that convey a positive information thatrefects your goodwill generosity, reputation!
• "or #$ample: # manager congratulating employeeachieving a speci%c wor' target
• The president of a business writing a note of sympacommiserate (ympathy) with the dead employees
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Business Letters
$Messages$• Negative or %ad News Messages:
• Information that is undesira&le ordisappointing to the readers.
•"or #$ample: # manager*s letter denying a hi'e for an employee
• # termination letter to employee/s
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Business Letters
$Messages$• Neutral or 'outine Messages:
• Messages which are carry information of e(ual orhigher importance than positive messages! but temotional content and involvement is usually
• "or #$ample: # policy (course of action) memo orsent by the manager to its employees
• +ustomer in,uiring about a product
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Business Letters
$Messages$• Persuasive or )nfuential Messages:
• Messages which try to motivate the readers tagree or ma'e them act them act in desired w
•"or #$ample:
• #n advertisement brochure sent by a compana customer or business house
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Direct and Indirect #pproaches to Business Mes
• *he +irect pproach:
• The direct approach immediately and clearly presentsmost signi-cant or most important thought
• If the message is to )n.orm then use the +irect ppr
• The Direct approach is also 'nown as the deductiveapproach in which the main idea! such as recommendconclusion! or re,uest! is stated -rst and then is followany needed e"planation
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Direct and Indirect #pproaches to Business Mes
• *he )ndirect pproach:
• -nder this approach! you do not reveal the main idea you have oered e"planation and evidence.
• If the audience is uninterested, unwilling, disple
or hostile (unfriendly) use the indirect approach• This approach presents reasons &e.ore delivering
actual message
• This is also 'nown as )nductive pproach/
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Direct and Indirect #pproaches to Business Mes
• +irect and )ndirect
http://var/www/apps/conversion/tmp/scratch_7/Direct%20Approach.docxhttp://var/www/apps/conversion/tmp/scratch_7/Direct%20Approach.docx
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tages of Writing Business Messa
P
'e
"ormatti
ng'evising+ra.ting
Prewriti
ng
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tages of Writing Business Messages$rewriting$
• The planning tage in which you thin0 through youwriting assignment and develop an for accomplishin
• Determine urpose
• 0now your 1eaders
• earch and +ollect Data for message
• 2rgani3ed and prepare an otuline
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tages of Writing Business Messages$Drafting$
• 4ow well is the message understood5
• The right &alance of words and the right words fobalance
• 1ight Balance 6 horter sentences and paragraphs!
understanding of message
• 1ight Words 6 +oncise paragraph using short senten
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tages of Writing Business Messages$Drafting$
• #$ample 1
• 2ne of the 'ey function of our business is to ma"imi3e customer gets
• 0ey business function is ma"imi3ation of customer valu
• #$ample 2• The earth,ua'e created havoc on the newly constructe
9oored! building
• The earth,ua'e destroyed the 788 9oored building.
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tages of Writing Business Messages$1evising$
• The process of modifying a document to increase itseectiveness.
• :irst draft may or may not be the %nal
• Loo' for proper words (shorter yet simple)
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tages of Writing Business Messages$:ormatting$
• :ormatting changes the variety of design elements! as white space! margins! line ;usti%cation! typefacesstyles for professional business letter
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tages of Writing Business Messages$roof 1eading$
• 1ead the message for any errors.
• pelling!
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