Writing Business Message

Planning

1. Purpose of the message

2. Audience in your mind

3. Main Idea of the message

4. Channel

Purpose

Purpose is the primary reason to write or speak. Its identification leads to determination of the contents of the message.

General Purpose

For example, the purpose of a collection letter should be two-fold i.e. asking for money and at the same time maintaining good relations with the customer.

Visualizing the reader (receiver). (consideration/courtesy)

It is very important to adapt the message to the reader’s views. But writer often does not know much about the reader.

The audiences has a size, composition, age level, and gender.

Main Idea

This is the message that is being communicated.

Channel

The method used to communicate the message.

Oral

This is verbal communication, and ususally receives an immediate response.

Written

This is a written message, such as a letter. It does not need an immediate response, and audience may be somewhat far.

Electronic

This is an electronic message, like a text or email. It may or may not need an immediate response, and the audience may be very far.

Composing

1. Organizing

2. Formulating

Organizing 

It is the outline of you message, written or mentally.

GENERAL ORGANIZING PROBLEMS

Include irrelevant material

Take too long to get the point

Getting ideas mixed up

May leave out necessary details

Solutions

Define and group idea

Start with main idea

Stress with main points

Illustrate with evidences (concreteness)

Formulating

This is the first draft.

Revising

1. Editing

2. Rewriting

3. Producing final message

4. Proofreading

Editing

This is the first stage of revising where the contents of your messages are read word by word and all grammatical and punctuation errors are corrected.

You attitude

Ensure this is maintained, without the usages of ‘you’

Rewriting

The second stage of revising is rewriting the entire message, removing all unnecessary repetitions.

Producing final message

The message is formatted to be readable.

Proofreading

Using electronic spell checkers to ensure there are no mistakes.

Direct Messages

Good news and direct request.

Short business messages

1. Direct request

2. Good news

3. Bad news

4. Persuasive request

Indirect Messages

Bad news and Persuasive messages

Examples for direct

Claims and adjustments

Examples for indirect

Rejecting adjustments

Types of Letters:

Inquiry, Order, Claim, Adjustment

AIDA Plan

Attention, Interest, D, A

Example of AIDA Plan