Writng Business Letters-prince Dudhatra-9724949948

8/7/2019 Writng Business Letters-prince Dudhatra-9724949948

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WRITTEN BUSINESS

COMMUNICATION(WRITING BUSINESS

MESSAGES)

AMAN SHARMA

prince dudhatra-9724949948


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Adapting to your Audience

Audience attitude Whats in this for me?

If message doesnt meet their needs, less attention

to the message

How to balance the conflicting needs (bad news)

Change related news



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Being sensitive to your audiences needs

Adopt YOUattitude ( Audience centered approach)

you, yours instead of I, me, mine etc.

Instead ofWe offer MP3 players with 50,75 or 100 gigabytes

capacity , Use, Select your MP3 player from three models

with 50,75 or 100 gigabytes capacity

Instead ofTo help us process this order, we must ask foranother copy of the document , Use, So that the order can be

filled promptly, please send another copy of document



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Maintaining standards of Etiquette

React emotionally and pay less attention to

offending messages

By being courteous, it fosters a betterenvironment for communication



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Negative messages or bad news messages

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 his

recommendations for introducing some changes in the

existing 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)prince dudhatra-9724949948


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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 andtechnological tools)



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Optimizing your writing time ( Projects)

As a starting point, try to use half your time for

planning, one quarter for writing, and one

quarter for completing your writing (revising,

proof reading and distributing)

Planning Effectively

Trying to save time by skimping on planning

usually costs you more in the long run



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Organizing the information

Recognize the importance of good organization or

formation 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 the

message is brief, relevant and logical



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Define your main idea

Main idea- a specific statement about the topic ofyour

message

E.g. Topic: Apology letterMain idea: a letter to customer/client for an incident of

poor customer service

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

R&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 offerMusic 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 sent

by 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 myquestions. I look forwardto your response.

Regards,

Jack FinleySalesManager, 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 (deductive) :

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 (Inductive) :

When audience is skeptical, resistant to message

More of informal writing

Start with evidence first

Follow it with your main idea after building your case

Close with the request for actionprince dudhatra-9724949948


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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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Writng Business Letters-prince Dudhatra-9724949948