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Week 3:







Mr. Wilbert Jones
Week 3 Business to Business Communication
Frederick R. Paige III












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Business Communication
In todays business world, digital and electronic communication makes up most of ways
that we interact. The technological advances make up this change from the written or formal
types of communication. Speed, accessibility, and convenience make up some of the reasons
most businesses have gone to e-mail as a formal way of communication. Businesses can
communicate accurately which allows businesses to grow. Electronic media that surrounds the
average consumer are television commercials, e-mail advertisements, Internet, social media sites
such as Facebook and Twitter. Consumers are also flooded on the Internet with banking
websites that allows consumers to check account balances, transfer funds, pay bills, and even
apply for loans. Electronic media communication is a reason that EC (electronica commerce)
has become a regular practice we use in our daily lives. EC is the process of buying, selling,
transferring, or exchanging products, services, goods, and information through electronica means
such as the Internet. The practice of doing business electronically saves time, money and
enables todays businesses to grow on a global scale.
Business-to-Business Message
In todays digital economy, many financial institutions promote a variety of services,
which it can offer to businesses, small and large. Financial institutions know the value in online
commerce; therefore it has made major advancements in the way it does business. Business
owners do not need to go to financial institutions to find the lowest rates on business loans or
speak face to face with a loan officer. Most services can be obtained via the Internet through
logging into the banks website and applying for loans, investment services, checking accounts,
payroll services and 24-hour support for those services.
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Electronic mail is the most commonly used form of communication today. When
businesses send emails to other businesses or individuals either to conduct continual business or
begin new business, the person receiving the e-mail can save the message in a variety of ways of
hard proof and even keep files for record purposes. Emails can be sent as a letter, memo or a
document with an attachment. A convenience of e-mail is that it can be sent to multiple users or
individuals. Emails can also be sent anonymously using the BCC (blind carbon copy) line in
which, only the sender can see who the message has been sent to. Many features can be used in
e-mail that cannot be used in writing a letter or sending a memo such BCC, multiple receivers
simultaneously, automatic read receipt, auto-generated responses and so forth. One of the best
things about e-mail is that companies, businesses and individuals can have thousands of emails,
save them and have a written record of the information being sent and received without all of the
actual paper documents. E-mail also allows companies to transmit complex and elaborate
messages to many receivers. In a descriptive analysis of the e-mail, an individual has multiple
options to design the message that they wish to send.
One message that a bank could send a business owner or business would be a general E-
mail, soliciting a business loan:
Greetings, have you thought about expanding your business for any reason. Need a new
storefront? Want to make additions to your inventory but dont have the cash? Apply now for a
business loan, small or large, we can help. Apply today for easy financing.
This is an example of a general E-mail that a banking institution could possibly send to
business owners. The purpose of the email is to solicit business but also get the business owner
interested in only a few short sentences. The message of the email is short and concise letting
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the receiver know the intent of the message without the extra reading that could deter the reader
from automatically deleting the email.
Another type of email a banking institution could send would be a descriptive email in
reference to an automatically generated response that the business owner solicited based on a
variety of surveys that could have been filled out. Because the computer is smart it can
sometimes automatically generate e-mails based on preference. Just like shopping online and
using e-commerce, suggestions on last items reviewed or purchased will be somewhere on the
page. This is also true for surveys and questionnaires filled out online. Another, more personal
correspondence that can be generated by a financial institution to a business can read something
like this:
Mr. Smith, we noticed your interest you took in our institution through the survey you
took on online banking. Let me share with you some other ways we can be of assistance to
you. We have primary business memberships in which, businesses earn 10% cash back on all
purchases if you have your payroll service with us, which we will be glad to assist you with
setting up. We also cater to small business through loans, community projects and customer
referrals. Let me know if I can be of assistance to you. Jim.
This example is more personal from an actual representative of the company. The sender
is not automated which gives the reader a more personal feel and something more to connect to
than just the business aspect of the email. The receiver might feel more inclined to respond
because of this personal feel.
Another example of correspondence in business-to-business messages could be
something from the small business to the banking institution:
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Wells Fargo, I am writing to fully understand the loan process and the requirements for
the application process. I have just started a new business and am in need of some financial
backing. I have collateral to bring forth and documentation that can be added to the process once
I understand the process of the loan application. Please have a loan officer call me to set up an
appointment so I can move forward in doing business with you. Thank you for your time.
Business Owner.
The tone of this message from the sender is direct and straightforward. The sender was
honest and plainspoken about his request for information about the banking institution. The
reader could fully comprehend the message and give appropriate feedback without wonder or
confusion as to what the sender is asking. The message and technology were appropriate given
the environment and purpose of the request. A written letter could have taken weeks to get a
response where as this email could generate a response in a matter of days or even hours.
An example of a business-to-business message with Bank of America and a business
owner could go something like this:
Example Email:
To: Bank of America
From: Business Owner (Joe)
Subject: Request for a business loan
Loan Officer, I am writing to request a business loan of $100,000 from your bank. I need the
loan to help pay for improvements to my business which is currently under another loan.

I have carefully considered my options and have decided to apply for a secured loan because I do
not want to link the debt to my current loan. Also, according to my calculations, I will be able to
pay off the previous loan faster as I plan to take it out over a shorter period of 10 years.

My business revenue is currently $20,000 annually for the past 5 years. Here are the previous
tax statements and work history of the company. I have also checked my credit report with both
Experian and Equifax and the report is average with a couple of dings that can be fixed. I am
currently working on getting those issues addressed.

I have included copies of bank statements for the previous 3 years as well as an income and
expenditure breakdown. I would be very grateful if you could consider me for a business loan of
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$100,000 over the next 10 years. I am prepared to discuss the loan in detail with a loan officer.
You can reach me on the telephone at 000-000-000 to arrange an interview if required.

Thank you.
Business owner.

Example Reply:
To: Business Owner (Joe)
From: Bank of America Loan Officer
Subject: Bank Loan $100,000

Joe,
Thank you for your consideration in applying to Bank of America for a loan of $100,000.
Unfortunately at this time, we cannot grant your request for the following reasons:

We have taken a look at the revenue of the business and currently it grossing $20,000 annually
but it the yearly revenue has declined 5% over the past 3 years annually. The earnings statement
is also inconsistent with growth that is needed to sustain such a large loan over a short amount of
time. Also, in reference to the financial statements, there was pertinent information left out of
the report; which includes, earnings, expenditures, and taxes.

Your individual credit report has a score of 600, which is not sufficient for a business loan of
$100,000 over a 10-year term. The credit report can be fixed and we would be more than
grateful to work with you with our loan officer overseeing the process.

Let me assure you that you can reapply for a credit evaluation after 6 months. We are committed
to providing you and all of our customers with the highest standards of service in the industry. If
you have any questions please dont hesitate to call me at 555-555-5555.

Best Regards,
Loan Officer

Conclusion
E-mails and memos are the most widely used type of written communication. Not
surprisingly, electronic mail has become the main communication channel for millions. Both
educational establishments and the business world recognize the benefits of using electronic
mail. (Roebuck & Mckenney, 2006, Chapter 6). Although E-mails are the most common form
of communication, letters and memos still have a place in business-to-business communication.
The relevance of technology will always dictate the form of communication and how that
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communication is reverenced by society. In order for a business to be successful,
communication is vital link from that business to the outside world.








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References
Roebuck, D. B. (2006). & McKenney, M.A. (2006). Improving Business Communication
Skills (4
th
ed.). Upper Saddle River, New Jersey: Prentice Hall.