Writng Business Letters-Prince Dudhatra-9724949948

WRITTEN BUSINESS
COMMUNICATION
(WRITING BUSINESS
MESSAGES)
AMAN SHARMA
prince dudhatra-9724949948
Adapting to your Audience
 Audience attitude “ What’s in this for me?”

 If message doesn’t meet their needs, less attention
to the message
 How to balance the conflicting needs (bad news)
 Change related news
Being sensitive to your audience’s needs
 Adopt “YOU” attitude ( Audience centered approach)

 you, yours instead of I, me, mine etc.
 Instead of “ We 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 of “ To help us process this order, we must ask for

another copy of the document”, Use, “So that the order can be
filled promptly, please send another copy of document”
Maintaining standards of Etiquette
 React emotionally and pay less attention to

offending messages
 By being courteous, it fosters a better
environment for communication
Negative messages or bad news messages
 Equal or higher importance, Emotional content and

involvement is generally lower, related to day-to-day
operations
 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 the

head office
Persuasive messages or influential messages
 Motivating, influencing, inspiring messages
 E.g. A publishing company sending a brochure of their

latest 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
Understanding the 3-step writing process
 Step-1 : Planning business messages
 Analyze the situation (purpose, audience profile, good time to

send the message?, acceptable purpose? )
 Gather information ( Audience needs, audience size, audience

level of understanding, audience expectations and preferences,
accurate information)
 Select the right medium (Oral, written, visual and electronic

media)
 Organizing the information ( a proper organized format)

 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 and
technological tools)
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
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
Define your main idea
 Main idea- a specific statement about the topic of your
message
 E.g. Topic: Apology letter

Main idea: a letter to customer/client for an incident of
poor customer service
 Topic: Funding for R&D

Main Idea: Competitors spend more than what we do on
R&D
Limiting your scope
 Range of information you present, the overall length, the
level of detail corresponding to your main idea
 E.g. a report outlining your advice to open a new

restaurant; plan for financing source, would be
competitors, financial returns, menu selection, staff
requirements, 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 many
weaker points
Choosing between direct and indirect
approaches
Hello,
I read on your web site that you offer Music CD copying for large
quantities of CDs. I'd like to inquire about the procedures involved in
these services. Are the files transferred online, or are the titles sent
by CD to you by standard mail? How long does it usually take to
produce approximately 500 copies? Are there any discounts on
such a large quantity?
Thank you for taking the time to answer my questions. I look forward
to your response.
Regards,
Jack Finley
Sales Manager, Young Talent Inc.
(709) 567 - 3498
Contd……..
Hey Tom,
Listen, we've been working on the Smith account and I was

wondering if you could give me a hand? I need some inside
information on recent developments over there. Do you think
you could pass on any information you might have?
Catcha later than.
Thanks man
cheers
Peter
Peter Thompsen
Account Manager, Tri-State Accounting
(698) 345 - 7843
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 the

specific action desired
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

princefor action
dudhatra-9724949948
Outlining your content
 Figure out the most logical way and effective way to

present 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

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WRITTEN BUSINESS

 Audience attitude “ What’s in this for me?”

 Adopt “YOU” attitude ( Audience centered approach)

 Instead of “ We offer MP3 players with 50,75 or 100 gigabytes

 Instead of “ To help us process this order, we must ask for

 React emotionally and pay less attention to

 Equal or higher importance, Emotional content and

 E.g. A B-school responding to a request for a brochure

 A Top level executive sending a memo notifying

 A sales manager sending a weekly sales report to the

 Motivating, influencing, inspiring messages

 E.g. A publishing company sending a brochure of their

 A marketing manager writing a message containing his

 Analyze the situation (purpose, audience profile, good time to

 Gather information ( Audience needs, audience size, audience

 Select the right medium (Oral, written, visual and electronic

 Organizing the information ( a proper organized format)

 Step-3 : Completing business messages

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

 Trying to save time by skimping on planning

 Leads to inaccurate conclusion

 Effective organization saves time

 E.g. Topic: Apology letter

 Topic: Funding for R&D

 E.g. a report outlining your advice to open a new

 Acc. to your main idea

Listen, we've been working on the Smith account and I was

 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 the

 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

 Figure out the most logical way and effective way to

 Two common outline formats:

 Alphanumeric outline: I.,A.,B.,1., 2., a.,b.,3., C, II.,

 Decimal outline: 1.0, 1.1, 1.2,1.2.1, 1.2.2,

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