Husnain Rathore

019

Mian Zakaria Ali

062

Muhammad Sajid
04

Muhammad Ismail Awan

053

Muhammad Abu- Sufyan

036
Why preparing for effective business message?

 Whether we are preparing a written or an oral

business message, to be effective we need to plan,
organize, draft, revise, edit, and proofread.

 the seven C qualities and awareness of legal and

ethical aspects as well is Necessary.

 Even with the most advanced office technology,

the need for careful preparation of either written or
oral messages demands efforts
Five Planning Steps

Identify Your Purpose

Analyze The Audience

Choose Your Ideas

Collects Your Data

Organize your Message

Step 1: Identify Your Purpose

The reason of writing a message could be:

 Mainly informational (announcement) etc.

 Persuasive, (promotion of product), etc.

 Negotiating, {deals, agreement}

 Creating goodwill, (Narrate Good Bout You)

Step 2: Analyze Your Audience

While preparing a message the care must be taken for the following
aspects:

 Member of a group, such as business or professional person; laborer,

colleague, or subordinate; woman or man.

 New or long time customer; young, middle-aged, or elderly.

 Receivers educational level, attitudes and probable values (often culture-

specific)
Step 3: Chose Your Idea

With the purpose and receiver in mind, the next step is to choose the
idea for message.

The idea of writing a message depends on the background, situation,

cultural context and location of the receiver (national or
international)
Step 4: Collect Your Data

Data Should be.

 Logical,
 Reality Based
 Researched Based

 Company’s policies, procedures, and product

detail if needed to support the main idea.

 Enclose, if needed, a brochure, table, picture,

or product sample.
Step 5: Organize Your Message

 idea is presented is as important as the ideas

themselves.

 Disorganized, rambling messages often seem

careless, confusing, and unimportant.

 Different approaches of organizing the business

messages are necessary for different cultures.
 What is Organizational Plan.

Direct (Deductive) Approach:

Use the direct approach when the audience is receptive of your

message. (Good News Messages)

Indirect (Inductive) Approach:

When you expect resistance to your message, choose the

indirect approach, (bad-news message or a persuasive request).
Direct (Deductive) Organizational Plan
Direct Request Plan:
This type of plan is used when the main purpose of message is to
make a request .
1. Main Idea
a) Request, main statement, assertion, recommendation, question
b) Reason, if desirable
2. Explanation
a) All necessary and desirable detail and data
b) Numbered questions, if helpful
c) Easy reading

3. Courteous Close

a) Clear Statement of action desired

c) Appreciation and goodwill
Direct (Deductive) Organizational Plan

Good News Plan:

This type of plan is used when the main purpose of message announce
favorable or neutral information, and exchange routine information
1. News or Main Idea

2. Explanation
a) All necessary and desirable detail and data
b) Educational material
c) Sales promotional material

3. Positive, Friendly Close, Including, if appropriate:

Indirect (Inductive) Organizational Plan

Bad-News Plan:

This type of plan is one of the most difficult to prepare because your reader
may react negatively.

1. Buffer (Pleasant or Neutral Statements,reader-oriented)

2. Explanation
Necessary data, tactfully stated
Readers benefit reasons
• Persuasive Request Plan:

1. Attention
a) Reader benefit
b) Reader-interest theme

2. Interest
a) Descriptive details and data
b) Psychological appeal
c) Reader benefit

3. Desire
a) Statement of request
b) Supporting data to help create reader’s desire or request

4. Action
a) Clear statement of action
b) Easy action, dated when desirable
c) Special inducement
e) Reader benefit and goodwill
The Beginning and Ending of Business Message

The most important part of Business Message is its opening and

closing paragraphs.

Why ?
Because“First Impression is the last impression”
“We remember best what we read last”

The trick is:

 Whenever possible, place the main favorable ideas at the
beginning and ending of a message. This advice is also applies
to the paragraph.
Opening Paragraph

• The opening of message determines whether

the reader continues reading, puts the message
aside, or discard it. The rules of good opening
paragraphs are:

1. Choose an opening appropriate for the

message purpose and for the reader.
a) Main Idea or good-news first for direct-request,
neutral, and good news messages
b) Buffer first for bad news messages.
c) Attention-getting statements
2. Make the opening considerate, courteous, concise,
clear.

a) Get reader into opening.

b) Keep first paragraph relatively short
c) Focus on positive
d) Use courteous, conversational language
e) Avoid repetition

3. Check for completeness regarding:

a) Sentence structure
b) Date of letter you are answering
Closing Paragraph

• The closing is more likely to motivate the

reader to act as requested if it is appropriatel
strong, clear, and polite.

• Here you have the opportunity to bring the

final focus on the desired action and leave a
sense of goodwill with the reader.
Closing Paragraph (Contd.)

1. Make your action request clear and complete with the five W’s and the H
(how) if you want your reader to do something.

2. End with a positive, courteous thought.

a) Include any apologies and negative before the last paragraph

b) Be friendly
c) Show appreciation
d) Occasionally add a personal note

3. Keep the last paragraph concise and correct

a) Avoid trite expressions

b) Omit discussion of trivial details
c) Use relatively short and complete sentences
 Composing the Message (End of Planning Stage)

• Drafting Your Message: When you have completed the five

planning steps and considered the opening and closing, you
are ready for your first draft.

• The important thing in preparing a draft message is to get

the most important information in your message on the
paper.
 Revising the message
• After finishing the first draft of the message, it is important to
evaluate its content, organization, and style. The
following are the suggestions for revising:

 Does your message accomplish its purpose?

 Have you chosen the most effective organizational plan?
 Are your points supports the adequate material?
 Is your language complete, concise, considerate,
concrete, clear, courteous, and correct?
 Have you used variety in sentence structure?
Editing & Proofreading Your Message

• Editing and proofreading are important to

ensure that your documents have no
mistakes in grammar, spelling, punctuation,
or word choice.

• Persons writing in a second language will

find it helpful to read their written material
aloud.