how prepare effective business message

1. Group Members
Omiba Shafie
Sahar Zafar
Allamdar Hussain
M.Mujahid
Azhar Iqbal
Muhammad Khan
Topic j
H Process of preparing effective
Business message

2. Introduction
Whether you are preparing a written or an oral business
message, to be effective you need to plan, organize, draft,
revise, edit, and proofread.
Essential also is thoughtful adherence to communication
principles--- The 7C’s and awareness of legal and ethical
aspects.

3.  Identify your purpose
The most important step of writing an effective business
message is to determine your purpose, ask you self why you are writing.
your purposes may be
 To inform someone
 To announce some thing
 To persuade some one
 To negotiate some thing
 To refuse something etc
 Analyze your Audience
The second most important step is to determine who your
receiver is ask your self to whom you are writing. Until and unless you
don’t know who is your audience is you may not be able to convey your
message as you need it. you must determine before writing whether:
The age , gender, race, language ,nation, education, opinions, views,
religion, profession etc.
See your message from your receivers’ point of view:
Their Needs,
Their Interests,
Their Attitude,
And Their Culture.
 Choose your ideas
Keeping in view the purpose and the audience in mind draft
your ideas accordingly, select the ideas that should be used for

4. convincing the receiver, judge the importance all ideas and select the
one that should be used in writing.
The ideas you include depend on the type of message
You are sending,
The situation,
And the cultural context.
Collect your data
For the support of your ideas you must have enough date
that you can represent it to influence the reader, you must have some
figures, illustrations, background information, product knowledge etc.
Be sure to collect enough data to support your ideas:
Check names,
Dates,
Addresses,
And statistics for precision.
 Organize your message
Before you start writing you must outline the major contents
that should be used in the message, the best organization method is you
should use first,
 Introduction
 Body
 Conclusion

5. Basic Organizational Plan
Direct (Deductive) Approach
Indirect (Inductive) Approach
Direct (Deductive) Approach
Deleting Buffer
Receptiveness
Main Idea
Explanation
Courteous Close
Indirect (Inductive) Approach
Adding Buffer
Resistance
Buffer
Explanation
Decision / Main Idea
Positive Friendly Close
Beginnings and Endings
Opening Paragraphs
Closing Paragraphs
Opening Paragraphs
1. Choose an appropriate for the message purpose and for the
reader.
. Main Idea first for good news.
. Buffer first for bad news.
. Attention getting statements.

6. 2. Make the opening considerate, courteous, concise, clear.
. Keep first paragraph relatively short.
. Focus on positive.
. Avoid unnecessary repetition.
3. Check completeness regarding:
. Sentence structure.
. Date of letter you are answering.
Closing Paragraphs
1. Make your action request clear and complete with the 5W’s and
1H.
2. End on a positive, courteous thought.
. Be friendly.
. Show appreciation.
. Occasionally add a personal note.
3. Keep the last paragraph concise and correct.
. Avoid trite expressions.
. Omit discussion of trivial details.
. Use relatively short and complete sentence.
Composing the Message
Drafting your message
Revising your message
Editing and proofreading you message

7. Drafting your message
No two people prepare their first draft in same way:
– Some go from one point to another.
– Just putting the ideas.
The important thing is to get the most important information in your
message on paper… early.
Revising your message
– Does your message accomplish its purpose?
– Have you chosen the most effective organizational plan?
– Are your points supported by adequate material?
– Is your language following 7C’s?
– Have you used variety in sentence structure?
Editing and proofreading you message
Check mistakes for:
– Grammar,
– Spelling,
– Punctuation,
– Or Word choice