The document provides guidance on preparing effective business messages. It outlines 5 key planning steps: 1) identify your purpose, 2) analyze your audience, 3) choose your ideas, 4) collect your data, and 5) organize your message. It also discusses two approaches to message communication - direct and indirect. The direct approach is used when the audience will have a favorable reaction, while the indirect approach introduces the main idea later when the audience may react negatively. The document emphasizes that beginnings and endings are important, with openings that draw the reader in and closings that leave a sense of closure and goodwill.

1. PREPARING EFFECTIVE
BUSINESS MESSAGES
RAHILA KHAN
LECTURER ENGLISH
GGPC QUETTA CANTT

2. 5 PLANNING STEPS
1
• Identify
your
purpose
2
• Analyze
your
audience
3
• Choose
your
ideas
4
• Collect
your data
5
• Organize
your
message

3. 1. Identify your purpose-
the objective of your message is almost
twofold: the reason for the message
itself and the creation of goodwill.

4. 2. Analyze your audience
see the message from your receiver’s
point of view: their needs, interests,
attitudes, even their culture.

5. 3. Choose your ideas
the ideas you include depend on the
type of message you are sending, the
situation & the cultural context.

6. 4. Collect your data
be sure to collect enough data to support
your ideas; check names, dates, addresses
& statistics for precision.

7. 5. Organize your message
organizing your material before writing
your first draft can prevent rambling and
unclear messages.

8. APPROACHES OF MESSAGE
COMMUNICATION
 DIRECT (deductive) APPROACH:
 INDIRECT (inductive) APPROACH

9. DIRECT APPROACH
 When your reader or listener will have a fa
vorable or neutral reaction to your messag
e, use the direct approach.
 Begin with the main idea. After the openin
g, include all necessary details and end wi
th an appropriate, friendly closing.

10. INDIRECT APPROACH
 When your reader or listener might rea
ct negatively to your message, you sho
uld not present the main idea in the first
paragraph.
 Begin with a buffer, give an explanation
and then introduce the main idea.

11. BEGINNINGS & ENDINGS:
 “first impressions are lasting”
 “we remember best what we read last”

12. BEGINNINGS:
 The opening of a message determines w
hether the reader continues reading, put
s the message aside or discards it.
1. Choose openings appropriate for messa
ge purpose and reader.
2. Make the openings considerate, courteo
us, concise, clear.
3. Check for completeness.

13. ENDINGS:
 Closing should be strong, clear & polite,
they should leave a sense of closure & g
oodwill with the receiver.
1. Make action request clear and complete
with 5 W’s and the H.
2. End on a polite, courteous thought.
3. Keep last paragraph concise and correct
.

14. THANKYOU!