This document provides guidance on preparing effective business messages. It outlines five planning steps: 1) identify your purpose, 2) analyze your audience, 3) choose your idea, 4) collect your data, and 5) organize your message. It also discusses organizing the message using direct or indirect approaches. The beginning and ending of messages should place favorable ideas first and last to capture attention. The document provides tips for drafting, revising, editing, and proofreading messages to ensure they are well-written and convey the intended information.

1. PREPARING EFFECTIVE BUSINESS
MESSAGE
PRESENTED TO :-
MR M. AMIN
PRESENTED BY :-
ALI AHMED
HAIFZA AYESHA
SANA KIRAN
MUHAMMAD SOHAIL
MUHAMMAD IRFAN
NOUMAN NAWAZ
RAMZAN FAIZ
QURATULAIN

2. INTRODUCTION
FIVE PLANNING STEPS
ORGANIZATIONAL PLAN
BEGINNING AND ENDING
C o n t e x t

3. A GROUP OF SENTENCES OR PARAGRAPHS
DELIVERS SOMETHING SIGNIFICANT ABOUT
BUSINESS.
Introduction
What is Business Message?

4. WE MUST KEEP THE CONCEPT OF SEVEN C’S IN OUR
MIND
Preparing a business message :-
When we are preparing a written effective business message we need to
• Plan
• Organize
• Draft
• Revise
• Edit
• Proofread

5. FIVE PLANNING
STEPS
Organize your message
Collect your data
Choose your idea
Analyze your audience
Identify your purpose

6. STEP 1 : IDENTIFY YOUR PURPOSE
• The most important step of writing an effective business message is to
determine your purpose, ask your self why you are writing. your purposes may
be
• To inform someone (announcement) etc.
• To announce some thing
• Persuasive, (promotion of product), etc.
• To negotiate something{deals, agreement}
• To refuse something etc

7. STEP 2 :ANALYZE YOUR AUDIENCE
 The second most important step is to determine how 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. See your message from your
receivers’ point of view:.
 Their Needs,
 Their Interests,
 Their Attitude,
 And--- Their Culture

8. STEP 3: CHOOSE 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)

9. 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.

10. 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.

11. 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).

12. FOR WRITING LETTERS AND MEMOS, ONE OF FOUR BASIC ORGANIZATIONAL
PLANS
CAN BE SELECTED ACCORDING TO THE SITUATION:
1. THE DIRECT REQUEST (DEDUCTIVE APPROACH)
2. GOOD NEWS (DEDUCTIVE APPROACH)
3. BAD-NEWS (INDUCTIVE APPROACH)
4. PERSUASIVE REQUEST PLAN (INDUCTIVE
APPROACH)

13. 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
B) APPRECIATION AND GOODWILL

14. 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 WITHIN OR BETWEEN COMPANIES.
1. BEST 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:

15. 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

16. INDIRECT (INDUCTIVE) ORGANIZATIONAL PLAN
• 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

17. 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.

18. 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

19. OPENING PARAGRAPH (CONTD.)
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

20. CLOSING PARAGRAPH
• THE CLOSING IS MORE LIKELY TO MOTIVATE THE READER TO
ACT AS REQUESTED IF IT IS APPROPRIATELY 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.

21. CLOSING PARAGRAPH (CONTD.)
1. MAKE YOUR ACTION REQUEST CLEAR AND COMPLETE WITH THE FIVE W’S AND THE
(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

22. 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.

23. 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?

24. 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.

25. THE
END