The document outlines five key steps for preparing effective business messages: 1) identify your purpose for the message, 2) analyze your audience to understand who will receive the message, 3) choose ideas that will appeal to your audience and convince them, 4) collect relevant data and information to support your ideas, and 5) organize the message with an introduction, body, and conclusion. The most important steps are determining the purpose and analyzing the audience to understand their characteristics and tailor the message appropriately.

1. The process of preparing effective business
messages
In this chapter we will study in detail the effective writing and speaking mechanism ,that
should be adopted in both business and personal life. Effective writing is always entertained.
Five planning steps
 Identify your purpose
 Analyze your Audience
 Choose your ideas
 Collect your data
 Organize your message
 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
 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

2.  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 convincing the receiver, judge the importance all ideas and
select the one that should be used in writing.
 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
 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