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BUSINESS
COMMUNICATION
TOPIC: BUSINESS MESSAGES
WHAT IS BUSINESS MESSAGE?
• Business messages refer to the communication exchanged within and outside an
organization to convey information, instructions, announcements, or other relevant
content. These messages play a crucial role in facilitating effective communication and
achieving organizational goals.
• Examples include emails, memos, reports, and presentations. The effectiveness of
business messages depends on clarity, conciseness, and the ability to convey information
accurately to the intended audience.
Types of
business
messages
Good news
messages
Bad news
messages
Persuasive
messages
Informational
&informative
messages
• Definition:
• “Good news messages are communications conveying positive and
uplifting information within the organization.”
Examples:
1. Announcements of achievements
2. Success stories
3. Promotions and celebrations
1. Good News Messages
• Begin with a direct and positive statement.
• Provide details or context to enhance understanding.
• Express enthusiasm or congratulations.
• End with a positive and forward-looking statement.
Method:
Definition:
Bad news messages involve communicating negative or unfavorable information.
Examples:
1. Rejections
2. Layoff announcements’
3. Service disruptions
2. Bad News Messages:
• Starts with a buffer or cushion to soften the impact.
• Present the bad news in a clear and straightforward manner.
• Provide a brief explanation or alternative solutions.
• End on a positive note or with a forward-looking statement.
Method:
Definition:
Persuasive messages are designed to influence thoughts, opinions, or actions.
Examples:
1. Marketing messages
2. Sales pitches
3. Proposals
Persuasive messages
• Clearly state the purpose or desired action.
• Provide compelling reasons or benefits.
• Address potential concerns or objections.
• Include a clear call-to-action and contact information.
Method:
• Definition:
• Informational or informative messages provide straightforward information,
updates, or facts.
• Examples:
1. Routine communications
2. Instructional messages
3. Reports
4. Informational or Informative
Messages:
1. Present information in a logical and organized manner.
2. Use clear and concise language.
3. Provide context or background if necessary.
4. Use visual aids if applicable to enhance understanding.
Method:
Effective communication is fundamental to organizational
success, and clear, well-crafted messages play a
pivotal role in creating a positive work environment
and achieving improved outcomes.
Importance of business
organizational messages
Importance of
business
organizational
messages
Boosts
employee
morale
Reduces
conflicts
&revolve issues
Build trust &
credibility
Fosters
collaboration &
teamwork
Improves
Employee
Engagement:
Enhances
Decision-Making
Processes:
Align teams with
organization
goals
Encourage
innovation&
creativity
Good news messages are the positive replies written to convey to clients and
customers favorable responses to their requests.
• Good-news Messages include the following types of letters:
• GOOD NEWS MESSAGES (LETTERS)
GOOD NEWS MESSAGES (LETTERS)
Replying
favorably to
requests for
information
Acknowledgi
ng the orders
Responding
favorably to
adjustments
requests
Letters of
recommendati
on
Letters offering
employment
When we write a good-news or neutral message, we act upon the following direct
approach plan:
1. Good News or the Main Idea.
2. Details / Explanation.
3. Positive, friendly close.
PLAN FOR GOOD-NEWS NUTERAL
MESSAGES’
Dear Sir,
Sent herewith is a copy of ‘The Sunday Fun’ that you asked for. The jokes
contained in the issue comprise the latest of their kind in the world of humour. You will
certainly enjoy a lot and would never be able to forget even a single joke. The book also
has a huge variety of jokes for all occasions worthy to be shared among friends and
colleagues.
We are waiting for your order for annual subscription.
Your truly,
X. Y. Z.
A. Replying Favorably to a request for
information and action
Dear Sir,
Your order of March 20, 2006 for 40 colour monitors has been received. We
feel obliged to you for your trust and confidence in us.
We are pleased to inform you that the monitors you have ordered are available
in our ready stock, and we will ship them tomorrow to make sure that they reach within
the time-limit you have mentioned. The sets will be packed exactly in accordance with
your instructions.
Kindly let us know if there is anything else we can do for you.
Your truly,
X. Y. Z.
B.ACKNOWLEDGING RECIPET ORDER
Dear Mr. Ali,
Subsequent to your successfully qualifying the written test and interview, you have
been selected to join our organization as Office Incharge, beginning September 10, at a
fixed salary of Rs. 25,000 per month.
You are requested to visit our Manager H.R. on September 09, at 9:00 a.m. to sign the
Agreement of Employment.
Be sure that you are going to join a dynamic organization that provides
brilliant opportunities of growth. We wish you all success in your future career.
Your truly
X. Y. Z.
C. LETTER OFFERING EMPLOYEMENT
Messages that fail to come up to the hopes of the readers are taken as Bad-
news Messages.
• Such messages are sent in any one of the following situations:
BAD-NEWS MESSAGES (LETTERS)
Refusing information
Conveying bad-news
about orders
Denying cooperation
with Routine
Requests
Declining invitations
and request for
favours
Refusing adjustment
of claims and
complaints.
Rejecting a job
applicant.
The simple pattern can be used for various types of negative messages (such as
refusals, partial adjustment replies, and complaints).
Note the three parts that it contains:
1. The buffer.
2. The negative message.
3. The polite close.
HOW TO WRITE BAD NEWS
MESSAGE
Dear Sir,
Your order for 40 colour monitors, is sincerely appreciated. We regret to inform you that the
monitors you require have already been sold out. Since the demand for these monitors is very rare, we
have not been stocking them. But only getting them against indent orders.
You are requested to please let us know if we may order them especially for you. Otherwise, we
have, available in our ready stock, monitors, of the latest model. These monitors are a little higher in price
but, on account of their being superior in quality, we are sure, you will like them.
We wait to hear from you soon. . Your’s truly,
X. Y. Z.
A.LETTER REGERTING EXECUTION OF
ORDER
Dear Sir,
Your offer to provide training in ‘Marketing Styles and Skills’ to our Sales Agents sounds very
much fascinating. We thank you for taking this organization into your consideration.
We, however, regret that because of our Sales Campaign begin at its peak , we shall not be able
to spare our Sales Agents for the proposed training programme.
Let us look forward to an opportunity when we can tie-up with you in this regard.
Yours truly,
X. Y. Z.
B. LETTER DENYING WITH ROUTINE
REQUESTS
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zidauu _business communication.pptx /pdf

  • 2. WHAT IS BUSINESS MESSAGE? • Business messages refer to the communication exchanged within and outside an organization to convey information, instructions, announcements, or other relevant content. These messages play a crucial role in facilitating effective communication and achieving organizational goals. • Examples include emails, memos, reports, and presentations. The effectiveness of business messages depends on clarity, conciseness, and the ability to convey information accurately to the intended audience.
  • 3. Types of business messages Good news messages Bad news messages Persuasive messages Informational &informative messages
  • 4. • Definition: • “Good news messages are communications conveying positive and uplifting information within the organization.” Examples: 1. Announcements of achievements 2. Success stories 3. Promotions and celebrations 1. Good News Messages
  • 5. • Begin with a direct and positive statement. • Provide details or context to enhance understanding. • Express enthusiasm or congratulations. • End with a positive and forward-looking statement. Method:
  • 6. Definition: Bad news messages involve communicating negative or unfavorable information. Examples: 1. Rejections 2. Layoff announcements’ 3. Service disruptions 2. Bad News Messages:
  • 7. • Starts with a buffer or cushion to soften the impact. • Present the bad news in a clear and straightforward manner. • Provide a brief explanation or alternative solutions. • End on a positive note or with a forward-looking statement. Method:
  • 8. Definition: Persuasive messages are designed to influence thoughts, opinions, or actions. Examples: 1. Marketing messages 2. Sales pitches 3. Proposals Persuasive messages
  • 9. • Clearly state the purpose or desired action. • Provide compelling reasons or benefits. • Address potential concerns or objections. • Include a clear call-to-action and contact information. Method:
  • 10. • Definition: • Informational or informative messages provide straightforward information, updates, or facts. • Examples: 1. Routine communications 2. Instructional messages 3. Reports 4. Informational or Informative Messages:
  • 11. 1. Present information in a logical and organized manner. 2. Use clear and concise language. 3. Provide context or background if necessary. 4. Use visual aids if applicable to enhance understanding. Method:
  • 12. Effective communication is fundamental to organizational success, and clear, well-crafted messages play a pivotal role in creating a positive work environment and achieving improved outcomes. Importance of business organizational messages
  • 13. Importance of business organizational messages Boosts employee morale Reduces conflicts &revolve issues Build trust & credibility Fosters collaboration & teamwork Improves Employee Engagement: Enhances Decision-Making Processes: Align teams with organization goals Encourage innovation& creativity
  • 14. Good news messages are the positive replies written to convey to clients and customers favorable responses to their requests. • Good-news Messages include the following types of letters: • GOOD NEWS MESSAGES (LETTERS) GOOD NEWS MESSAGES (LETTERS)
  • 15. Replying favorably to requests for information Acknowledgi ng the orders Responding favorably to adjustments requests Letters of recommendati on Letters offering employment
  • 16. When we write a good-news or neutral message, we act upon the following direct approach plan: 1. Good News or the Main Idea. 2. Details / Explanation. 3. Positive, friendly close. PLAN FOR GOOD-NEWS NUTERAL MESSAGES’
  • 17. Dear Sir, Sent herewith is a copy of ‘The Sunday Fun’ that you asked for. The jokes contained in the issue comprise the latest of their kind in the world of humour. You will certainly enjoy a lot and would never be able to forget even a single joke. The book also has a huge variety of jokes for all occasions worthy to be shared among friends and colleagues. We are waiting for your order for annual subscription. Your truly, X. Y. Z. A. Replying Favorably to a request for information and action
  • 18. Dear Sir, Your order of March 20, 2006 for 40 colour monitors has been received. We feel obliged to you for your trust and confidence in us. We are pleased to inform you that the monitors you have ordered are available in our ready stock, and we will ship them tomorrow to make sure that they reach within the time-limit you have mentioned. The sets will be packed exactly in accordance with your instructions. Kindly let us know if there is anything else we can do for you. Your truly, X. Y. Z. B.ACKNOWLEDGING RECIPET ORDER
  • 19. Dear Mr. Ali, Subsequent to your successfully qualifying the written test and interview, you have been selected to join our organization as Office Incharge, beginning September 10, at a fixed salary of Rs. 25,000 per month. You are requested to visit our Manager H.R. on September 09, at 9:00 a.m. to sign the Agreement of Employment. Be sure that you are going to join a dynamic organization that provides brilliant opportunities of growth. We wish you all success in your future career. Your truly X. Y. Z. C. LETTER OFFERING EMPLOYEMENT
  • 20. Messages that fail to come up to the hopes of the readers are taken as Bad- news Messages. • Such messages are sent in any one of the following situations: BAD-NEWS MESSAGES (LETTERS)
  • 21. Refusing information Conveying bad-news about orders Denying cooperation with Routine Requests Declining invitations and request for favours Refusing adjustment of claims and complaints. Rejecting a job applicant.
  • 22. The simple pattern can be used for various types of negative messages (such as refusals, partial adjustment replies, and complaints). Note the three parts that it contains: 1. The buffer. 2. The negative message. 3. The polite close. HOW TO WRITE BAD NEWS MESSAGE
  • 23. Dear Sir, Your order for 40 colour monitors, is sincerely appreciated. We regret to inform you that the monitors you require have already been sold out. Since the demand for these monitors is very rare, we have not been stocking them. But only getting them against indent orders. You are requested to please let us know if we may order them especially for you. Otherwise, we have, available in our ready stock, monitors, of the latest model. These monitors are a little higher in price but, on account of their being superior in quality, we are sure, you will like them. We wait to hear from you soon. . Your’s truly, X. Y. Z. A.LETTER REGERTING EXECUTION OF ORDER
  • 24. Dear Sir, Your offer to provide training in ‘Marketing Styles and Skills’ to our Sales Agents sounds very much fascinating. We thank you for taking this organization into your consideration. We, however, regret that because of our Sales Campaign begin at its peak , we shall not be able to spare our Sales Agents for the proposed training programme. Let us look forward to an opportunity when we can tie-up with you in this regard. Yours truly, X. Y. Z. B. LETTER DENYING WITH ROUTINE REQUESTS