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Principles of Writing Business Message - Coggle Diagram
Principles of Writing Business Message
In business world, style in writing a message is different. Here you are dealing with executive of companies, sales agent, managers, employees and clients. Business message has precise content about business. It can be a message for internal purpose such as employees and board directors. External for clients, creditors or service providors
Two Types of Business Message
Verbal business message - no need of structure and strict compliance, frequently passed on in order to carry out business activities.
Written business message - used when the information passed on need to be compiled and filed. It can be permanent and get filed.
Understanding 3 Steps of Writing Business Message
Step 1 Planning
Know your audience - business
message aims to convince the audience that what is written is true. This step can help you to organize the content so that can be read easily.
Get to the point: state the main point(s), including bad news, immediately.
Audience’s expectations - Message will be most successful if it matches the readers’ expectations.
Keep it simple: Do not use big words or complex sentences in order to impress your audience.
Use active and passive voices appropriately: Use the passive voice to sound more diplomatic as it sounds less confrontational. Use active sentences put the subject in front of
the sentence.
By knowing your audience,you will know what to include in the content of your message. Writer should include enough information to maintain the readers’ interest. Three ways to determine content is brainstorming, outlining and clustering
Organisations - In general, present the main ideas first, followed by the supporting details and finally, conclusion. It helps reader to understand the message.
Step 3 Completing
By post mail
update and keep proper reference of changed address whenever the recipient so the mails are sent to latest address.
address of the recipient should be clearly written, and double checked the recipients’ address.
By e-mail
Put e-mail subject properly.
As a matter of assurance purposes, send a carbon copy to the person who instructed the letter to be sent.
Make sure the e-mail address is correctly entered.
Step 2 Writing
The salutation: make sure that the name of the recipient is correctly spelled.
The message should contain brief and concise information with regard to the information being partake with.
It should be justified or in block form, to make it look neat and organized.
Check the message for grammar and spelling mistakes.
Font size or style should be in a manner that is readable to the normal eye.