Writing Effective
Business Communication
Chapter-10
Pages. 219-225
By: Rebecca Amador
Jesus Gonzalez
Planning:
❖ Why are you writing?
❖ Who is the audience?
❖ What do you want to
communicate?
❖ What do u want the
reader to think?
Providing Info:
Positive & Neutral Messages:
1. State your reason for writing
2. Provide the Info
3. Close Courteously/Businesslike
Negative Messages
1. Begin with Explanation
2. State the negative info in positive language
3. Close Courteously
Routine
Informational
Messages
Transmittal
Messages
Definitions:
❖ Confirmation Messages- A typical routine informational
message is one written to confirm a verbal agreement
made with a customer,client,or colleague.
❖ Transmittal Messages- A routine communication
accompanying documents or materials attached to e-mails
or sent by a delivery service.
page 225-229
By: Rene,Geovanni
Transmittal Message
transmittal message- a routine communication accompanying documents or other
materials attached to emails or sent by a delivery service.
Instructions and Directions
Instructions - can be carried out in any order
Directions - whether simple or complex, usually must be followed in sequence
Ways of writing a transmittal message
● Identify or describe what is being sent
● State the message
● Explain why is it important
Technical Message
Also known as technical document is one in which the reader is provided with
technical information.
Making Requests
Request- some type of action or response.
Routine requests- expected by the receiver
special requests- more complex and require explanation.
Chapter 10
229-235
Josue & Alessandra
Making Requests
Be Clear Specific & Accurate
Provide Adequate Information
Be courteous and reasonable
Definitions
Requests-ask the reader some type of action or response
Routine requests- requests for materials, information,and services
Diplomacy- is the tactful handling of a situation to avoid offending the reader or arousing hostility.
Special Requests- require planning an approach that will create a positive response they are more
complex and require explanation
Writing Effective Business Communication
Pages 244-247
Emerald Hoffman
Writing a Sales Message
Nearly every persuasive
message sells something, even
if it only a point of view, idea or
goodwill. Sales message must
persuade the reader to spend
money for a product or service.
Attract The reader’s Attention
Ask a question that
makes a strong point
about the need for what
you are selling, the
unique feature of the
product.
Building The Reader’s Interest
A positive tone stresses the
favorable and plays down in the
unfavorable. An effective sales
message has a positive tone that
the reader oriented and captures the
attention of the reader .
Exaggeration
Balanced
Talking Down
Building Up
Creating Desire for the Product
To create desire, you can appeal to
emotions or reason. The approach
you take will depend on the
situation,your knowledge to the
reader, and your experience
regarding what works best.
Encourage the Reader to Take Action
All good sales messages close
with a call to action.There are
three things in your message to
increase the reader’s response.