2 5 PLANNING STEPS:1. Identify your purpose- the objective of your message is almost twofold: the reason for the message itself and the creation of goodwill.2. Analyze your audience- see the message from your receiver’s point of view: their needs, interests, attitudes, even their culture.
3 3. Choose your ideas- the ideas you include depend on the type of message you are sending, the situation & the cultural context.4. Collect your data- be sure to collect enough data to support your ideas; check names, dates, addresses & statistics for precision.5. Organize your message- organizing your material before writing your first draft can prevent rambling and unclear messages.
4 APPROACHES DIRECT (deductive) APPROACH: When your reader or listener will have a favorable or neutral reaction to your message, use the direct approach.Begin with the main idea. After the opening, include all necessary details and end with an appropriate, friendly closing.
5 INDIRECT (inductive) APPROACH: When your reader or listener might react negatively to your message, you should not present the main idea in the first paragraph.Begin with a buffer, give an explanation and then introduce the main idea.
6 BEGINNINGS & ENDINGS: “first impressions are lasting” “we remember best what we read last”
7 BEGINNINGS:The opening of a message determines whether the reader continues reading, puts the message aside or discards it.Choose openings appropriate for message purpose and reader.Make the openings considerate, courteous, concise, clear.Check for completeness.
8 ENDINGS:Closing should be strong, clear & polite, they should leave a sense of closure & goodwill with the receiver.Make action request clear and complete with 5 W’s and the H.End on a polite, courteous thought.Keep last paragraph concise and correct.
9 Appearance & design of business messages: BUSINESS LETTER:Standard parts of the Letter:1. HEADING – LETTERHEAD AND DATE: Headings-either letterhead or your own address- should be at the top of the letter before the date and before the name and address of the receiver of your message.
10 2. INSIDE ADDRESS: The inside address should begin with the addressee's name, professional title and address.3. SALUTATION: They are typed below the inside address & two lines above the body of the letter.
11 4. BODY: Should be typed single spaced, with double spacing between paragraphs, before and after the salutation, and before the complimentary close.5. COMPLIMENTARY CLOSE: Sincerely, Sincerely yours, Very truly yours, Warm regards, With best wishes, etc.
12 6. SIGNATURE AREA: Can include in the signature area several identifications: name of your company, your signature, your typewritten name & business title.7. REFERENCE SECTION: May include information about the message composer, the typist & sometimes word processing data.
13 LETTER LAYOUT: PUNCTUATION STYLES: OPEN: No line of any letter part (except body) has any punctuation at the end.MIXED: A colon follows the salutation; a comma follows the complimentary close.
14 LETTER STYLES: FULL BLOCK: every line begins at the left margin. MODIFIED BLOCK: the date, complimentary close, and signature sections are at the right margin. Rest everything on left margin.MODIFIED BLOCK WITH PARAGRAPHS INDENTED
15 MEMORANDUMS:Standard memos consist of a heading with TO, FROM, SUBJECT and DATE.On preprinted forms, the word MESSAGE may also appear.