oTo prepare effective

messages oEffective messages are

source of positive feedback.

1. Completeness

2. Conciseness

3. Consideration

4. Concreteness

5. Clarity

6. Courtesy

7. Correctness

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• Message should be complete.

• Provide all necessary information.

• Answer all questions asked

• Give something extra, when desirable.

Remember 5 Ws

Who, what, when, where, why

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• How come my request for an interview

letter did not receive a response

– When was letter sent?

– Who sent it?

– To whom it was sent?

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• (Who): All members must attend.

• (What): meeting of board.

• (When) which will be held on Tuesday

at 3.00 pm.

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• (Where) in Conference Room.

• (Why) to discuss the ways to reduce

expenses.

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• Eliminate wordy expressions

– Use single words in place of phrases

• Include only relevant material

• Avoid unnecessary repetition

– Repetition of same word or idea creates

dullness.

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• We hereby wish to let you know that our company is pleased with the confidence you have reposed in us– We appreciate your confidence

• Allow me to say how helpful your response was– Your last response was helpful

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• Focus on YOU instead of I and WE– Using YOU does help project YOU ATTITUDE but

overuse can lead to a negative reaction

• Show benefit or interest– Readers may react positively when benefits are

shown to them

• Emphasize positive, pleasant facts – Readers’ reaction also depends on the choice of

words so use positive words.

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• We Attitude– I am delighted to announce that we will be

extending our hours to make shopping more convenient

• You Attitude– You will be able to shop evenings with the

extended hours.

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• Choose precise, concrete and familiar words– When in doubt, use more familiar words;

audiences will understand them better

• Construct effective sentences and paragraphs– Try for an average sentence length of between 17

and 20 words

• Insert no more than one main idea into a sentence.

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• After our perusal of pertinent (relevant) data, the conclusion is that a lucrative(profitable) market exists for the subject property. (Not Clear)

The data we studied show that your property is profitable and in high demand. (Clear)

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• Use specific facts and figures– Be precise and concrete in both written and oral

business communication

• Put action in your verbs (Use active sentences) – Verbs propel (boost) thoughts; they move ideas in

place of slower-moving nouns

• Choose vivid, image building words– Use active voice to put the verb up front.

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• Students’ GMAT scores are higher – In 1996 the GMAT scores averaged 600; by 1997 they

had risen to 610

• ACTION VERBS

• The professor will give consideration to the report– The professor will consider the report

– The proposal has requirement for…...• The proposal requires…….

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• Be tactful (thoughtful) and appreciative– Stupid letter; I can’t understand a word of

it– It’s my understanding……

• Use expressions that show respect– Avoid expressions with YOU or YOUR

while criticizing

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• Give the impression that you are interested in business without discrimination.

– Choose nondiscriminatory (fair) expressions

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• Clearly, you did not read my latest fax– Sometimes my wording is not precise; let

me try again

• Stupid letter; I cant understand any of it– It’s my understanding.

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• Use the right level of language– Informal writing has more characteristic of

business writingFormal writing is used for scholarly

writing like religious books etc.– Short , well known & conversational words

are used.

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• Accuracy of figures, facts & words– It acts as comment on the validity of the

material

• Maintain acceptable writing mechanics. (Manner of word processing, formats of letter/memo)

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