Process of preparing effective business communication

When you plan your message, your first step is to determine your specific purpose. Is your message mainly informational, such as announcing your firm's new location? Is it mainly persuasive, such as asking customers to buy your products? Must you explain why you are not granted a customer's request for credit? To create goodwill is the underlying purpose of all messages. For example, in a credit refusal letter, your purpose is two fold: to refuse the request while encouraging the customer's continued business.

It is very important to adapt your message to your receiver's views, needs, mental filters and culture. If your readers or listeners know you, you can actually visualize individuals. However, much of your writing will be directed to people you have never met. If you are sending a message to one person, try to see that person as a member of a group, such as business or professional person or laborer, superior, colleague or subordinate: woman or man, new or routine customer: young, middle-aged or elderly. You must also consider the person's educational level, attitudes and probable values (often culture specific). Finally, consider your message and decide whether your readers or listeners are informed or uninformed on the subject and whether they react positively or negatively, with interest or disinterest.
its have 5 elements.

1. Identify your purpose
2. Analyze your audience
3. Choose your ideas
4. Collect data to support your ideas
5. Organize your message

1. Identify your purpose : You must know why you should write and what should be written . The purpose may be sale, good will, request, inquiry or refusal etc. 2. Analyze your audience : It is better for the sender to understand the receiver. You should know his background, qualification, education, position, status in the company, desire, expectations, problems, circumstances and possible reactions to your request. Also he/she is superior, subordinate, laborer, professional or technical person, colleague, single or married, man or woman, young or old, new or long time customer . 3. Choose the ideas : It depends upon the type of message . Before working jot down the points to be covered incommunication, and then bring them in order of importance and urgency 4. Collect data to support your ideas To explain facts and figures, visual aids may be utilized, augmenting the communication. 5. Organize ideas : Once the ideas have been jotted down, they should be properly arranged and organized . Failing to organize will fail the objectives of the message .
M. Jibran Alam,

When you plan your message, your first step is to determine your specific purpose. Is your message mainly informational, such as announcing your firm's new location? Is it mainly persuasive, such as asking customers to buy your products? Must you explain why you are not granted a customer's request for credit? To create goodwill is the underlying purpose of all messages. For example, in a credit refusal letter, your purpose is two fold: to refuse the request while encouraging the customer's continued business.
It is very important to adapt your message to your receiver's views, needs, mental filters and culture. If your readers or listeners know you, you can actually visualize individuals. However, much of your writing will be directed to people you have never met. If you are sending a message to one person, try to see that person as a member of a group, such as business or professional person or laborer, superior, colleague or subordinate: woman or man, new or routine customer: young, middle-aged or elderly. You must also consider the person's educational level, attitudes and probable values (often culture specific). Finally, consider your message and decide whether your readers or listeners are informed or uninformed on the subject and whether they react positively or negatively, with interest or disinterest.
its have 5 elements.

1. Identify your purpose : You must know why you should write and what should be written . The purpose may be sale, good will, request, inquiry or refusal etc. 2. Analyze your audience : It is better for the sender to understand the receiver. You should know his background, qualification, education, position, status in the company, desire, expectations, problems, circumstances and possible reactions to your request. Also he/she is superior, subordinate, laborer, professional or technical person, colleague, single or married, man or woman, young or old, new or long time customer . 3. Choose the ideas : It depends upon the type of message . Before working jot down the points to be covered incommunication, and then bring them in order of importance and urgency 4. Collect data to support your ideas To explain facts and figures, visual aids may be utilized, augmenting the communication. 5. Organize ideas : Once the ideas have been jotted down, they should be properly arranged and organized . Failing to organize will fail the objectives of the message .
M. Jibran Alam,

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