Can You Explain The Process Of Preparing Effective Business Messages?

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.

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