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Characteristics of effective Business

Messages.

1
 Effective Business Messages Amity Business School

• Provide Practical Information

Describe how to do something
Explain why a procedure was changed
Highlight the cause of a problem or suggest a
possible solution
• Give Facts rather than Impressions
Use concrete language and specific details.
Information must be clear, convincing and ethical
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• Clarify and condense information.

Business messages frequently use table
charts, photos, diagrams etc to explain a
process.
• State precise responsibilities.
Business messages must be directed to a
specific audience.
• Persuade others and provide
recommendations
 Strategies that bring a favored response.
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• Use Strong words

• Use familiar words
• Use concrete Language
• Avoid cliches
• Avoid Redundancies
• Use Jargon Carefully
• Prefer active voice
• Avoid camouflaged verbs
• The You View Point
• Positive Language
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• Effective communication does much more than

convey information. It establishes a good
relationship with the reader, a relationship which
is based on respect and courtesy.
• So In a good relationship use the You Attitude
• This is best implemented by expressing your
message in terms of the reader’s interests and
needs.
• Use you and yours instead of I and Me and
mine, we, us, and ours.
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The You attitude makes the message

sound as if it is written to the, not sent by
the author. A message prepared for the
reader conveys sincerity, personalization,
warmth, and involvement on the part of the
author.
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• Talk about the reader not about yourself.

• Refer to the reader’s request or order
specifically.
• Don’t talk about feelings, except to
congratulate or offer sympathy.
• In positive situations, use “you” more often
than I. Use “we” when it includes the
reader.
• Avoid you in negative sentences.
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• Problems arise because of faults in words,

phrases, sentences, and paragraphs.

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• Use Strong words

Examples
Wealthy business person Tycoon
Business Prosperity Boom
Fall Plummet
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• Familiar words: words familiar to your

reader’s frame of reference.

• Unfamiliar Familiar
• Ascertain find out,
learn
• Peruse study read
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Concrete words
• In general abstract words have a greater number
of meanings, most of them somewhat vague.
Concrete words give a mental picture.
• Abstract Concrete
• Sizable loss 34% percent loss
• Near future on Wednesday
• Work-saving machine performs the work of 5

people
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• Active words. Verbs are the strongest

words, and they are at their strongest when
they are active rather than passive.. The
active voice strengthens and shortens
sentences.
• Passive
• The new procedure is thought to be superior
by the president.
• The office will be cleaned by the janitor
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Prefer Active Voice

• The president thinks that the new
procedure is superior.
• The Janitor will clean the office.
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• Your writing style becomes your body

language.