The Process of Preparing Effective Business Messages

I. Five Planning Steps

A. Know Your Purpose
B. Analyze Your Audience
C. Choose the Ideas
D. Collect All the Facts
E. Outline-Organize-Your Message
II. Basic Organizational Plans
A. Direct Approach
B. Indirect Approach
C. Persuasive Approach
III. Opening, Body and Closing
IV. Composition of the Message
A. Write or dictate Your Draft
B. Edit and Revise
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May 4, 2019

Most Rev. Emmanuel T. Cabajar, C. Ss.R, D.D.

Bishop, Diocese of Pagadian
Bishop’s House, Balangasan District
Pagadian City

Dear Monsignor Cabajar:

First and foremost, Saint Columban College would like to express its heartfelt gratitude to the
Diocese of Pagadian for all the support it has accorded to the school ever since. The partnership
of SCC and the Diocese in molding the youth, specifically in honing their skills, is beyond
compare.

For more than a decade, the Diocese has been instrumental in the success of SCC’s offering of
the Bachelor of Science in Hotel and Restaurant Management (BSHRM). The school has
produced a number of BSHRM graduates who are now successful in their chosen field of
endeavor.

The school understands that the contract between Saint Columban College and the Diocese
stipulated that the term of lease has already expired. Thus, it has to vacate the leased area of the
Diocesan Pastoral Center (DPC) and to move to another location. However, a big constraint
hinders the school to move the HRM campus to the new location at Barangay Buenavista,
Pagadian City. The building that will supposedly house the HRM department is still under
construction. Accordingly, the construction will take some time to finish.

With this, Saint Columban College is humbly appealing to your kind heart to give the HRM
department one more semester (First Semester, SY 2018-2019) to continue holding classes at the
DPC.

The school is more than willing to set down with you to discuss the necessary terms and
conditions in relation to our use of the DPC facilities.

Your favorable response to this request is a big help to Saint Columban College to continue in
providing quality education to its BSHRM students. Thank you.

In Saint Columban,

Rico P. Sayson, JCL

President
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August 20, 2019

Rev. Fr. Lloyd Alvin E. Mosqueda

Vice-President for Administration and
Finance
Saint Columban College
Pagadian City

Dear Father Mosqueda:

Panagdait!

Please allow the Literary, Musical, and Dance participants of the College of Business Education
to hold their rehearsals at the school campus on August 24, 2019 from 8 a.m. to 5:30 p.m.

Attached is the list of LMD participants.

Rest assured that the participants will maximize the time for their practices for them to showcase
a one-of-a-kind performance during the competitions on September 15, 16 and 17, 2019.

In Saint Columban,

John Kenrick S. Peralta

Governor
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July 14, 2019

Dir. Lorenzo Emanuel L. Guillermo

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Dear Director Guillermo:

Panagdait sa tanang kabuhatan!

Saint Columban College will hold Parents’ Assembly at the SCC-Youth Development Center on
August 3, 2019 at 8 o’clock to 12 noon.

The school would like to meet and get to know more the dear parents of the Saint Columban
College students of the First Semester of School Year 2019-2019. In the said assembly, the
school would like to stress the significant role of parents in molding their children to become
wholesome individuals.

Knowing your advocacy for responsible parenting, Saint Columban College is humbly inviting
you to share your wisdom on PARENTING THE MILLENIALS OF TODAY to our dear parents
during the aforementioned assembly.

Your favorable response to this invitation is big help for parents in bringing up and caring for
their children until they become mature individuals.

Sincerely,

Rev. Fr. Rico P. Sayson, JCL

School President
ROUTINE LETTERS
1. Information and Action Request
2. Order Request
3. Claim Request
WRITING PLAN FOR AN INFORMATION OR ACTION REQUEST
 Opening: Ask the most important question first or express a polite command.
 Body: Explain the request logically and courteously. Ask other questions if
necessary.
 Closing: Request a specific action with an end date, if appropriate, and show
appreciation.
Letter that Requests Information
DCC 958 Alum Creek Columbia, OH 43208 Phone: (614) 455-3201
DIGITAL COMMUNICATION CORPORATION fax: (614) 455-6621 WEB: WWW. DCS.COM

October 14, 2016

Mr. Dennis Purdy, Manager

MGM Grand Hotel and Casino
3799 Las Vegas Boulevard South
Las Vegas, NV 89109

Dear Purdy:

Can the MGM Grand Hotel provide meeting rooms and accommodation for about 200 DCC sales
representatives from May 25 through May 29?

Your hotel received strong recommendations because of its excellent resort and conference facilities. Our
spring sales conference is scheduled for next May, and I am collecting information for our planning
committee. Will you please answer these additional questions regarding the MGM Grand:

 Does the hotel have a banquet room that can seat 250?
 Do you have at least four smaller meeting rooms, each to accommodate a maximum of 75?
 What kind of computer facilities are available for electronic presentations?
 What is the nearest airport, and do you provide transportation to and from it?

Answers to these questions and any other information you can provide will help us decide which
conference facility to choose. Your response before November 15 would be most appreciated since our
planning committee meets November 19.

Sincerely yours,

Carol A. Allen
Corporate Travel Department

CAA:gdr
WRITING PLAN FOR AN ORDER REQUEST
 Opening: Authorize purchase and suggest method of shipping.
 Body: List items vertically; provide quantity, order number, description, and unit price;
and show total price of order.
 Closing: Request shipment by a specific date, tell method of payment, and express
appreciation.

Greetings:

Please send by express mail the following items from your summer catalog.

Quantity Catalog Number Description Price

250 OG44-18 Payroll greeting cards $102.50

250 OG31-22 Payroll card envelopes 21.95
100 OM22-01 Performance greeting cards 80.00
Subtotal $204.45
Tax at 7% 14.31
Shipping 24.00
Total $242.76

My company would appreciate receiving these cards immediately since we are starting an employee
recognition program February 12. Enclosed is our check for $242.76. If additional charges are
necessary, please bill my company.

Sincerely,

WRITING PLAN FOR A SIMPLE CLAIM

 Opening: Describe clearly the desired action.
 Body: Explain the nature of the claim, tell why the claim is justified, and
provide details regarding the action requested.
 Closing: End pleasantly with a goodwill statement and include and end date
if appropriate.
 1201 Lantana Court
Lake Worth, FL 33461
September 3, 2018

Mr. Sam Lee, Customer Service

Good Vibes, Inc.
2003 553rd Street
West Palm Beach, FL 33407

Dear Mr. Lee:

Please credit my VISA account, No. 0000-0046-2198-9421, to correct an erroneous charge of

$299.

On August 8, I purchased a Panatronic VCR from Good Vibes, Inc. Although the salesperson
discussed a three-year extended warranty with me, I decided against purchasing that service for
$299. However, when my credit card statement arrived this month, I noticed an extra $299
charge from Good Vibes, Inc. I suspect that this charge represents the warranty I declined.

Enclosed is a copy of my sales invoice along with my VISA statement on which I circled the
charge. Please authorize a credit immediately and send a copy of the transaction to me at the
above address.

I’m enjoying all the features of my Panatronic VCR and would like to be shopping at Good
Vibes for CD player shortly.

Sincerely,

Keith Cortez
Enclosure