BUSINESS CORRESPONDENCE

BUSINESS COMMUNICATION
Business communication can be thought of as a problem
solving activity in which individuals may address the
following questions:
What is the situation?
What are some possible communication strategies?
What is the best course of action?
What is the best way to design the chosen message?
What is the best way to deliver the message?
THINK, THEN WRITE: WRITING
PREPARATION
Our busy lives involve constant interruption. In a distraction-
prone business environment, much of your writing will be
done while:
colleagues are talking on the phone, having face-to-face
conversations as they walk by, and possibly stopping at your
desk to say hello or ask a question.
Your phone may ring or you may have incoming instant
messages that need to be answered quickly.
These unavoidable interruptions make it even more important
to develop a habit of concentrating when you write.
PLANNING CHECKLIST FOR BUSINESS
MESSAGES

John Thill and Courtland Bovee (2019), leading authors in the

field of business communication, have created a checklist for
planning business messages.

1.Determine your general purpose: are you trying to inform,

persuade, entertain, facilitate interaction, or motivate a reader?
2.Determine your specific purpose (the desired outcome).
3.Make sure your purpose is realistic.
PLANNING CHECKLIST FOR BUSINESS
MESSAGES
4. Make sure your timing is appropriate.
5. Make sure your sources are credible.
6. Make sure the message reflects positively on your business.
7. Determine audience size.
8. Determine audience composition.
PLANNING CHECKLIST FOR BUSINESS
MESSAGES
9. Determine audience knowledge and awareness of topic.
10. Anticipate probable responses.
11. Select the correct channel.
12. Make sure the information provided is accurate, ethical, and
pertinent.
WRITING STYLE

 Today it has given way to active, clear, concise writing,

sometimes known as “Plain English”.

Always consider
 Credibility, Timing, Audience, Communication Channels
and confidentiality
 See Table: 5.1 Written Communication Channels, P. 150-151
REFERENCES

Business Communication for Success

Chapter 5: Writing Preparation
Chapter 6: Writing