Business Messages Writing

WITH EXERCISES
 What is Business Writing

Business writing is a type of writing that seeks to

elicit a business response. It's a purposeful piece
of writing that provides relevant information to
help a reader know something or do something. It
must be substantive, clear, correct, easy to scan and
according to the norms.
 Types of Business Writing

Instructional Business Writing

Informational Business Writing
Persuasive Business Writing
Transactional Business Writing
 Instructional Business Writing

Instructional business writing provides the reader with

the information needed to complete a task. The task
may need to be accomplished immediately or it may be
for future reference. Response is not highly expected.

Examples of instructional communication in business

include user manuals, job description handbooks,
technical specifications and instructional memos. This
kind of writing is clear and direct, often written in
short sentences that follow a chronological order
 Informational Business Writing

Not all business writing requires action. A large volume of

writing is created for reference or record. This category can
include some of the less glamorous but still essential
documents.

Recording business information accurately and consistently

is important for marking progress, predicting future work, as
well as complying with legal and contractual obligations.

The goal of this kind of written communication is to provide

a reference or a record of specific areas of the business.
Examples of informational business communication
include quarterly financial reports, meeting minutes,
employee handbooks and annual departmental
overviews. An FAQ page on a website is also an example
of informational content. This kind of writing is direct
and thorough, covering a wide range of content with the
goal of keeping the reader up to date on specific aspects
of the business.
Informational business communication enables the
company to predict future performance, record previous
performance and meet legal or regulatory obligations.
 Persuasive Business Writing

When people think of business writing, they often

think of the persuasive writing category. These
documents are generally associated with sales. The
persuasive writing may be direct, with focus on a
specific item, or indirect, with focus on developing
the client relationship.
The goal is to two-fold: to convey information and to
convince the reader that the presented information
offers the best value. The text is written to impress
the reader and sway their decision.
Examples of persuasive business writing include
marketing and promotional content such as ads,
brochures, press releases, emails, newsletters and
direct mail campaigns. Sales decks and proposals to
prospects are also persuasive business writing, as are
cover letters and resumes.
One of the key elements to consider when writing
persuasively is to not focus on the business too
much. Instead, it’s important to focus on what
the audience wants and the kinds of problems they
are trying to solve.
 Transactional Business Writing

The word Transaction means to exchange or

interaction between people.
Everyday communication falls under transactional
business writing. The majority of this writing is by
email, but also includes official letters, forms, and
invoices. An easy way to quickly improve your
transactional business writing is to take an online
course

These documents are used to progress general

operations. They are also used to convey good and bad
news, often associated with human resource processes.
Examples of transactional writing include:

emails

instant messages

invoices

short memos

forms

letters
 Ten Rules of Effective Business Writing

Producing clear, effective and professional written

communications is one of the ways to differentiate
the best organizations / the best & most effective
employee from the rest.

It's also key for getting buy-in from the business and
to get your ideas across effectively.
1. KNOW WHAT YOU’RE TRYING TO
ACHIEVE
2. CONSIDER YOUR RECIPIENT/S
3. KEEP IT SIMPLE – LESS IS MORE
4. HAVE A LOGICAL STRUCTURE
5. BREAK IT UP
6. GET THE TONE RIGHT
8. USE COMPELLING & MOLDING
LANGUAGE
9. GET YOUR SPELLING AND GRAMMAR
RIGHT
10. DO A FINAL, CAREFUL
CHECK PROOFREAD THOROUGHLY.
PREPARING PERSUASIVE MESSAGES

Encourage them to respond

Request for Action
Direct or Indirect Plan
Solicited or Unsolicited
AIDA application
Lucrative
Considering
LET’S TEST…
Mr. Jamil is working in Z-Textiles as Chief Accountant and
is stationed at Head office, Sharah e Faisal. Due to the
sudden certain requirements you have to transfer Mr.
Jamil from Head office to the textile Site office located at
Nooriabad, Jamshoro District.

Although this might be difficult for him but still you have
got to deal with this situation and persuade him.

You the GM operations and you need to write an email to

Mr. Jamil on it.
You are a laptop whole seller and are looking for a
potential market. Keeping the current scenario on
view you are targeting students. For this you want to
write proposals to ABC university ( on of the biggest
universities in the country) and giving them a
proposal to promote your product among the uni
students.
Prepare your such proposal to ABC University.
You are a renowned news paper group and have newly
launched kids’ magazine in Pakistan.

You set a target of Rs. 10 Million for your sales team earlier
on this trimester which they partially missed. However,
you need to appreciate their achievement and motivate
them to give more than their best to reach to the next
trimester target of Rs. 15 Million.

Prepare an email on this regard and make it persuasive one

too.
Anonymous