University of Chittagong

Banking and Insurance

Presentation on
Completing Business
Messages
(Chapter-06)
 COMPLETE
Business message writing with :

Evaluation Producing Distributing message :

and Revision: Message:

 Evaluating your  Designing for

first draft readability
 Reading to  Formatting formal
improve letters and memos
readability  Designing for mobile
devices
Proofreading
Editing for : message:
• Clarity
• conciseness • Checklist for
proofreading message
Evaluation Revision
eval·​u·​a·​tion
re·​vi·​sion
noun
/rɪˈvɪʒn/
the making of a judgement about the
noun
amount, number, or value of
the action of revising.
something; assessment.
Evaluating your content,
organization, style and tone.
To evaluate the content of your message, answer these questions:

●● Is the information accurate?

●● Is the information relevant to the audience?
●● Is there enough information to satisfy the readers’ needs?
Revising to improve readability
Keeping both sentence and
paragraph length short

Using list other than

Revision narrative to clarify and
emphasize

Adding headings and

subheadings
Editing for Clarity
Clarity is essential to getting our message across accurately and efficiently. By following
eight steps we can take to improve the clarity of our writing.

1. Break up overly long sentences 5. Reword long noun sequences.

2. Rewrite hedging sentences. 6. Replace camouflaged verbs.

3. Impose parallelism. 7. Clarify sentence structure.

4. Correct dangling modifiers. 8. Clarify awkward references.

Editing for Conciseness
●● Delete unnecessary words and phrases.
●● Shorten long words and phrases.
●● Eliminate redundancies.
●● Rewrite sentences that start with “It is”
or
“There are.”
Producing Your
Message
 Designing For Readability
Consistency Balance

Restraint Details
 Blackhawk
Blackhawk
Blackhawk
SCREAMTIME
SCREAMTIME
SCREAMTIME
Broadway
Broadway
Broadway
Margins &
Justifications
Formatting formal
letters and memos
Most business letters are printed on letterhead
stationery, which includes the
company’s name, address, and other contact
information. The first element to appear
after the letterhead is the date, followed by the
inside address, which identifies the person
receiving the letter. Next is the salutation, usually
in the form of Dear Mr. or Ms. Last
Name. The message comes next, followed by the
complimentary close, usually Sincerely
or Cordially. And last comes the signature block:
space for the signature, followed by the
sender’s printed name and title.
Designing message for
mobile device
Usage of white space
● Think in small chunks.
● Make generous use of white Right type face

space. Short Paragraph

● Format simply.
● Consider horizontal and vertical
layouts.
Proofreading Your
Message
● Make multiple passes.
● Use perceptual tricks.
● Double-check high-priority items.
● Give yourself some distance.
● Be vigilant.
● Stay focused.
● Review complex digital documents on paper.
● Take your time.
Checklist for Proofreading
Message
A. Look for writing errors. C. Look for design, formatting, and
●● Typographical mistakes programming mistakes.
●● Misspelled words ●● Incorrect or inconsistent font selections
●● Grammatical errors ●● Problems with column sizing, spacing, and
●● Punctuation mistakes alignment
B. Look for missing elements. ●● Incorrect margins
●● Missing text sections ●● Incorrect special characters
●● Missing exhibits (drawings, tables, ●● Clumsy line and page breaks
photographs, ●● Problems with page numbers
charts, graphs, online images, and so on) ●● Problems with page headers and footers
●● Missing source notes, copyright notices, or ●● Lack of adherence to company standards
other ●● Inactive or incorrect links
reference items ●● Missing files
Distributing
Your Message
As with every other aspect of business communication, your
options for distribution multiply with every
advance in technology
When choosing a means to distribute
messages, consider the following factors:
● Cost.
● Convenience.
● Time.
● Security and privacy.
Thank You