Unit: 4 Business Communication. Formal letters, Memos, and Emails Whenever you make a request or propose plan, recommendation, request, apologize, etc.

Unit: 4Business Communication

Formal letters, Memos, and Emails

• Whenever you make a request or propose plan, recommendation, request, apologize, etc. As companies welcome the opportunities to offer their product, and service.

Continued

When composing a letter you should take these points into consideration.

• Specify to whom you are giving service

• Provide complete information

• Complete address

• And use of appropriate words

Writing Routine Good news and Goodwill messages

• Organizing positive messages: • Business communication comprises

of messages which contain neutral in formation, maintain relationship among business partners, and respond to the queries positively. In this way you will need to work little hard planning then composing these good-news, routine messages, and goodwill messages.

Clear statement of the main idea:

• Most Business messages have two fundamental purposes.

• To transfer information

• Generate an acceptable attitude towards the audience, and respond nicely.

Necessary Details:

• The center part is mostly the longest one in a good-news or goodwill, and routine messages. Your purpose of conveying message is usually be expressed in a few words, or two, but you will have to make more gap or time to describe your point fully, so that your target audience will not have any problem in comprehending the message.

Courteous Close:

• Most of the time your message is probably leads towards success if your targeted audience has the feelings that you really care personally about them. Treat your each customer like he/she is gaining all the attention.

Composing positive responses:

• Many business letters and inter-organizational memos are composing in response to an inquiry, an order, or a request. Whenever the reply is positive such as “Yes” or if it is straight forward information, then it is suitable to implement a direct plan.

Writing goodwill messages:

• It would be defined as a positive feeling which motivates people to establish a business relationship, whether you make your relationship with your customer or suppliers, etc.

Goodwill Messages

• Goodwill messages always have the positive feelings which have positive effect on business, because people are more interested in the type of dealings that are kind and human interest just more than money.

Writing Bad news messages

• Organizing bad news messages:

The feeling such as rejection, failure, etc, these feelings are defined as bad news. Even these type of feeling make complications in people lives.

The tone contains of your communication effectiveness by adhering three particular objectives:

• Support your customer understand that the bad news message signifies a company decision.

• Support your customer understand that the situations, your decision was suitable and justifiable.

• Support your customer remain well disposed with your business and possibly towards you.

Indirect plan:

• The plan which is not direct is an approach you familiar with you most probably apply it most of the times to say something, which will not upset other person.

The indirect plan comprises of four essentials

• Create buffer (Use buffer in the diplomatic way, be neutral, succinct, do not mislead, relevant, and assertive).

• An obvious, diplomatic statement of the negative decision

• Evidence that is supporting the negative decision.

• A supportive, friendly, and positive close.

Writing persuasive messages

• It is define as the process of changing people, and have a great influence that you can change attitude. The objective of persuasive message is to manipulate people who are tending to resist. They usually depend heavily on tactic planning such as many leaders have done a great job through provoking people.

• Some of the cultural differences are negligible; you can reflect on four tactic elements:

• Emotion and logic

• Needs and appeals

• Semantics

• Credibility

Emotion and logic

• When audience wants are not being met, they most probably reply emotionally. For instance, if a person who lacks a stance of self-worth is probably to be susceptible to the tone of esteem in a message.

Needs and appeals

• Most of the motivational approaches are contributing to please your target audience. Definitely, audience has many needs, but few researchers have faith on particular needs and wants that are prior. The prominent hierarchy of Abraham Maslow explains.

.

Esteem and Status

SocialAffection Friendship

Ties to Group

Safety and SecurityPersonal Confidence

Stability Protection from Enemies

Physiological (survival)Air Food Water Sleep

Shelter

Self ActualizationCreativity Wisdom Self-realization

Vocation Fulfillment

Semantics

• It is all about how you let your customer aware that you are sincere and reliable. Semantics (the meaning of expressions and other symbols) can assist you in your job. The terms you have selected to compose your message say much more than their dictionary explanation. For example, beneficial, useful, and advantageous might be deemed synonyms.

Credibility

• Credibility is most probably related to your self-worth and reliability that people have because you are giving them a satisfied service or confidence. For you to provoke a doubtful or aggressive customer they must have faith that you know what you are discussing about and that you are not trying to give the wrong impression about.

Today we discussed:

• Formal letters, Memos, and Emails

• Writing Routine Good news and Goodwill messages

• Writing goodwill messages:

• Writing Bad news messages

• Writing persuasive messages

List of References:

• Courtland L. Bovee & John V. Thill. Business communication. Fourth Edition Published by: Prentice hall

• G. T Vardaman & PB Vardaman (1973). COMMUNICATIONS IN MODERN ORGANIZATIONS. John Wiley & Sons,Inc New York, pp. 516