oTo prepare effective

messages
oEffective messages are
source of positive feedback.

1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness


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Message should be complete.
Provide all necessary information.
Answer all questions asked
Give something extra, when desirable.
Remember 5 Ws
Who, what, when, where, why

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How come my request for an interview
letter did not receive a response
When was letter sent?
Who sent it?
To whom it was sent?
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(Who): All members must attend.
(What): meeting of board.
(When) which will be held on Tuesday
at 3.00 pm.
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(Where) in Conference Room.
(Why) to discuss the ways to reduce
expenses.

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Eliminate wordy expressions
Use single words in place of phrases
Include only relevant material
Avoid unnecessary repetition
Repetition of same word or idea creates
dullness.
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We hereby wish to let you know that
our company is pleased with the
confidence you have reposed in us
We appreciate your confidence
Allow me to say how helpful your
response was
Your last response was helpful
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Focus on YOU instead of I and WE
Using YOU does help project YOU ATTITUDE but
overuse can lead to a negative reaction
Show benefit or interest
Readers may react positively when benefits are
shown to them
Emphasize positive, pleasant facts
Readers reaction also depends on the choice of
words so use positive words.
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We Attitude
I am delighted to announce that we will be
extending our hours to make shopping
more convenient

You Attitude
You will be able to shop evenings with the
extended hours.


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Choose precise, concrete and familiar words
When in doubt, use more familiar words;
audiences will understand them better
Construct effective sentences and
paragraphs
Try for an average sentence length of between 17
and 20 words
Insert no more than one main idea into a
sentence.

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After our perusal of pertinent (relevant)
data, the conclusion is that a
lucrative(profitable) market exists for
the subject property. (Not Clear)
The data we studied show that your
property is profitable and in high
demand. (Clear)

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Use specific facts and figures
Be precise and concrete in both written and oral
business communication
Put action in your verbs (Use active
sentences)
Verbs propel (boost) thoughts; they move ideas in
place of slower-moving nouns
Choose vivid, image building words
Use active voice to put the verb up front.


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Students GMAT scores are higher
In 1996 the GMAT scores averaged 600; by 1997
they had risen to 610

ACTION VERBS

The professor will give consideration to the report
The professor will consider the report

The proposal has requirement for...
The proposal requires.

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Be tactful (thoughtful) and appreciative
Stupid letter; I cant understand a word of
it
Its my understanding
Use expressions that show respect
Avoid expressions with YOU or YOUR
while criticizing


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Give the impression that you are interested
in business without discrimination.

Choose nondiscriminatory (fair)
expressions
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Clearly, you did not read my latest fax
Sometimes my wording is not precise; let
me try again
Stupid letter; I cant understand any of it
Its my understanding.

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Use the right level of language
Informal writing has more characteristic of
business writing
Formal writing is used for scholarly
writing like religious books etc.
Short , well known & conversational words
are used.

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Accuracy of figures, facts & words
It acts as comment on the validity of the
material
Maintain acceptable writing mechanics.
(Manner of word processing, formats of
letter/memo)
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