Business Communication

2nd Edition

Meenakshi Raman
&
Prakash Singh
 Chapter 5
Business Writing

Business Communication ©Oxford

All rights reserved
University Press, 2012
 Agenda

•Written business communication

•Types of messages

•Approaches to writing

•Stages in writing

Business Communication ©Oxford All rights reserved

University Press, 2012
 Written Communication

Writing is crucial to modern organizations

Reports, proposals, manuals, plans, memos, letters,
e-mails, notices, circulars, websites
Inform, persuade, sustain relationships, record
convey routine matters, goodwill messages,
positive, negative messages,

Business Communication ©Oxford All rights reserved

University Press, 2012
 Types of messages

Positive or good news : reflects goodwill

( appreciation, sympathy, thanks, etc.)
Negative or bad news messages: undesirable /
disappointing ( denials, rejection, refusal, etc.)
Neutral or routine messages: important but least
emotional ( acknowledgements, inquiries, requests)
Persuasive or influential messages: motivate or make
others agree ( proposals, replacement, buy, etc.)

Business Communication ©Oxford All rights reserved

University Press, 2012
 Approaches to writing

Direct Approach

Indirect Approach

Business Communication ©Oxford All rights reserved

University Press, 2012
 Approaches to writing
Direct approach

Used when writing to inform

Details arranged in the decreasing order of

importance

Both positive and neutral messages

Business Communication ©Oxford All rights reserved

University Press, 2012
 Approaches to writing

Indirect approach

Mostly to convey negative information

Also used to persuade

Reasons first and then action

Business Communication ©Oxford All rights reserved

University Press, 2012
 Five main stages in writing
Prewriting : purpose, readers, data, organize, outline
Drafting : right balance, right words, tailoring
language to the audience
Revising: process of modifying, increase
effectiveness
Formatting: appearance, design elements, professional
look, appropriate to specific message
Proofreading: read from printed copy, allow time, read
aloud, double check names, spellings, punctuation, etc.

Business Communication ©Oxford All rights reserved

University Press, 2012