MESSAGE Written Business

COMPOSITION Communication Etiquettes

CONTENTS
What is a Message
Message and Psychology
Factors influencing positive Business Communication
Negative Factors to avoid in Business Communication
Types of Messages
MESSAGE MESSAGE
AND PSYCHOLOGY
Information How it influences the mood?
It can be verbal or non verbal How the other person reciprocates it?
It can vary depending upon audience What are your goals?
There are 3 types of messages: The give and take relationship.
Primary Message
Secondary Message
Auxiliary Message
TYPES OF MESSAGES
1. Primary Message refers to the intentional content, both verbal and
nonverbal.

2. Secondary Message refers to the unintentional content, both verbal

and nonverbal.

3. Auxiliary Message refers to the intentional and unintentional ways

a primary message is communicated. It includes: vocal inflection,
gestures and posture, or rate of speech that influence the
interpretation or perception of your message (Ontario, 2018).
FIVE COMPONENTS OF THE
MESSAGE
. Attention Statement: captures the attention of your audience.

• Introduction: a clear statement about your topic; this is also the time to establish a
relationship with your audience.

• Body: present your message in detail, using any of a variety of organizational structures.

• Conclusion: provide the audience with a sense of closure by summarizing your main points
and relating them to the overall topics.

• Residual Message: a message or thought that stays with your audience well after the
communication is finished. This can be an important part of your message.
POSITIVE FACTORS INFLUENCING
BUSINESS COMMUNICATION
Courtesy
Saving face
Goodwill gesture
 Selfless
 Specific
 Sincere
 Spontaneous
 Short
Inclusive Attitude
We approach
NEGATIVE FACTORS AFFECTING
BUSINESS COMMUNICATION

Casual attitude

Rude and impolite behavior

The “I” approach

Exclusive attitude
TYPES OF MESSAGES
Writing Strategy Nature of Message Examples

Positive Messages SEA strategy Positive and Neutral Credit loan approval,
response job offer letter, letter of
interest and sympathy
message

Routine Messages Specific and Call to Neutral response Policy reports (positive),
Action (if required) schedules, office
maintenance etc
Negative Messages Buffer statement Emotional response, Application refusal
tension, heartbreak letter, job detainment
letter, rejection letter

Persuasive and Sales Ethos, Pathos, Logos To persuade people to Marketing emails
Messages AIDA Appeal make a purchase. Value Cold Emailing
building Promotional messages
Advertising scripts
PERSUASIVE SALES
MESSAGES
ETHOS
LOGOS
PATHOS
TERRIBLE EXAMPLE OF
NEGATIVE MESSAGE
Subject Line: Termination of Services
Hi Mark!
This is to inform you that we no longer need your services for the position of Sales
Executive. You should know that times change and we have to change with the
trends.
Collect your dues and I wish you best of luck for the future.

Regards
GOOD EXAMPLE OF
NEGATIVE MESSAGE
Subject Line: Termination of Services
Hi Mark!
I hope you are doing well. Allow me to say that you have always been a valued employee for us. We
cannot appreciate your hard work for the company and how you achieved so much in all these 5
years.
The recent pandemic has hit us all really bad more specifically in terms of the company’s supply
department. Since, we have exhausted all the manufacturing material to keep up with the Supply
demand, when its no longer wanted, we will have to let you go as we are ending/ putting an end to
the job position of Chief Manufacturer. I know how terrible this sounds but unfortunately, the
company is in huge debt.
Please collect your remaining dues and two months salary from the HR front desk. I have attached
a recommendation letter with this email as well. I wish you best of luck for your future endeavors.
ABC company is actively looking to hire someone for the position of Chief Manufacturing and I
have put in a good word for you there. You can try your luck there as well.
Regards
Positive messages
ROUTINE MESSAGE
To Whom It May Concern
I am writing this letter to recommend my student Bilal for the position of Junior Intern at your
organization.
I have known him for the past 2 years as he is an active member of the Xxxx research group. Under
this particular group, the team won a Career fair or a competition.
Skill areas
He/ She is fast on feet and a fast learner, who can work wonders with a minimum or a basic
guideline.
He is an all-rounder and an over achiever with regards to the Academic and Co-Curricular activities.
I personally recommend him and wish him best of luck for his future career prospects.
If you need any further information, please reach out to me at prof.au@gmail.com
Regards
Dr. XYZ
Assistant Professor
ABC University
THANK
YOU!