1. Direct (deductive) Approach
The direct or the deductive approach is used when we know
the receiver, the reaction of the receiver and the matter is of routine. Or
when there is good news
2. Indirect (inductive) approach
Indirect or inductive approach is used when we don’t know the receiver, the reaction of the receiver and when the matter is not of routine or when the there is any bad news.
Beginnings and Endings
Two things are very important in a business message one is the opening and other is the closing the opening is important because
“ The first impression is the last” and the closing is important because “what ever is read last is remember first” . That’s why we should focus on the opening and closing of messages.
Opening paragraph
The opening paragraph is
different In the two basic organizational plans in direct approach its will be
a good news and in indirect it will be a buffer statement
Clear and precise:
The opening paragraph should be clear and precise it should be clear from all doubts and ambiguities and it should not be as lengthy as three four pages it should be only 3.5 lines.
Check for completeness:
Check the opening paragraph whether its complete in all aspects or not.
Closing paragraph:
Closing paragraph should possess the following
Motivate the reader:
One should try to close the paragraph in such a way to motivate the reader don’t say negative words that he can deny.
Positive close:
The closing paragraph should be positive avoid using negative although you may be on right.
Invite future contract:
If possible do mention future contracts further help if you can provide at this time due to many reasons.
Concise and complete:
The closing paragraph should be concise, correct and complete check it many time to avoid any misshapen.
Composing the Message
When we have completed the five planning steps and determine the opening and closing paragraphs know we can write the first drafty.
Draft your message
Writing first drafts is of course very difficult, if we have the same topic different writers will write in different way, it’s the process of drawing what ever we have in our mind ,its necessary that we should have to write our all ideas on a page what ever we want to include in our message. of course there may be too many mistake because a first draft can not be a perfect draft that’s why it need to be polish, the following steps will polish the document for errors and mistakes.
· Collect data
· Choose relevant data
· Write first draft
· Check errors
Revising your message
In this stage we revise the message, revising a message means we add necessary and delete unnecessary information. It further purify the message.
Determine your organizational plan:
In the revision stage we must determine the organizational plan in which it will be written, whether it will be written in direct plan, indirect plan; however the organizational plan should consist of the following:
· Introduction
· Body
· Positive close
Check for 7c’s:
The whole document should be check out keeping in mind the 7c’s, confirm the use of seven c’s.
Editing and proof reading your message
Editing and proofreading make sure that the document has no error in grammar spelling etc
The following should be kept in mind while proof reading the document
· Point out error and mistakes
· Grammar and spelling
· Punctuation word choice etc
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