The Process of Preparing Business Messages.pptx

It discusses the 5 steps people need to take t be ready for job world.

1. The Process of Preparing Business Messages

2. Five Planning Steps Identify your purpose Analyze your audience Choose your idea Collect information Organize your message

3. Identify Your Purpose Clarify why you are writing Possible purposes: Informational (e.g., announcements) Persuasive (e.g., product promotion, job application) Negotiating Creating goodwill

4. Analyze Your Audience Adapt message to reader’s views, needs, and culture Consider: Role: professional, customer, subordinate, colleague Group membership: political, religious, … Age and experience Education, attitudes, values (often culture-specific) Likely reaction: positive, neutral, or negative

5. Choose Your Idea With the purpose and receiver in mind, choose the idea for message. The idea of writing a message depends on the background, situation, cultural context and location of the receiver (national or international)

6. Collect Information Gather accurate, credible evidence Include: company policies, statistics, quotations, visuals Attach supporting documents if needed

7. Organize Your Message Outline before drafting Choose structure: Direct (deductive) or Indirect (inductive) Avoid rambling or disorganized flow Cultural note: Direct style: common in US/Europe Indirect style: effective in Asia, Middle East, South America

8. Organizational Plans Choice of how to structure a message Two main approaches: Direct (deductive): audience is receptive Indirect (inductive): when resistance expected Four common plans: Direct request Good news Bad news Persuasive request

9. Direct Request Plan Used for straightforward requests requiring little persuasion Main Idea: request or recommendation (state clearly) Explanation: details, supporting data, numbered questions if needed Courteous Close: action desired, deadline, goodwill statement

10. Subject: Request for Approval to Host Student Research Workshop Dear Dr. Rahman, I am writing to request your approval to organize a two-day student research workshop in the Department of English on October 12–13, 2025 . The purpose of this workshop is to prepare undergraduate students for their senior research projects by training them in methodology, academic writing, and presentation skills. We expect 60–70 student participants. The sessions will include group activities, one-on-one feedback, and examples of published undergraduate research projects. For smooth execution, I kindly request: Approval to use the Main Seminar Hall on the given dates Permission to allocate departmental funds (approx. 12,000 AFN) for materials and refreshments Circulation of an official notice to all undergraduate students IT assistance for projection and internet access I would appreciate it if you could confirm approval by September 25, 2025 , so we can finalize arrangements and inform students. Thank you for your consideration, and I look forward to your positive response. Sincerely, Ahmadullah Samimi Lecturer, Department of English

11. Good News Plan For granting requests, announcing favorable info, routine exchanges Best news or main idea first Explanation: details, educational or promotional material Positive Close: appreciation, action statement, offer of further help

12. Subject: Approval Granted for Student Research Workshop Dear Mr. Samimi, I am pleased to inform you that your request to organize a student research workshop on October 12–13, 2025 has been approved by the Academic Council. We strongly support this initiative, as it will greatly benefit our undergraduate students in developing essential research and academic writing skills. The department will provide: The Main Seminar Hall for both days of the workshop An allocation of 12,000 AFN to cover stationery, handouts, and refreshments IT department support for audio-visual equipment and internet connectivity An official announcement to be circulated to all students by next week We encourage you to proceed with the planning and coordination of facilitators. Please share the final program schedule with the Dean’s office by October 1. Thank you for your dedication to student learning and for contributing to the academic growth of our department. We look forward to a successful event. Sincerely, Dr. Rahman Head, Department of English

13. Bad News Plan (Indirect) One of the hardest to prepare Buffer: neutral, reader-oriented opening Explanation: reasons given tactfully, start with favorable facts Decision: refusal (direct or implied), offer alternatives Positive Close: appreciation, goodwill, future orientation

14. Subject: Response to Request for Student Research Workshop Dear Mr. Samimi, Thank you for your thoughtful proposal to organize a student research workshop for our undergraduate students. The plan you outlined shows genuine commitment to improving student research and writing skills, and the Council highly values your efforts in this regard. After careful review, however, we regret that we are unable to approve the workshop this semester due to budgetary constraints and the already full calendar of departmental events. The cost of materials and refreshments, combined with the seminar hall’s unavailability in October, makes it difficult to accommodate this request at present. That said, we would be very interested in revisiting this proposal for the spring semester . If you could revise the budget to a smaller scale and submit the proposal again in January, the Council will give it priority consideration. Additionally, we can support you in organizing smaller preparatory sessions in regular classrooms without added expense. We appreciate your initiative and encourage you to continue developing student-centered projects. Thank you for your understanding, and we look forward to working with you in the future. Sincerely, Dr. Rahman Head, Department of English

15. Persuasive Request Plan (Indirect) For persuasion when reader may resist Attention: benefit or interest theme Interest: descriptive detail, appeal, reader benefits Desire: request + supporting data Action: clear, easy next step, goodwill close

16. Dear Dr. Rahman, Every semester, our undergraduate students struggle with preparing their senior research projects. Many of them lack training in data collection, citation practices, and oral presentation. As a result, they feel underprepared, and their final work does not always reflect their true potential. To address this gap, I propose organizing a two-day research workshop on October 12–13, 2025 . The event would equip students with essential academic skills through hands-on activities led by experienced faculty. Sessions would cover: Research methodology and data collection strategies Proper citation and academic writing standards Effective oral presentation and use of technology Workshops like this not only enhance learning outcomes but also strengthen the department’s reputation for producing competent graduates. Universities with similar initiatives have reported improved student performance and higher postgraduate admissions. To make this possible, I respectfully request: Approval to use the Main Seminar Hall on both days Permission to allocate 12,000 AFN for materials and refreshments Circulation of an official notice to all undergraduate students IT department support for multimedia facilities This initiative promises significant long-term benefits for both students and the department. I would be grateful if you could approve the plan by September 25, 2025 , so preparations can begin on time. Thank you for considering this proposal. I am confident this workshop will mark an important step forward for our academic community.