Pre-Writing

• Having a clear REASON why you are doing the business message.

  Purposeful
• The details in the message should be clear and brief that the readers can easily understand the information and take it into consideration. It should be STRAIGHT TO THE POINT.

  Economical
• Consider how your readers will perceive your message and include details that will somehow satisfy them.

  Audience oriented
• Business message are products of constant planning, transcribing, and meticulous revising. There is a process involve.

  Process oriented
• Analyzing, Anticipating, and Adapting

  Pre-Writing
• Researching, Organizing, and Composing

  Writing
• Revising, Proofreading, and Evaluating

  Revising
• TEST YOUR PURPOSE: Check if your business message is doable and possible to execute given the time period.

  Realistic
• TEST YOUR PURPOSE: Check if your business message is needed.

  Timely
• TEST YOUR PURPOSE: "Am I the right person to give the message?"

  Appropriate
• TEST YOUR PURPOSE: Check if your business message has the same stand and does not violate the rights of the company.

  Acceptable
• KNOWING YOUR AUDIENCE: They are known to be the decision makers or opinion holders.

  Primary audience
• KNOWING YOUR AUDIENCE: You are considering the number of people to be addressed and how the message will be written

  Size and Composition
• KNOWING YOUR AUDIENCE: You consider what your audience know and does not know.

  Understanding Level
• KNOWING YOUR AUDIENCE: The effect of your business message to the audience. It can be positive, negative, and even neutral.

  Probable Reaction
• KNOWING YOUR AUDIENCE: Sending a bits and pieces of the actual message can establish a good relationship towards your receivers.

  Good Relationship
• Focusing on what your readers can get from you. Focusing your statement on the readers alone.

  Spotlight audience benefits
• Emphasizing the use of second person pronouns.

  Cultivating a "You" view
• Knowing what are the words that are acceptable in business setting

  Sounding conversational
• Avoiding use of words that have negatively implied orders.

  Use positive language
• Avoid sounding demanding, preachy, or rude


  Use courteous language
• Use of words/phrases that avoid biases, slang, or expression that discriminate one's gender, religion, nationality, etc.

  Use of inclusive language
• Avoid the use of federalese (lawyers and law), bureaucratese (politicians and government), and inflated language.

  Adopt plain language
• Use short, simple, and common words whether possible

  Using familiar words
• Assessing the effectiveness of channels based on urgency of feedback, cost, formality, confidentiality, and permanence.

  Media Richness Theory