Introduction to

Messages and the

Writing Process
Overview
Nature/Types of Business Messages
Text messaging
Traditional letters
Memorandums
Email
The Writing Process
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1. Text Messaging
The newest form of business
communication
Began as short message services (SMS)
By mobile phone users
Using handsets with text merging capability

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Uses of Text Messaging
Mostly non business
But has some business use (promotions, brand
awareness, customer relations, etc.)

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Text Messaging in Email Programs
Most carriers have websites where users can send
text messages.
Typically they limit to 160 characters.
The resultabbreviated writing (b4, plz, r, u, 2day)
Need to take care

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Characteristics of Text Messages
Cover all critical information
Keep it short
Strive for clarity

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2. Traditional Letters
The oldest form
Their format
Their compositiondiscussed in
the message content of this book

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3. Email
Explosive recent growth
And the growth to continue

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Advantages of Email
Eliminates telephone tag
Saves time
Speeds up decision making

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Disadvantages of Email
Not confidential
No authoritative signature
Doesnt show emotion 5-

May be ignored

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 Structure of Email
Standardized elements
To
Cc
Bcc
Subject
Message
Attachments

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Formality of Email Writing
Range is from highly formal to highly
informal.
Three general writing styles:
Casual
Informal
Formal

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Casual WritingAcceptable
Between Acquaintances
Highly informal
Example: Buddy Monir! Just finished reading your crazy
good proposal. You are a genius, lol. Its a sure shot.

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Informal Writing
Retains some casual qualities (personal
pronouns, contractions)
Corresponds to proper conversation
Example: Ive read your excellent proposal. I
predict the administrators will approve it.

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Formal Writing
Maintains distance between writer and
reader.
Avoids personal references and
contractions.
Example: The proposal is excellent. The
executives are likely to approve it.

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 General Email Writing
Considerations
1. Conciseness
Make the sentences short
only the essentials.
Use words economically.
Paraphrase previous
messages concisely.
Quote selectively.

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Closing the Email Message
Usually just the writer's name is sufficient.
In more formal messages, closing
statement may be appropriate (Thanks,
Regards).
Traditional letter closes (Sincerely)
sometimes used in formal messages.

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Emphasis Devices Sometimes Used
in Email

The common devices are font variations,

italics, bold type, color, asterisks, dashes,
solid caps.
But use them primarily in casual writing.

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Use Initialisms with Caution.
Some stand initialisms have
developed
For example:
BTW
FYI
FAQ
TTFN
TIA
LOL
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 Specimen of an Email
To Monir Akhand
CC miakhand3328@gmail.com Today at 10:18 PM
Bcc
Subject: Application for leave Mr XXXXX

Sir, Assalamualaikum.
I have been informed by my cousin that my girlfriend is getting married tomorrow. I have been trying to talk to
her to clarify the matter, but failed to connect as her cellphone is turned off. I therefore need to go home
immediately to breakup this marriage. Otherwise my life will be ruined. A photograph of my girlfriend is attached
to this mail. Request leave from 01 to 03 September.
Proposed budget for the next fiscal year is near completion and will reach you before 03 September.
Request sanction Taka 3 lac to procure a generator for this office. Frequent disruption of electricity is seriously
affecting our productivity. Quotations from three companies also attached to this mail.
Warm regards, Monir Akhand
Memorandums Are Internal
Messages (within a company)
Email is fast taking over.
Typically they have a distinctive
form:
Date, To, From Subject
Sometimes Department, Territory,
Store Number, Copies to

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Memorandums Vary Widely
in Formality
Some are casual.
Some are formal.
Most are in between.

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Techniques for Writing
Memorandums
Techniques are much like those for
email.
More likely to be in the direct order

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The Process of Writing
Begins with planning
Determine the objective.
Predict you readers
reaction (negative, positive,
indifferent).

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The Process of Writing
Next comes gathering the information
needed.
Find past correspondence.
Consult with others.
Obtain records, warranties, etc..

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The Process of Writing
Then analyzing and organizing the information.
Writing the message

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The Process of Writing
Rewriting
Rewrite.
And rewrite, and
rewrite.
Get input from others.

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The Process of Writing
Finally, editing, polishing, and
presenting
The rewrite process is useful while youre
learning (as a student).
In your eventual work assignment, you first
draft may be the finished product.

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01769173328
Assalamualaikum, I hope everybody and their family are happy and healthy. How
was Eid leave? It is time for us to get back to work seriously. Tomorrow we will
have a conference to get feedback on the progress of work so far. We will also
discuss future projects that can be undertaken by us. I want to know the update
on the Padma Bridge project. I think we need to adjust the office timings, so lets
talk about that also. The electric bill last month was too much, we have to talk
about how to reduce the bill. Lets have the conference at 9 am. I want all officers
down to assistant managers to join the conference. That may be too many
people, lets limit attendance down to managers only. Admin Branch to cater for
lunch. Menu may be Fish, Chicken, vegetable, Dal and seasonal fruits. Wish you all
a very good day and look forward to see you all tomorrow. Monirul Islam Akhand,
Managing Director, North South Constructions Limited, Bashundhara, Dhaka.