Planning and Executing Different Types of Messages
Planning requires understanding the purpose, audience, and tone of the message.
1. Written Communication
Written communication involves conveying messages using text formats such as emails, letters, reports, and memos. It ensures clarity, permanence, and professionalism in business contexts.
Execution involves drafting, editing, and delivering messages tailored to the situation, such as formal announcements, informal updates, or persuasive requests.
2. Emails
Formal emails should have a clear subject line, greeting, body, and closing.
Emails are widely used for internal communication, client interaction, and follow-ups due to their speed and convenience.
3. Formal Letters (Planning & Layout of Business Letter)
Formal letters have a structured layout:
Sender’s details and date.
Recipient’s details.
Subject line and salutation.
Body (introduction, details, and conclusion).
Closing (signature and designation).
4. Informal Messages on E-Platforms
These messages are casual, using platforms like messaging apps or social media.
They foster quick communication but should retain professional boundaries.
5. Negative Messages: Indirect & Direct Negative Messages
Direct Negative Messages: Communicate bad news clearly and immediately, e.g., cancellations.
Indirect Negative Messages: Cushion the impact using softer language, e.g., rejection letters.
6. Persuasive Messages
Aim to influence the recipient's decisions or actions.
Use techniques like appealing to emotions, highlighting benefits, and presenting evidence.
7. Request Letters to Various Stakeholders
Letters seeking information, approvals, or support from stakeholders.
Should be polite, concise, and specific about the request.
8. Sales Letters
Crafted to promote products or services.
Use persuasive language, emphasize unique selling points, and include a call to action.
9. Complaint & Follow-Up Letters
Complaint Letters: Express dissatisfaction formally, outlining the issue and expectations.
Follow-Up Letters: Serve as reminders or further inquiries, ensuring professional continuity.
10. Promotion Letters
Announce promotions or achievements to motivate and celebrate employees.
11. Job Application Letters
Sent to express interest in a position.
Include qualifications, experiences, and enthusiasm for the role.
12. Cover Letters
Accompany resumes, providing a personalized introduction to the applicant's skills and suitability.
13. Resume
A document summarizing professional qualifications, experiences, and accomplishments.
14. Resignation Letters
Formal communication to notify an employer of intent to leave a position.
Should be polite, provide notice, and express gratitude.
