Detailed Notes on Completing Business Messages

3.1 Introduction

Completing business messages involves refining and finalizing communication to ensure clarity,
effectiveness, and professionalism. It focuses on reviewing, editing, and proofreading messages to
achieve the desired impact on the audience. This process is critical in ensuring that the message
aligns with the purpose, maintains a professional tone, and avoids errors that may hinder
understanding or credibility.

3.2 Reviewing Your Message: Evaluating the First Draft

3.2.1 Evaluating Your Content, Organization, Style, and Tone

1. Content:

o Ensure all necessary information is included and relevant to the purpose.

o Avoid redundant or irrelevant details.

o Example: A sales pitch email should highlight the product’s key benefits without
unnecessary technical jargon.

2. Organization:

o Follow a logical structure (e.g., introduction, body, conclusion).

o Use transitions to maintain a smooth flow.

o Example: In a project proposal, clearly state the objectives, methodology, and

expected outcomes in separate sections.

3. Style:

o Match the style to the audience (formal, semi-formal, or informal).

o Example: A formal report requires professional language, while an internal memo

may use simpler terms.

4. Tone:

o Ensure the tone is appropriate for the audience and purpose.

o Example: A complaint response should be empathetic and professional, avoiding

defensive language.

3.2.2 Evaluating, Editing, and Revising the Work of Others

 Steps:

o Understand the purpose of the original message.

o Provide constructive feedback focused on improvement.

o Example: When reviewing a colleague’s presentation, suggest rephrasing jargon-

heavy slides for clarity.
  Techniques:

o Highlight unclear sections and suggest alternatives.

o Check for logical progression and proper tone.

3.3 Revising to Improve Readability

3.3.1 Varying Your Sentence Length

 Why:

o Avoid monotony and improve engagement.

o Example: Combine short sentences like "Our sales have increased. This is due to
marketing." into "Our sales have increased significantly due to an effective marketing
strategy."

3.3.2 Keeping Your Paragraphs Short

 Why:

o Short paragraphs enhance readability, especially in digital communication.

o Example: Use a new paragraph to introduce a different idea in an email rather than
crowding all details in one block.

3.3.3 Using Lists to Clarify and Emphasize

 Why:

o Lists make key points stand out.

o Example: Instead of writing "Our new policy offers flexible work hours, remote work
options, and training programs," use:

 Flexible work hours

 Remote work options

 Training programs

3.3.4 Adding Headings and Subheadings

 Why:

o Improves navigation and skimming.

o Example: A report on employee engagement could use headings like "Survey

Findings" and "Actionable Insights."

3.4 Editing for Clarity and Conciseness

3.4.1 Editing for Clarity

 Techniques:
 o Simplify complex sentences.

o Avoid ambiguous words or phrases.

o Example: Replace "We might possibly be able to deliver the product by next week"
with "We will deliver the product by next week."

3.4.2 Editing for Conciseness

 Techniques:

o Eliminate unnecessary words.

o Replace phrases with single words where possible.

o Example: Change "at this point in time" to "now."

3.5 Producing Your Message

3.5.1 Designing for Readability

 Techniques:

o Use a readable font and size.

o Ensure proper spacing and alignment.

o Example: Use bullet points in a presentation slide to break down key points.

3.5.2 Formatting Formal Letters and Memos

 Guidelines:

o Use standard formats (block, modified block, or semi-block).

o Include essential elements like date, recipient’s address, salutation, and closing.

o Example: A resignation letter should follow a formal structure to maintain

professionalism.

3.5.3 Designing Messages for Mobile Devices

 Tips:

o Keep sentences and paragraphs short.

o Use responsive design for visuals and attachments.

o Example: A promotional email should include a clear CTA button easily clickable on a
smartphone.

3.6 Proofreading Your Message

 Key Focus Areas:

o Spelling, grammar, and punctuation.

 o Accuracy of facts and figures.

o Consistency in formatting and style.

o Example: Proofread a financial report to ensure figures align with the appended
charts.

 Techniques:

o Read aloud to catch errors.

o Use digital tools but verify manually.

3.7 Distributing Your Message

 Considerations:

o Choose the most effective medium (email, printed letter, etc.).

o Ensure timely delivery.

o Example: Use email for immediate communication, but a courier service for signed
agreements.

3.8 Summary

Completing business messages requires careful review, effective editing, and clear formatting to
ensure communication is professional, clear, and impactful. Each step in the process enhances the
message’s readability and persuasiveness.

3.9 Key Words

 Reviewing: Assessing and refining the draft.

 Editing: Modifying for clarity and conciseness.

 Proofreading: Ensuring error-free content.

 Distribution: Selecting the appropriate channel for delivery.

3.10 Closing Case-Let

This section includes practical applications and real-life scenarios to test understanding. Examples
may include:

 Reviewing a draft email for errors.

 Formatting a business letter for a formal event.

3.11 Higher-Order Thinking Skills Questions (HOTS)

These questions challenge students to apply concepts in complex scenarios:

1. How would you revise a poorly structured business email?

2. What factors would you consider when designing a newsletter for mobile users?

3.12 Answer Keys

Provides solutions to exercises and questions presented in the chapter for self-assessment.

3.13 Self-Assessment Questions

1. Why is proofreading critical in completing business messages?

2. List three techniques to improve readability.

3. How can headings enhance a report’s effectiveness?

3.14 Suggested Readings

 "Business Communication Today" by Bovee and Thill

 "Essentials of Business Communication" by Mary Ellen Guffey

3.15 References

 Bovee, C., & Thill, J. (2022). Business Communication Today.

 Guffey, M. E., & Loewy, D. (2021). Essentials of Business Communication.