Business_to_Business

Business-to-Business Messages COMM 470 Business-to-Business Messages Writing business-to-business messages is difficult. Finding the correct wording, formatting, and ensuring the reader receives the message the way it was intended can be an interesting task. This paper will analyze three business-to-business messages and provide techniques to assist preparing memos and messages. Then in conclusion the paper will provide an example of a business message asking to create a new business relationship and how to reject another company’s offer. Types of Business Messages There are four types of business messages: memos, E-mails, reports, and policy updates. Memos are generated to info multiple staff of important information, for example when a department training is held and the schedule it will follow. Memos are organized to provide the target audience, who sent it, the date it was generated, and the subject it will cover. E-mails continue the same format as memos, which aids in transferring information as the receiver is educated in where to collect important data. Formatting business documents using this format allows the reader to understand who is the intended audience, who wrote the message, the date the message was written, and why the message was sent out. Utilizing this information the reader can decide if the message is valid to read or if they can disregard the paper. Reports and policy updates are important business messages as well, except they are written similar to informative books created by the company. Typically these documents transfer information but omit the headers composed of reader, sender, date, and subject. Purpose of Business Messages Companies create business messages to generate a record of the information sent. This allows the company to reference who created the information, when the information was released, and why the information was deemed important. Business messages can be sent to multiple readers, creates a written record, and can transfer complex directions. Managers can utilize business messages to ensure staff understood and retains information relied in verbal communication. An example of the benefits, a manager holds a meeting asking the staff to complete seven tasks individually. To ensure each task is completed correctly the manager can send a copy of the seven tasks to each person allowing the staff a reference page if he or she can not remember an item. Analysis of Three Business Messages Attachment one is well formatted, informing an applicant they did not receive the job he or she applied for. The document provides the business address in the upper right corner, followed by the date, and the readers name and address on the left margin. The message addresses the reader with a formal title and express gratitude for the reader interest within the company. It is important to start a message with a compliment acknowledging the reader that their time was not wasted or to assist in setting the mood of the message. Written messages cannot convey body language, so when writing a message make sure the words express the desired impact. For example the reader cannot see a smile or hear a laugh when reading a joke. After the statement thanking the reader for their time the sender creates a new paragraph. This notifies the reader the topic has changed. The message explains that the company valued the reader’s time and thinks the reader was qualified to work with company, but the company did not have the space for a new staff member. This paragraph explains why the reader was not hired and supplies feedback. Finally the message again thanks the reader and expresses support in their efforts. This information leaves the reader feeling confident in their job skills and notifies them the company is appreciative but does not have the availability. Although this letter maybe a template the company uses several times, the reader believes to be valued and can understand the company’s point of view. Attachment two is a business message notifying the reader about the new business relationship agreement. The message addresses the reader at the top of the page followed by a date documenting when the message was created. The message addresses both members of the group and again thanks the reader for their time and congratulates them of the business agreement. The first paragraph is personalized with specific details about the reader’s venture, which makes the reader see the respect and appreciation. Next the message informs the reader of an attached document and why the sender enclosed it. Then details the senders schedule to inform the reader of when to expect a response. Finally the sender thanks the new business and closes out the message. This message was formatted correctly and included personalized details to make the reader think he or she is involved and appreciated. Attachment three is a business message created to document a phone conversation and create a written copy of the services agreed upon. The message states information discussed during the phone and formatted a hard copy work proposal. The message is formatted with the date first, followed by the senders name and address, and the readers name and address. The sender begins the message notifying the reader this is documentation of the phone conversation they held prior and details the agreed upon information. The next paragraph expresses to the reader how the sender is excited for the agreement and offers his number if the reader has any questions. This message is formatted correctly and provides detailed information concerning the new business deal between the reader and the sender. Each business message utilizes short to the point information with clear directions of who the reader and the sender are at the top of each page. The messages relay gratitude from the sender to the reader and notifies the reader of what the sender’s purpose is. Techniques for Writing a Business Message At the top of the page address the sender, reader, and date the message is generated. This aids the reader in discovering who is the intended reader and who the sender is to return feedback or information. Dating the message is important as it allows the reader to know when the message was created and how dated the data is. For example a staff member returns to his or her office from the morning meeting. The member had been on vacation for the last week. In the meeting the member is told the training seminar is schedule to begin after lunch. As the member goes through the paperwork piled up on the desk, he or she notices a memo stating the training seminar begins at five o’clock. The member can locate the date of the memo and determine if the information is current or needs to be discarded because it is dated. Another helpful technique is to keep the subject short and to the point. This allows the reader to gain as much information about the message and decide if the message applies to them. For example, Department 4 meeting 6/30/11. This subject tells the reader the message is for members of department 4 and the date of the meeting. At this point the reader can choose to continue reading or disregard the message. If expressing bad news in a message sandwich the message with a praise or appreciation. This makes the reader calm and indicates the message is not to be taken personally. For example if the message says; you did not receive the job and that is it, the reader can be confused and does not receive feedback on why they did not receive the job. Attachment one provides an example to explain to the reader the purpose of the company’s decision. Finally, ensure the message is easy to read by selecting appropriate fonts, sizes, and colors to use. Request of Business Relationship June 27, 2011 President ABC Company Suite 16 Tenbucktwo, TX 78744 CEO XYZ Company Suite 14 Tenbucktwo, TX 78744 Dear Mr., Congratulations on your new office building and welcome to Phoenix community. I would like to offer you a contract agreement with ABC Company. Our company’s share the parking lot in front of the building and I would like to set a schedule and boundaries to ensure each company receives fair use. Please contact me at 555-555-5555 to make an appointment that is convenient. Thank you for your time and hopefully this will open the door to other work relationships. Sincerely, June 27, 2011 CEO XYZ Company Suite 14 Tenbucktwo, TX 78744 President ABC Company Suite 16 Tenbucktwo, TX 78744 Dear Ms. Thank you for the welcome to the Phoenix community. I appreciate your time and concern for the parking arrangement. I regret to inform you there is no need for the meeting since my company works six to midnight. My staff should not impact any of your parking needs. Thank you again for your time and offer to work together in the future. Currently I do not see a need for our company’s to work together but would like to leave the door open to any suggestion. Sincerely, Conclusion Business messages can relay a short amount of information or a detail amount of complex information. Utilizing the tools appropriate for each type of message is important, as it allows the reader quickly to determine if the message is intended for them. Through the analysis of the three business messages examples were provide to help understand why the formatting is important. This paper provides techniques to use when creating a message, what to look for as the reader of a message, and techniques for starting a business message.