Q1) Suppose you are owner of a company and you have to MAKE a letter to a foreign client. Briefly describe five planning steps that you will consider before writing an effective business letter.

Q2

For an effective business communication, various components of communication interact with each other. Explain this interaction with the help of diagram

Q1

Ans: A business letter is a way to establish communication with clients. It is important that the letter should be perfect and effective.

The following are the five planning steps which have to be considered before writing a business letter: 

1. Defining the purpose of the message: Specifying the intent of the message is the first step in planning successful business messages. The purpose can be either general in nature or particular. In the case of a general-purpose, the main emphasis is to collaborate or provide the audience with information. In addition, there is also minimal control over the message and the involvement of the audience in the general existence of the intent of the message. On the other hand, if the intent of the message is precise, the presenter of the message should already know about the goal of the message and how the message was interpreted by the audience. In this particular case, the message has to be delivered to the right audience in a practical and timely way.

2. Analysis of the audience: This move is an important step in the process of designing successful business communications in such a way that the recipient or audience's views & desires are adequately evaluated. The receiver of the message is imagined with a full image of his personality, temperament, level of education, etc. In certain situations, there is more than one receiver of the message. The general characteristics of the category of recipients should therefore be considered in such a situation. Some of the essential factors that should be taken into account in this stage of the five planning phases are as follows: 

• a) The level of understanding of the recipient of messages
• b) The message presenter's relationship with the recipient
• c) The receiver's intended reaction
• d) The audience's scale & composition (receivers)

3. Selection of the ideas: The key ideas that will be used in the final message are outlined in the third phase of the five planning phases. If the message is in letter form, then on some pad, the key points are listed, which are then discussed to be formed as message ideas. The ideas are described as they come into mind when complicated or unsolicited messages are prepared. After that the more relevant details are translated into a message. Any helpful tasks that can make this step convenient are below.

• a) The organization's records should be considered
• b) Audience quest is feedback
• c) The views of the message recipient are considered to be
• d) Conversation with clients & peers, etc.

4. Collection of all the facts related to these ideas: The next step of planning successful business message stats in which the relevant information is gathered about the selected ideas is when the key ideas of the message are concluded. For this reason, the revised statistics are marked with some details or quotes that can be helpful in supporting the message's selected main ideas. For efficient communication, knowledge of policies & procedures is important for the specifics of the organization's product. In addition, the product sample, table image or brochure is also supportive content in the preparation of an efficient business letter. For the highlighted ideas, the following points are helpful in collecting relevant information.

• a) The data collected should be correct.
• b) The information gathered should be ethical.
• c) The data gathered must be important to the key ideas
• d) It is also important to determine the proper channel

5. Outlining & organizing the message: The final step of the five preparation steps is to identify and arrange the message in which the actual message begins in an acceptable manner. The order of the message's key ideas is very critical as it represents the rational, structured, and carefully planned message that has a beneficial impact on its recipient. If the message is not well structured, the desired results will not be achieved by illogical and bad messages from the receivers. In this stage, the organizational strategy that should be incorporated in the message is also decided.

The Message composition: The business message is written after progressing through five preparation phases in which the message is drawn up. Along with the key ideas & supporting facts & figures, the most relevant information is listed in drafting the letter. With a fitting style, proper words are used. 

The Message Revision

The required information is added to the composed message in this phase, while the unnecessary information is removed to make the message more effective. Also tested are the organizational strategy & seven C's. The form of the sentence is revised to remove the composed message's errors.

Editing & Proof Reading the message

By objectively reviewing the entire letter, the updated message is further edited such that no grammar, punctuation, and spelling errors are hidden. Finally, proofreading is made to check the final message that it is absolutely free of all kinds of errors and has been sufficiently successful to produce the best thing from the receiver of the message for the production of desired results. 

Q2

Ans: 

1. Sender's idea: The first thing in the process of communication is to be acquainted with the concept or issue to be expressed. If the communicator has no clear view of this idea or issue, it may offer a similar obscure idea to its reception on the other end and may therefore be misunderstood. Thus, the negotiation process involves a complete and consistent vision of the concept or issue to be expressed.

2. Encoding the idea: If in terms of some kind of language, the idea is transformed into a symbolic form, it can be called the encoding of the idea. Words, symbols, maps, graphs, gestures, etc. can make up the language. This encoding depends on the sender as well as the receiver's personal characteristics. The style, length, shape, clarity, etc. of the message varies from individual to individual.

3. Transmission: Any problems should be taken into account when transmitting ideas or decisions. Choosing a suitable platform (i.e. verbal, non-verbal, written, etc. and a medium should be the first factor. This selection is based on urgency, distance, means available, cost and time factor, etc. The next thing is to classify the individual or individuals to whom certain thoughts or decisions should be communicated. Therefore, the selection of the right course for communication and the right individual is important for its effectiveness.

4. Getting the message by the receiver: In order to make contact successful, the recipient must get the message. Suppose a person receives a letter or e-mail. Until it is obtained by him/her, it is not possible for him/her to go through it and understand its meaning.

5. Decoding the message: Decoding involves knowing the message's meaning or getting it out. It's really critical. The goal of communication is assumed to be achieved if the recipient recognizes the message in the same way as the sender intends.

6. Sending feedback: The recipient's response to the message is feedback. The receiver reacts to it after recognizing the message and responds accordingly. The feedback assesses the message's effectiveness. If the context of the message is properly practical, the input or answer would be desirable and if it is not, it must be acknowledged that there are some obstacles in the process. The elimination of such obstacles requires steps to be taken.

7. Channel: The directions or routes of communication are channels. The concept of the sender is expressed by this direction to the recipient. The recipient again sends feedback through the channel to the sender. Thus, in the correspondence process, the channel is used at least twice. The most common communication channels are oral or telephone message, letter, audio or video, machine, e-mail, fax, etc. Channel selection depends on the essence of the message, need, urgency, and circumstance.

8. Noise: In the phase, it is not a distinct move. At every step, it can be present and make contact less productive or ineffective. Noise distorts the message and conveys thoughts that the sender does not plan, contributing to the chaos, uncertainty, and complexity.

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