ES2002 Business CommunicationLetter Writing: Planning

ES2002 Business Communication: Letter Writing: Planning 2

Planning involves:

• Understanding the situation / problem

• Defining your objectives• Analysing your reader

ES2002 Business Communication: Letter Writing: Planning 3

Understanding the situation / problem

Relevant question to ask:What prompts you to write this letter?

ES2002 Business Communication: Letter Writing: Planning 4

Defining your objectives

Relevant questions to consider:What is/are your purpose(s)?What specific information do you want your readers to give/to know?What specific action(s) do you want your readers to take?What specific attitude(s) do you want your readers to adopt?

ES2002 Business Communication: Letter Writing: Planning 5

Analysing your reader

For message to be meaningful to readers, carefully analyse:• their information needs; • their concerns/questions; • their characteristics;• your relationship with them; and• their attitude towards you and the subject.

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Readers’ informational needs

Consider:• Your readers’ familiarity with the subject.• The specific pieces of information you

need to give your readers.

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ES2002 Business Communication: Letter Writing: Planning 7

Readers’ concerns/questions

• Identify specific issues they will be concerned about.

• Identify specific questions they will be asking.

• Anticipate which parts of the letter they are likely to accept/reject.

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ES2002 Business Communication: Letter Writing: Planning 8

Readers’ characteristics

Think about:• Your readers’ position in the organisation.• Your readers’ educational background.• Your readers’ familiarity with the

technicalities of your profession.

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ES2002 Business Communication: Letter Writing: Planning 9

Your relationship with your readers

Look at the relationship from:• A social point of view.• A professional point of view.

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ES2002 Business Communication: Letter Writing: Planning 10

Readers’ attitude towards you and the subject

Likely possibilities:• Negative• Positive• Neutral/Indifferent

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