Appropriate and Conventional Approaches to Business Communication - Article Example

Name: Course: Tutor: Date: Business Communication Introduction This paper depicts appropriate and conventional approaches to business communication. Business communication plays an integral role in facilitating the overall functionality of business ventures. There are various methods of actualizing business communications key among these methods include sending letters, memos, Electronic mail (E-mail) and mobile text messages. This paper presents a sample of business letters , Electronic mail and mobile text messages written on the basis of several specifications. Text message Darren Edwards, Georgia, USA Product Manager, Diagonal Imports Mobile: (425) 670-108 Local time: 12:18 pm Darren Edwards: Hello, allow me to share a concern that we currently facing in regards to the production of decorative lighting appliances Kuei-Chen Tsao: Sure. Go right ahead Darren Edwards: It has come to my attention that the production of decorative lighting appliances came to a halt last month. Over time, I have tried to get in touch with the top managers via the telephone so that they can explain to the reason behind the sudden halt in production however they are somewhat evasive concerning this matter. Kuei-Chen Tsao: I understand your concern. Darren Edwards: It is very important that I get information concerning the current position in the production of product #3347XM since it is one of our most popular products. Furthermore, we have a lot of orders of this product around most stores in the United States. Kuei-Chen Tsao: How soon do you need this information? The issues revolving around the production of product #3347XM are rather complicated. Darren Edwards: I would be very grateful if I got an instant response from you. Kuei-Chen Tsao: Okay. Basically, the reason behind the sudden halt in the production of this product has to do with the current global financial recesses ion and mismanagement. The company is one of the worst hit companies by the ongoing financial crunch. Darren Edwards: How bad is the situation? Kuei-Chen Tsao: Over the course of time the company got into debt in order to sustain its productions. Efforts to source for more credit proved to be futile as the company was rendered credit unworthy. Darren Edwards: So what strategies were employed to counter these issues? Kuei-Chen Tsao: Well, the management of the company decided to down size its workforce and temporarily halt some of its productions. Consequently, the production of product #3347XM was affected. Darren Edwards: I see. Kuei-Chen Tsao: However, all hope is not lost. Following my recent trip to China, it is apparent that the company has mended it fences and it will resume with its normal productions, including the production of product #3347XM. Darren Edwards: That is good news. So when can we expect the products? Kuei-Chen Tsao: The production of product #3347XM is bound to resume after two weeks. Thereafter, the shipment procedures and the actual shipment of the products will as well take two weeks. Darren Edwards: I can therefore roughly assume that within a month product #3347XM will be shipped into our country? Kuei-Chen Tsao: Yes Darren Edwards: That is great news. However, how stable is the production of product #3347XM. Can the company guarantee a continuous and consistence supply of this product into the United States? Kuei-Chen Tsao: Recently the company received a stimulus package that is bound to boost its productions. Given the fact that the demand of the product #3347XM in the United States is high, I don’t see any reason why the company should not supply this product in the United States continuously and consistently? Darren Edwards: Thank you for the information. Kuei-Chen Tsao: You are welcomed. I am glad that I have been of assistance to you and your company in general. Darren Edwards: You certainly have. Regards. Email Date: Mon, 19 April 2010 18:20:03 From: lucynashville@econet.com To: atvproductions@bombadier. com. au Cc: Bcc: Subject: Safety issues revolving around DS 90X ATVs Attached: c:\nashville\ user reports To: The registered owners of 2008\2009 DS 90 X ATVs I would like to bring to your attention a safety concern that revolves around the use of DS 90 X ATVs. As the registered owners of the of 2008\2009 DS 90 X ATVs, I find that it is imperative for you to be fully informed about the various variable revolving around the use Bombardier Products such as the 2008\2009 DS 90 X ATVs among many others. This information will enable you to make informed decisions on whether the use of this product will be convenient in certain settings or circumstances depending on your preferences or mode of operation. Subsequent to scrupulous and methodical evaluations on the DS 90 X ATV product, the Bombardier company established that the race ready version of DS 90 X ATV have certain flaws that could pose potential risks to its users. This model consists of a safety gadget referred to as the tether engine shutoff switch that is connected to a distinguished switch which turns off the engine during emergencies. However, when the cords are pulled in the units that are affected, the motor does not shut. This can be particularly dangerous if the rider disintegrates from the ATV, consequently the machine will continue running on its own until its engine speeds resumes to idle. In a nut shell, this issue can be termed as a “pulling the plug won’t pull the lug scenario.” In an emergency situation, the tether engine shutoff switch can fail to deactivate the engine whenever it is pulled. This poses potential danger to the users of this model since in certain scenario the failure of the tether engine shutoff switch can bring about permanent injuries or even cause death. Over time, a number of injury incidences resulting from the failure of the tether engine shutoff switch have been reported. So far there have been no reports of fatality however authorities in the spheres of transportation safety warn that some incidences can be fatal. In order to counter this risk the Bombardier Company alongside the authorities in the spheres of transportation safety both in Canada and the United states are recalling measures of removing the tether switch. On the other hand, it is crucial for you as a registered owner of 2008\2009 DS 90 X ATV to employ some safety precautions. For instance, one can refrain from using the device until it is remodeled. Alternatively, it would be essential for its user’s to employ safe modes of operation while using the device. Lucy Nashville Operations Manager Bombardier Company 1420 Sydney Australia Tel: +254 638 900 001 Letter People First. Com 702 Manhattan, New York 1421 Phone: 6728 9012- Fax 5362 9091 Email: peoplefirst@ netline.com 19 April 2010 Faviola and Mary Franzone 7200 Popular Avenue Memphis, TN 38197 Dear Faviola and Franzone Re: Changes at peoplefirst.com As our esteemed clients we would like to inform you of the changes that have taken place in the PeopleFirst Company following its purchase by the Capital One Financial Corporation. The PeopleFirst Company has been formally renamed to Capital one Auto Finance. All the loans under PeopleFirst were converted to capital one loans. The company has adapted new policies in regards to its operation framework. The newly adapted policies provide that Capital one Auto Finance will no longer refinance its own loans. Unlike in the past when the company used to refinance its loans whenever the rates dropped Capital one will not refinance its loans. Nevertheless, the existing customers who find their own refinancer and pay their loans early will not be charged. Following your inquiries on refinancing your auto loans considering the current low rates in the market, I am very apologetic to inform you that the company under its new management cannot refinance your loan. This is mainly because, the company is bound to lose a lot of its revenue if it refinances all of its loans in the instances that the rates drop. W e are therefore apologetic for any inconveniences that the new policy may have caused to your businesses. We are still looking forward to working with you. Yours Sincerely Billy Owens Customer Service Representative Letter Kelly Services, Inc Troy, Michigan, United States Phone: 8009 2568- Fax 5362 9091 Email: kellyservices@ netline.com Intel International Ltd 2217 Deakin Highway Geelong Vic 3217 Australia The management Intel ltd Re: Kelly services staffing solutions The Kelly services Inc provides workforce solutions such as staff leasing, full-time placement, out sourcing and vendor-site among many other services. Our company outsources and provides employees from various career lines such as accounting, marketing, education, law and healthcare. Kelly services strategically help companies to create a balance between the workload and the work force. For instance, during the peaks and demand of competent staff, Kelly services offers to companies’ employees on a contractual or temporary basis. Moreover, Kelly services help companies to evaluate their employees before employing them on a permanent basis (www.kellyserices.com). As a company we have over 2, 500 offices in 26 countries around the world. Therefore we are able to cater for the specific needs of your company in its different bases around the world. Over the course of time we have provided over 700, 000 employees to companies around the globe annually. Kelly services provide staffing solutions to more than 90% of the 500 Fortune companies. Furthermore, our company has received several supplier awards key among these wards include, the DuPont Legal Challenge Award, the Chrysler’s Gold Award, the Intel Corporations Quality improvement award and the Preferred Quality Award among many others. The company received these wards mainly because it was ranked as one of the best companies that give cost effective and outstanding staffing services. The management of the Kelly services understands that your company is increasingly faced with competitive pressure of meeting the needs of the customer and providing efficient services that are cost effective. Therefore by contracting with the Kelly services supplier we guarantee to deliver effective and holistic operational functions and support the functioning of the various departments in your company. This will in turn allow your company to focus on other core competencies. Our company primarily endeavors to holistically meet the needs of the customers in regards to offering cost effective and outstanding services. Owing to our effectiveness and experience in offering staffing services for companies over the years we strongly believe that our services will great benefit the Intel International company. We guarantee that our services will meet the existing employment needs of your company. We specialize in giving paramount results in enhancing the performance of the human resource in your company. We kindly ask that you consider incorporating our services in your overall operation framework. Attached are our credentials that adequately show the expertise of our company in regards to offering solutions in staff leasing, full-time placement, out sourcing and vendor-site among many other services. Yours Sincerely Robb Willy Marketing Director. Part B – Subject Revision 1. Audience Analysis Who is the audience? In this case, the audience of this letter is Mr. Harvey Weisten, a director of the Miramax Films. What is the audience like? The audience was formally acquainted with the sender of the letter. The audience that is Mr. Harvey was the previous employer of Richard Campagna, the sender of the letter. How will the audience react to the message of the letter? I think that the audience will find the letter interesting since the sender is outsourcing for Miramax Films to become a client of his new public relations firm. The sender has fully given the credential of his company citing that his company has contracted with several television stations, big political campaigns and have won the PRIA awards. The sender has as well illustrated that prior to the establishment of his public relations firm, he used to work for the recipient Mr. Harvey Weisten at the Miramax Films. This revelation is bound to intrigue the recipient. On the other hand, the audience may be appalled or aggravated by the content of the letter since the sender has failed to use polite and formal language to pass across his message. For instance he starts the letter informally by saying,” You don’t know me personally but you should.” The sender further uses impolite statements like, “Would you not rather take advantage than let your competitors have me? I’ll be happy to talk to you about this. No hard feelings. You might get a few more blockbusters out of it! The use of such impolite expressions could leave the recipient or audience appalled and unwilling to cooperate. 2 i) The approach used by this document is inappropriate since the sender has failed to use formal and business language to express his concerns. Furthermore, the sender uses threats to outsource clients rather than using convincing approach. For instance, the sender writes, “But hurry, before your competitors snap me up and I let them have all the inside marketing info I’ve gained working for you! “ In addition the sender sounds discourteous and conceited, therefore his approach of business communication is inappropriate. When writing business letters particularly those that are geared towards outsourcing for new clients it is essential for the sender to use formal language to express his or her desires. Instead of using threats to convince the receipt about a particular issue it is important for the sender to use a language that is forth right and persuading. For instance, one can give an account of their effective performance, awards granted as a result of outstanding performance, qualifications and other general credentials. In addition it is essential for the sender to use courteous and polite language (Bell 2004). ii) Negative format features in the document -Wrong position of the letter head -The address of the sender is not indicated - Subject or reference of the letter is not indicated - The document lacks a complimentary close - There is no goodwill close in the document - The signature block is inaccurate iii) Negative organization features in the document -inconsistencies with the main ideas of the letter -the salutation lacks the position of the addressee - Ideas of each paragraph are disarranged - The main idea of the letter is not stated at the beginning of the message - Some details in the document are irrelevant -Lack of logical sequence IV) Negative writing styles featured in the document Spelling mistakes Poor level of formality The writing style is discourteous and conceited Opening remark of the document is inappropriate Writing style lacks consiciveness Presence of grammatical errors Works Cited Bell, Arthur. Writing effective letters memos and email. UK: Barron Educational series.2004 Bly, Robert. The encyclopedia of business letters, fax memos and email. London: Career Press.1999. Ellen, Mary & Almonte, Richard. Essentials of business communicators. New York: Cangage learning press. 2009 Faigley, Lester. The Penguin Handbook of MLA update. New York: Longman Publishing. 2003 Koreneff, Ingrid. Information Technology. UK: Pascal Press. 2005. Lindsell, Roberts. Strategic Business letters and email. UK: Houghton Mifflin. 2004 Penrose, John & Huseman, Richard.Business communication: Strategies and Skills. London: Dryden Press. 1998 Taylor, Shirley. Model business letters, e-mails & other business documents. New York: Prentice Hall Publishers. 2004 . Read More