WRITING & DRAFTING FOR BUSINESS AUDIENCES

INTORDUCTION
Every business has audiences. These audiences are none other than the customers or clients of the
businesses. It is the duty of every business to satisfy their audience at the end of the day. The
audience on the other hand want the business to maintain a personal touch with them, keep them
updated about new products, discounts and benefits. In order to communicate these details, the
business relies upon various forms of communication techniques such as sending letters, emails and
sometimes using social media promotions to maintain a personal touch with their audiences.

1. Friendly Audience: They are easy to deal with and the duty of the business is to reinforce their
beliefs.
2. Uninformed Audience: They are unaware about the business or details of the business. Hence,
the primary duty of the business is to educate them.
3. Apathetic Audience: They are uninterested from the start and it is hard to deal with them. The
business must first have to prove and justify their point of view.
4. Hostile Audience: They began to disagree with the communicator from the start and they are the
hardest to deal with. They listen with a closed mind.

1. Inform: It is the duty of every business to inform its audiences and stakeholders about the
relevant information regarding corporate policies, decisions, upcoming offers and discounts.
Laws have also been created under the constitution such as the Right to Information so as to
protect the rights of the business audiences.
2. Persuade: These days PR and marketing have become one of the top priorities of businesses.
While PR’s try to pursue and develop the company name and reputation through
communications with potential audiences, the marketing department tries to pursue potential
consumers about the company, brand name and the product and services offered by the business.
Apart from these there are several other stakeholders that a business needs to pursue to help
build trust of the stakeholders and company reputation.
3. Create Goodwill: Goodwill is an immeasurable and intangible asset however it is the aim of every
business to create as much as goodwill as they can. In order to create and maintain the goodwill
of the business communication plays a significant role.

BUSINESS MEETINGS
A business meeting is a gathering of two or more persons for the
purpose of making decisions or discussing the goals and operations
of a firm. Business meetings are often held in person in an office, but
with the advancement of video conferencing technology, participants
can now join a conference from anywhere.
A business meeting has some objectives such as:
Decision making, Brainstorm ideas, Build morale of the team and status & work updates.
1. One to One Meeting: A regular check-in between two persons in an organisation often a
manager and an employee is known as a one-to-one meeting. Generally used to provide a
feedback, sharing important information, managing problems, and assisting participants to
advance in their career.
2. One to Many Meetings: A meeting wherein a single person controls the meeting and the
audience is restricted to a small group of people. This is generally used to give instructions to a
team or particular departmental meeting of an organisation.
3. One to Group Meeting: A one to group meeting or a town hall meeting is a form of gathering
that brings together everyone in an organisation or team to discuss critical issues. They provide
a chance for managers or team leaders to share new information and for employees of all levels
to participate in the discussion. The frequency of town hall meetings varies, but weekly or monthly
meetings are common. It is critical to organise town hall meetings at times that are convenient
for everyone, so keep time zones and peak meeting hours in mind.

Business meetings make it possible to work together and solve problems as a team. As a result,
employees and members realize the significance of their role in the organisation. It not only helps in
brainstorming for the best ideas but also ensures that all members and employees are on the same
page and aware of the affairs of the organization. It also boosts employee morale as when compared
to completing solo work, some people find them comforting.

✓ Meetings could sometimes be biased.

✓ Business meetings are a time-consuming process.
✓ There might be people who are insignificant at a meeting but are forced to attend it.

LETERS AND MEMORANDUMS

A Business Letter is type of letter which serves as a means of communication written for various
commercial purposes. These purposes can be a business deal, complaint, warning, notice, invitation,
declaration, information, apology and various other corporate matters. Business letters are also the
oldest form of official correspondence and perhaps the propagators of mailing system. A letter must
be in the desired format, expressing ideas, dedication to the requirements, and an understanding
that words and letters can make a difference in the lives of others.
Types of Business Letters
1. Enquiry Letter: Buyers usually want to know the details of the goods which they are willing want
to buy, like quality, quantity, price, mode of delivery and payment, etc. They may also ask for a
sample prior to making an order.
2. Quotation Letter: After receiving an enquiry letter from a prospective buyer. The seller replies
the relevant information by writing a letter that is called quotation letter.
3. Order Letter: The prospective buyer after receiving a reply to the earlier enquiry letter may
decide to place on order with the best business firm which offers goods at minimum price and
favourable terms and conditions.
4. Complaint Letter: When the purchaser does not find the goods up to his satisfaction, he files a
complaint letter. It is normally written by the purchaser when he receives improper, incorrect,
insufficient, or damaged goods.
5. Recovery Letter: A letter written by the seller for collecting money for the goods supplied by him
to the buyer is called recovery letter.

Format of Letter
Sender’s Name
Sender’s Address
Sender’s Address

Recipients Designation and Name,

Recipient’s Address
Recipient’s Address

Date
Subject of the Letter
Salutation,
Introduction Paragraph (1 para) - Set the context of the discussion
Body of the Letter (1 -2 Paras)
Conclusion (1 para) - Expected Action by the addressee

Yours Sincerely,
Signature of the Sender
Full name of Sender

A memorandum is a one to all note normally used for communicating policies, procedures, or
related official business within an organization. It is often written for broadcasting a message to
an audience, rather than a one-on-one, interpersonal communication. It may also be used to
update a team on activities for a given project, or to inform a group within a company of an event,
action, or observance. A short message or record used for internal communication in a business.
 Format of Memorandum
To:
From:
Date:

RE:

Body of the Memorandum

REPORT – FORMAL AND INFORMAL

A report is written to pass on specific information with a clear purpose to a particular audience.
The information is clearly structured making use of sections and headings so that the information is
easy to locate and follow. A report can outline the purpose, audience and problem or issue, together
with any specific requirements for format.

1. Information Reports: Information reports present facts about a certain activity in detail without
any note or suggestions.
2. Analytical Reports: Analytical reports contain facts and analytical explanations offered by the
reporter himself or may be asked for by the one who is seeks the report.
3. Research Reports: Research reports are usually based on research work conducted by an
individual or by a group of individuals on a given problem statement.
4. Statutory and Non-Statutory Reports: Statutory reports are made to be presented according
to the legal requirements of a rule or a custom now has become a rule. Non-statutory reports
are not legal requirements or rules wants.
5. Routine Reports: Routine reports are required to be prepared and submitted periodically on
matters required by the organization.
6. Special Reports: Special report is specially required to be prepared to be submitted on matters
of special nature.

Reports that are prepared in prescribed forms, according to some established procedures to
proper authorities are said to be formal reports.
1. Form of the Report: Formal report is highly structured and is prepared in a prescribed format.
2. Purpose: Formal report is written to help management in decision making.
3. Objective: Formal report are used to assist decision making by providing an effective
recommendation.
 4. Length: It is long in size.
5. Distribution: Formal reports are circulated to top-level executives and outside parties.
6. Nature of Problem: Formal report deals with complex and non-recurring problems.
7. Frequency of Writing: Formal report is written infrequently.
8. Writing Responsibility: This type of report is usually written by internal or external experts.
9. Use of Visual Aids: This type of report makes extensive use of visual aids to present the facts.
10. Writing Style: This report follows an indirect and impersonal writing style.
11. Recommendation: Recommendation is an essential part of a formal report.

Informal reports are prepared with no proper prescribed forms or according to established
procedures and neither for proper authorities are said to be informal reports.
1. Form of the Report: Informal report are less structured and it is less important to follow the
prescribed format.
2. Purpose: The main purpose of an informal report is to present the facts to assist managers in
making daily business decisions.
3. Objective: Conveying routine messages and to help routine functions is the basic objective of an
informal report.
4. Length: It is short in size.
5. Distribution: Short report is usually circulated within an organization.
6. Nature of Problem: Informal report deals with less complex and recurring problems.
7. Frequency of Writing: It is written frequently almost on a daily basis.
8. Writing Responsibility: These reports are usually written by a subordinate.
9. Use of Visual Aids: This type of report rarely uses visual aids.
10. Writing Style: This report follows direct and personal writing style.
11. Recommendations: Recommendations are not required in informal reports.

BUSINESS PROPOSAL
A business proposal is a written document sent to potential clients to obtain a specific job. A
business proposal is a written proposal presented from a business that intends to cause business
from a potential buyer. It is unique because it contains a lot of figures and statistics represented by
pie charts and graphs.

1. Solutions: After writing a lead paragraph on the company’s problems, follow up with a solid
presentation of how your business can provide solutions.
2. Targeted: Business proposal is all about communication. Speak in a language spoken by the
intended audience.
3. Samples: Business proposals with samples and evidence of one’s ability to deliver is vital to
gaining the winning bid.
4. Benefits: Business proposals, clearly outline for the company the benefits to be gained from doing
business with a firm
5. Credibility: This is often the overlooked portion of a business proposal but all proposals glow with
credibility.

Format of Business Proposal

To:
From:
Subject:
Date:

Body of the Proposal

ENHANCEMENT OF WRITING SKILLS

Apart from oral communication, written communication is an essential part of communication in
this world in forms like text messages, mails, business letters, press releases and social media posts.
Writing is not just a job-related skill; it is more than that. It is an art of expressing one’s ideas,
opinions, learnings, experiences, views and values. In short, it is basically a life skill. Writing is
personal in nature and it represents one’s true characteristics. As a result, it helps a person to
connect with others. However, many people underestimate the scope and value of having writing
skills. People usually tend to think that only a certain group of people like journalists, editors and
writers have good writing skills. But with the rise in importance of communication, having good
writing skills has become a necessity for every person with different social and industrial
background. It can be learned by anyone at any time.

1. Improving Communication Skills: Strong writing skills help a person to communicate and connect
with others. It makes the message transmitted clear, concise and concrete. Readers can easily
understand the essence of idea being presented.
2. Nurturing Creativity, Imagination and Knowledge: Writing enables a person to pour down his
idea, thought, imagination in a paper. The frequently a person writes, the more his brain is
enhanced to generate new ideas. Reflecting on these ideas helps in exploring productive ways of
solving an issue, leading to fostering creativity. Moreover, writing involves reading and
researching. As a result, knowledge base of a person is widened.
3. Enhancing Problem Solving Skills: Writing involves several complex cognitive activities, such as
listening, reading, and then processing the concept in your mind, and finally put it down in a paper.
It leads to a clarity of thought and thereby improving problem solving skills.
4. Targeting a Large Audience: Writing enables a person to make its idea reach to a large number of
people. If carefully planned, designed and written the information, the intended readers get the
idea directed to them in complete manner.
5. Demanding Skill in Today’s World: Having good writing skills is one of the top attributes an
employer looks for in a job in today’s evolving period. So, this might act as an income generator
for a person.
1. Organising the Thought: It is foremost a person to organise the concepts on which he is planning
to write to have a clear purpose.
2. Outlining Before Writing: Outlining the idea and making key points helps the writing process
smoother and leads to early and better finishing of the project.
3. Wide Reading: Reading a variety of material helps in increasing knowledge base and growing a
lot of vocabulary. Also, a person gets introduced to different styles of writing.
4. Use Simple Words and Phrases: Avoid using too many jargons and complex words. Instead, use
simple and effective words to convey the message to the readers.
5. Practice: Frequent writing will make writing easier, more efficient and more effective. A person
can develop his own personal writing style through regular practice.
6. Awareness About Audience: It is necessary for a person to understand the kind of readers who
will be reading. Careful choice of appropriate words and selection of the right length of
communication will help to streamline the writing.
7. Read Before Sending: A person should always read what he has written before sending it to
others. While doing so, shortcomings of the writing become evident and can be corrected timely.
8. Feedback on Writing: Getting responses is extremely helpful in providing valuable lessons and
improving writing skills in future.

NOTICE AND CIRCULARS

A notice is defined as a written or printed announcement. It is a form of non-verbal communication.

A notice is written in order to inform people about something that has happened or something
that is about to happen.

Format of Notice
Name of Organization / Institute / Person issuing the Notice
Date of Notice
Title or Subject

Body of the Notice

Signature or stamp of issuing authority

A circular is the official communication medium through which a business organisation

communicates. It is a document which is given to the audience generally for promotion of the
business or its product or services.
 Format of Circular
Issuing Authority / Business
Date of Issuing Circular Salutation
Body of Circular
Yours Sincerely / Faithfully / Best / Warm Regards Signature
Stamp of Issuing Authority or business

BUSINESS REPORT WRITTING

A formal business document is an official document that provides statistics, research, information,
and other pertinent elements to assist decision-makers in developing strategies and objectives to
benefit the organisation. A formal business report could be several pages lengthy and feature a lot
of data and information, depending on the topic.

1. Cover Page: The first and the most crucial element of a business report is its cover page which
tells the readers what the report is about and who wrote the report.
2. Contents: A business report must have an index page which tells the readers about the titles of
topics covered in the report. It provides a quick glance and opinion of the nature and contents of
the report.
3. Executive Summary: An executive summary provides a concise description of the report’s
purpose as well as the report’s main findings, recommendations, and conclusions. The summary
is usually a half-page or less in length and does not include any supporting documentation.
4. Sections: To make your report easier to grasp and flow from one issue to the next, divide it into
chunks of related content in the form of sections.
5. Supporting Information: If the report contains a lot of research, data, financial records, charts,
reviews, graphs, and drawings, put them in an appendix. If they are only supporting documents
that readers might desire after they have read the report to verify your claims. Include them on
the pages where you are making your remarks if they are important to demonstrate a point.

GYAANI’S ONE LINER

✓ There are mainly 4 types of business audiences namely: Friendly Audience, Uninformed Audience,
Apathetic Audience and Hostile Audience.
✓ To Inform, Persuade and to Create Goodwill are the 3 main reasons behind writing and drafting
for business audiences.
✓ A business meeting is a gathering of two or more persons for the purpose of making decisions or
discussing the goals and operations of a firm.
✓ A regular check-in between two persons in an organisation often a manager and an employee is
known as a one-to-one meeting.
✓ A meeting wherein a single person controls the meeting and the audience is restricted to a small
group of people.
✓ A one to group meeting or a town hall meeting is a form of gathering that brings together
everyone in an organisation or team to discuss critical issues.
✓ A Business Letter is type of letter which serves as a means of communication written for various
commercial purposes.
✓ The various types of business letters are Enquiry Letter, Quotation Letter, Order Letter, Complaint
Letter and Recovery Letter
✓ A memorandum is a one to all note normally used for communicating policies, procedures, or
related official business within an organization.
✓ A report is written to pass on specific information with a clear purpose to a particular audience.
✓ Reports that are prepared in prescribed forms, according to some established procedures to
proper authorities are said to be formal reports.
✓ Informal reports are prepared with no proper prescribed forms or according to established
procedures and neither for proper authorities are said to be informal reports.
✓ Information reports present facts about a certain activity in detail without any note or
suggestions.
✓ Analytical reports contain facts and analytical explanations offered by the reporter himself or may
be asked for by the one who is seeks the report.
✓ Research reports are usually based on research work conducted by an individual or by a group of
individuals on a given problem statement.
✓ Statutory reports are made to be presented according to the legal requirements of a rule or a
custom now has become a rule. Non-statutory reports are not legal requirements or rules wants.
✓ Routine reports are required to be prepared and submitted periodically on matters required by
the organization.
✓ Special report is specially required to be prepared to be submitted on matters of special nature.
✓ A business report must have the following elements: Cover Page, Index Page, Summary of the
Report and Supporting Information.
✓ A business proposal is a written document sent to potential clients to obtain a specific job.
✓ A notice is written in order to inform people about something that has happened or something
that is about to happen.
✓ It is a document which is given to the audience generally for promotion of the business or its
product or services.

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