There are six planning steps:

  • Know the purpose of the message
  • Visualize your reader or listener
  • Choose the ideas to transmit
  • Get all the facts to backup these ideas
  • Organize your ideas in the most effective order
  • Revise and proofread

Know the purpose :

You must know why you should write and what should be written . The purpose may be sale , good will , request , inquiry or refusal etc.

Visualize your reader or listener :

It is better for the sender to understand the receiver. You should know his background , qualification , education , position , status in the company , desire , expectations , problems , circumstances and possible reactions to your request. Also he/she is superior , subordinate , laborer , professional or technical person , colleague , single or married , man or woman , young or old , new or long time customer .

Choose the ideas :

It depends upon the type of message . Before working jot down the points to be covered in communication , and then bring them in order of importance and urgency .

Get all the facts:

To explain facts and figures , visual aids may be utilized , augmenting the communication.

Organize ideas :

Once the ideas have been jotted down , they should be properly arranged and organized . Failing to organize will fail the objectives of the message .

Revise and proofread :

Short communications are easy to transmit or dictate without revising or proofreading them . The reason is to ensure that the message fulfills the principles of communication.


  1. thnx

  2. yes!!!11

    nakuha na nku ang answer para sa assignment

  3. It’s always nice when you can not only be informed, but also get knowledge, from these type of blog, nice entry. Thanks

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