Before a person begins writing any business message, it is important to plan carefully. Writing is not just about putting words on paper—it is a structured process that requires thought, clarity, and organization.
The writer should first consider the planning steps, choose an appropriate organizational pattern, and apply the principles of effective communication, especially the Seven “C” principles. These steps ensure that the message is clear, complete, and purposeful.
The composition of a message is not a one-step activity. It involves several stages that help refine the message and make it effective.
What is Meant by a Composed Message
A composed message refers to a carefully planned and structured piece of communication that is written with a clear purpose and organized in a logical manner.
It is not written randomly. Instead, it goes through a process where ideas are developed, arranged, improved, and finally refined before being sent to the reader.
The goal of composing a message is to ensure that the intended meaning is communicated accurately and effectively.
Stages of Composing Messages
The composition of a message generally involves three main stages. Each stage plays a vital role in improving the quality and effectiveness of the communication.
1. Drafting the Message
Drafting is the first stage of writing a message. This is where the writer puts ideas into words and creates the initial version of the message.
Writing the first draft is often the most difficult part because the writer must decide what information to include and how to present it. It is always helpful to prepare an outline beforehand so that the message follows a clear direction.
Different writers have different writing styles, but it is important to choose words and sentence structures that are easy for the reader to understand. At this stage, the writer should focus mainly on expressing ideas rather than worrying about grammar, spelling, or punctuation.
Allowing the mind to flow freely helps in organizing thoughts logically and ensures that the message develops naturally.
2. Revising the Message
Revising is the process of reviewing and improving the first draft. It involves examining the message critically to ensure that it achieves its purpose.
During revision, the writer may add missing information, remove unnecessary details, and reorganize ideas for better clarity. It is also important to check whether each point is properly explained and supported.
Revision is considered the most important stage in writing because it transforms a rough draft into a meaningful and effective message. A good writer does not settle for the first version but reviews the message multiple times.
At this stage, the writer should ask questions such as:
- Does the message serve its purpose
- Is the organization clear and logical
- Are the opening and closing paragraphs appropriate
- Are all ideas properly explained
- Does the message follow the principles of effective communication
Answering these questions helps refine the message and improves its overall quality.
3. Editing and Proofreading the Message
Editing and proofreading form the final stage of message composition. This stage ensures that the message is free from errors and professionally presented.
Editing focuses on correcting grammar, sentence structure, word choice, and formatting. Proofreading, on the other hand, involves carefully checking the message for spelling mistakes, punctuation errors, and minor inconsistencies.
The writer should review the message several times to eliminate all possible errors. Reading the message aloud can be especially helpful, as it allows the writer to identify awkward phrasing or unclear sentences.
This stage is essential because even a well-written message can lose its effectiveness if it contains errors.
Beginnings and Endings of Messages
The opening and closing parts of a message are extremely important. The first impression created by the opening paragraph often determines whether the reader continues reading, while the closing paragraph leaves a lasting impact.
Therefore, both sections should be written with care and attention.
Opening Paragraph
The opening paragraph sets the tone of the message. It should be strong enough to capture the reader’s attention and encourage further reading.
A good opening should match the purpose of the message. For example, direct messages may begin with the main idea or good news, while sensitive messages may begin with a softer or more neutral statement.
The opening should also be clear, concise, and relevant. Unnecessary repetition should be avoided, and the language should remain simple and conversational.
Closing Paragraph
The closing paragraph is used to guide the reader toward the desired action. A message is only effective if it produces the intended response.
To achieve this, the closing should clearly state what action is required and make it easy for the reader to respond. The writer should also mention important details such as what needs to be done, who should do it, when it should be done, and how it can be done.
At the same time, the tone of the closing paragraph should remain positive and courteous. It should leave the reader with a sense of goodwill, even if the message itself is formal or serious.
The closing should be brief but complete, avoiding unnecessary details while ensuring clarity.
Conclusion
Composing a message is a structured process that involves careful planning, drafting, revising, and final editing. Each stage contributes to making the message clear, accurate, and effective.
A well-composed message not only communicates information but also creates a positive impression on the reader. By paying attention to both the content and the presentation, a writer can ensure that the message achieves its purpose and strengthens communication.
