Business-to-Business Messages
Today digital or electronic communication makes up a great deal of world’s communication. The reasons behind that leap from written and hardcopy to softcopy communications has to do with technological advances and the speed in which individuals and businesses can now communicate accurately. The electronic media that surrounds the average consumer consists of television commercials, e-mail advertisements, Internet stores, paying bills and banking online, blogs, social sites, business ventures, and many other forms of electronic communication are taking over the way the world communicates. This paper will discuss E-mails importance, present three business-to-business messages taken from the text-book, analyze them and provide a message from ABC and an unfavorable reply XYZ Company sent.
E-mails can be sent as a letter, memo, or as a document with an attachment. The convenience of e-mails is that the business has the option to send the message to one receiver or to multiple receivers simultaneously. The best thing about companies conducting business through e-mail is that the company will have a written record of the information sent. E-mail also allows a company to transmit complex information fast and conveniently in a matter of minutes across the world. In a descriptive analysis of the e-mail, an individual has multiple options to design the message in which he wishes to send.
Analyzing message on Tobacco-free work facility
This message was sent to stress out the risks of cigarettes in workplace; such as the fact that the Human Resource Department reported six out of ten employees hospitalized in the year before sending the message because of tobacco-related illness. Also to highlight the advantage of tobacco-free
Workplaces; which is a decline in employee tobacco use, that results into better health. Finally, the message contains an announcement that facility will become a tobacco-free environment.
The sender which is Tom Bergage targeted all toys be us associates and preferred to send his message as an internal memo. Tom has covered aspects, personal and professional, affected by this issue; as there were concerns about cigarette butts being scattered around the entrances of the workplace building. These concerns were considered early by employees as they surely indicate an undesired customer impression.
Tone used in this message was appropriate, positive and conversational. The sender tried to explain and educate, elaborated main objectives before raising expected action; and most importantly avoided the belligerent tone, which mostly fail to come up with positive feedback in such a situation. To ensure completeness, the sender has also provided solutions such as setting up a special program to assist any employee would like help to stop smoking. In addition, pledged to keep all inquiries concerning that program confidential; to close on sensitivity issues may be arisen in workplace and obtain seriousness within employees.
Analyzing message on customer surveys
This message was submitted as a short report that reviews present offering of distinctive products, services, and systems as described in a collected customer surveys. The report was broke down into three main areas: future customer desire, current customer perceptions and recommendations. Detailed the first one with four objectives and illustrated with mechanisms for each in bullet points/point. With fair understandings of customer perceptions drawn from survey question, the second area was presented. Being realistic in highlighting current customer perceptions is a key winning with customers; as their thoughts were evaluated and needs been escalated to be truly heard and recognized. The last area was to give insights on next steps and take hold principles combined with goals of the workplace.
The message was dispatched by Carol Joy, which is a member of a customer care staff, to all managing directors; who might be ahead of group of employees and thus, should apply in guiding and educating accordingly. The recommendations have friendly reviewed the mission of statement, the basic principles before putting problems in the context and talk over solutions along with expectations; this would ensure the likelihood of the message being interpreted the way Carol intended and assure obtaining positive feedbacks. However, message receivers may find it easy to comment or provide feedbacks on the spot due to the clear deviance of the message and the conversational tone; as the main objective was to reduce prices in graduated stages, directors may come back with applicable tactics they may find more doable or strategize accordingly with customer desire and perceptions listed in report. The noise was eliminated as nothing was given out of explanations; thus, the message may be reversed successfully to sender along with desired feedback or questions.
Analyzing message on late reimbursement
This message was sent as a letter from Sam Jones, which is the Vice-President of corporate affairs at ABC Corporation. Sam explained a situation that ABC is going through which involves Trust-Us Insurance Company; and directed his message to Miss Joanne Adams. The situation was concerning damages, ABC Corporation covered, on a shipment of a crate of seventy-five of Zippy Posture Chairs as the crane operators dropped the crate. Two weeks after the incident, an email was sent to claim the amount of $3500 to the claim division and a prompt response was received to confirm acknowledgement and inform on special attention and the settlement. However, the processing phase took two months with no response so another inquiry was sent to follow up. The second inquiry experienced a reply that claim was underway and that patience would be appreciated. Two months after, this letter was sent as no further contact has been made or any remittance sent either.
Sam thought of directing a new message to the right person and detail damages with consequences; it was necessary to mention that a replacement of the Zippy Posture Chairs has been made to customer, Trust-Us Insurance Company in the city of Houston and a cost of repairing sixty-eight of the damaged chairs was absorbed by ABC Corporation. That loss was indicated to expedite the reimbursement process, clarify points in advance and ensure avoiding any noise in the message. Finally, a quick feedback is asked as the situation has been in hand for almost five months with no tangible attention; also a friendly solution was recommended to settle down the issue which is a check for the amount of $3,800.00 in remittance of damage caused by Phoenix crane operators.

Merger Message
We here at ABC Company have been following your business closely. We have noticed that our customer base is intertwined with yours and your company is striking some new and innovative programs to modernize the organization and stay competitive in the market.
We feel ABC Company can contribute to your forward momentum in the industry with excellent quality, outstanding service records, and brand recognition. The potential partnership of ABC and XYZ Companies, through merging our skills and yours is tremendous; combining efforts in a joint Win-Win project maybe from an ambitious company in the field may be an offer that XYZ don’t honestly want to miss. However, we hope that this offer will be considered heavily and any questions you may have can be answered by our Business Development Manager Name Jonathan at 666-666-6666. Thank you for your time and we hope to hear from you soon.
Business Reply
We thank you for your interest to work with us. We have considered your offer to merge XYZ and ABC. At this time, ABC Company is not a good fit for XYZ Company as the cost to combine the organizations would be too huge. We appreciate the offer, however at this time we XYZ Company must decline this merger. The cost of your labor, products and what it would take to upgrade your plants may form a big a risk for XYZ Corporation and not a smart move at this time. Your offer was weighed heavily; unfortunately we cannot consider your offer as it does not meet business needs.
Conclusion
In business to business messages there can be some communication breakdown. The message from Tom Bergage to all Toys Be Us associates was very appropriate and positioned well. Simple, short and easy for everyone to understand no matter the business or the need. People within organizations become very focused and familiar with internal process and procedure. When communicating to businesses outside those represented, it can become more difficult to communicate purposeful clear messages to those outside the organization. Forgetting that the receiver is outside the organization can lead to bad marketing and failed messages. Be professional, maintain direction, keep it short, keep it simple, keep it human, and keep it real.