Business to Business, Essay Example

Business to business messages is an essential part of communication writing that targets the audience, and is sent by applying different forms because they convey different messages. Additionally, it is purposeful and economical with only three basic phases of the writing process. This process has appreciated the task analysis importance by profiling audience. Thus, supports the orientation of the activity through message creation that develops a conventional tone. However, language applied is positive, plain, and inclusive with familiar words. Consequently, technology has helped in improving this writing process. This article presents five forms of business-to-business messages with an analysis of messages by employing the process of communication. The other aim of this article is to present appropriate messages and technologies employed bearing in mind the environment and purpose of the message.

Business to business messages are forms of communications that occur between businesses. Communications can either be used, as a mediate, to promote products, services or organizations in relaying information within the business. It is also a means of relaying between a supply chain that is, the consumer and manufacturer. This can be done for various purposes and in various forms.

Example 1

From: Kane, (Kane Suppliers)

Sent: Monday, April 23^rd 2012

To: McLane

Subject: Order 22110

Hello,

This is to confirm your order 22110 has been received as at 23 April 2012, and the goods will be supplied on 24 April 2012, the goods will arrive the very date. For queries, please contact me as soon as possible.

Thank you.

Shawn Kane.

[email protected]

The process of communication in business enterprises is essential in providing information concerning business-to-business messages, and execution. The intention of this message is to corroborate an order and make available delivery information. The messages use numbers, words, and has been sent and received via email so, technology has been used. In this case, the surroundings of this process of communication is the Internet since the receiver and sender use the same media in communicating. The email is the technology applied for the communication process. The message is short and up to the point. It does not require feedback unless there are any queries.

Both the message and environment of this message were appropriate prearranged the environment and message purpose. Having a short and precise message is a trademark of the email. This message serves the purpose, but more information submitted is beneficial in enabling the receiving party act fast. For example, a tracking number helps in the communication process and reduces the chances of sending wrong information.

Example 2

From: McLane, (Mc Enterprise)

Sent: Friday, April 27^th 2012

To: Kane

Subject: Re: Order 22110

Dear Mr. Kane,

Thank you for your quick response and processing of my order 22110. The goods have been received on time, but it seems it is less by one box of photocopy paper. I would like you to send me the one box within the next one week. I look onward to engaging in business activities with your company in the future.

Yours Sincerely,

Mary McLane.

[email protected]

This message is intentionally sent to bring forward the conflict in delivery. The process of communication in this instance suggests the rationale of this business-to-business message in requesting rectification of the order conflict. Mrs. McLane, the sender, has written an email to Mr. Kane, the receiver, that is technology. The message sent admits that partial delivery of the order was received, and suggests an option in conflict resolving. The noise in this message is the inability to hear the senders tone when speaking about rectifying the situation. The sender can be extremely unhappy, but the choice of words does not guarantee. Feedback of this message happens when Mr. Kane, message receiver, respond to the sender in conformity or disagreement of the conflict.

The business message was apposite since Mrs. McLane, should voice her unhappiness on the partial delivery of goods. Additionally, she should state a recommendation of how the conflict can be solved, which is open to other forms of business. By so doing, the two individuals will have an enhanced advantage from the arising situation. This technology was appropriate unlike when the user could have made a call. Furthermore, calls made reduces the chances of future occurrences being repeated due to complications related to technological aspects.

Example 3

From: Kane, (Kane Suppliers)

Sent: Monday, April 30^th 2012

To: McLane

Subject: Re. Order 22110

Dear Mrs. M McLane

I apologize for the delivery conflict that occurred with your order. I will take it as my personal liability in resolving the issue. I am touched by the level of understanding you and your company have accorded us. I promise to send the box tomorrow, 1 May 2012. By show of gratitude and apology, I will credit the purchase price of the Box to your account.

Thank you Again,

Shawn Kane.

[email protected]

This message is very important for Mr. Kane. It is a form of reestablishing its ties with Mc Enterprises. Use of email is appropriate to be able to reduce the noise, and the internet environment is good. This is beneficial in reducing confrontations and establishing a cordial work relation with other targeted companies since the business builds its reputation and is concerned of customers welfare.

When asking for a working relationship between companies, one has to write a well-detailed massage with all the essential data that might be required by the organization.

17th May, 2012
Mrs. Terry
Manager – ABC Company
Dear Mrs. Terry,
The purpose of this letter is to briefly introduce my organization to you. We supply goods and services to companies.

Two partners, Mike Owen and Celine Maxwell, run the organization. Both our partners are specialized and experienced in their fields. Mike deals with goods while Celine deals with services. We have been in commerce industry for the past ten years and have served several corporations including the Hilton Hotel. We have attached a very detailed brochure of the organization.

We were also looking onward to meeting with you; with the reason of discussing the potential of having even exact tie ups with your admired organization.
Looking forward to meeting with you in person.

Sincerely,

Jack Patel.
Encl: Company Brochure

25^th May, 2012
Mr. Jack
Manager – XYZ Company
Dear Mr. Jack,
This is to confirm receipt of your letter dated 17^th May 2012 requesting for a working relationship between our companies.

However, I have to decline your gesture because the prices you have quoted for the goods and services you offer are extremely high to our company. We required lots of supply of goods that are, tomatoes and regular cleaning of our carpets, this translates to high prices and the company still needs to make a profit.

I hope this does not put your spirit down and hoping will work with you in the future.

Thank you for your time and consideration.

Sincerely,

Terry Pritt.

From the above message, it is clear that the sender was willing to interact with XYZ Company, but the price quotation was not favoring their working relation. This is because the business would not make any profit, but is willing to work with the company in the future. It is imperative for individuals to reply to such messages to enable the supplier know the reasons as to why the business is not attracting customers. For XYZ, they will have to make amendments and revise their prices to facilitate engaging with many potential customers and maintain a cordial relation. This are ways businesses learn of their strengths and weaknesses thus, will be at a better position of maximizing on their opportunities. Business-to-business messages help partnerships be consolidated, and organizations relate with other businesses thus save on time and resources.

When creating a business-to-business message, is easier than it seems thus, individuals need to bear in mind the process of communication. The process is helpful in aspects of message analysis as individuals productively put their message across. The process of communication is not easy and is faced with many factors. A company succeeds when it understands how business-to-business messages are effective in the process of communication. Notably, many messages need to be understood even though they are difficult, they are essential for purposes of communication between businesses. This becomes beneficial when businesses rely on analysis of the process of communication.

References

Guffey, M. E & Loewy, Dana. (2009). Essentials of Business Communication. New York: Cengage Learning.

Krizan, A. C. et al. (2010). Business Communication. New York, NY: Cengage Learning.

Roebuck, D. B. (2006). Improving business communication skills. Upper Saddle River, NJ: Pearson Prentice Hall.