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Directness in Good News and Neutral Messages

Directness in Good News and Neutral Messages. Teacher – Shahed Rahman Part 1. Introduction. Most short business messages appropriately are written in a direct order Beginning with the most important point and going downward . The General Direct Plan. Beginning with the Objective

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Directness in Good News and Neutral Messages

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  1. Directness in Good News and Neutral Messages Teacher – ShahedRahman Part 1

  2. Introduction Most short business messages appropriately are written in a direct order Beginning with the most important point and going downward

  3. The General Direct Plan • Beginning with the Objective • Start with the Objective • Directness saves time for writer and reader • Seeking information , start by asking for it • Giving information start by giving it • If the reader have no clue about you, give a small introduction • Get the real message without delay • If any explanation helps, give it

  4. The General Direct Plan • Covering the Remaining Part of the Objectives • Complete the objective systematically - by listing or paragraphing • Ending with Adapted Goodwill • End with a goodwill comment • Final good will words will receive the best reader reaction . • “ Thank you in advance for your response” • Your helping hand will be highly appreciated

  5. ROUTINE ENQUIRIES • Choosing from Two Types of Beginnings • Beginning with the objective and your objective is to ask for information – this means beginning by asking question • This opening question can be two types: • A specific question that sets up the information wanted • General request for information Will you please send me test results showing how Duo- Press withstands high temperatures and exposures to sunlight? Will you please answer the following question about Duo –press Fabric

  6. ROUTINE ENQUIRIES • Informing and Explaining Adequately • Somewhere in the message, explain enough to enable the reader to answer • If you do not explain enough or if you misjudge the reader’s knowledge , you make the readers task difficult • Place the explanation anywhere it fits logically

  7. ROUTINE ENQUIRIES • Structuring the Questions • If the inquiry involves just one question, begin with it • If it involves more than one, make each stand out. Do this by • Placing each question in a separate sentence • Structuring the question in separate paragraphs • Ordering or ranking the questions • Using the question form of sentence • Take caution in asking questions that produce yes or no answers

  8. ROUTINE ENQUIRIES • Ending with Goodwill • End with a friendly comment that fits the one case • The Old Style Indirect Message ( Check text Book) • The Direct and Effective Message ( Check text Book)

  9. ROUTINE ENQUIRIES • Reviewing your order • Begin directly with the objective • Include necessary explanation • If a number of question involved, ask them • Make the question stand out ( using bullets, numbering) • End with good will words adapted to the individual case

  10. ROUTINE ENQUIRIES • Respecting the Rights of People • Respect human rights, both legal and moral • Ask only for information related to the job • Stress fact write for business use and when authorized, and treat confidentially • Do not Answer a letter in the midst of great anger

  11. GENERAL FAVORABLE RESPONSES • Beginning with the Answers • Begin by answering. If there is one question, answer it; if there are more than one, answer the most important • Yes you can use Chem – Treat to prevent Mildew. • Begin by saying that your are complying with the request • The following information should tell you what you need to know about Chem- Treat

  12. GENERAL FAVORABLE RESPONSES • Identify the message being answered • Logically arranging the Answers • If one answer – give it directly and completely • If more than one – arrange the answers so that each stands out • Skillfully Handling Negatives • Emphasize favorable responses; subordinate unfavorable responses • Place favorable responses at beginnings and ends. Give them more space. • Use word skillfully to emphasize them

  13. GENERAL FAVORABLE RESPONSES • Considering Extras • The little extra things you do for the reader will build a good will. • Closing Cordially • If I can help you further in deciding whether Chem- Treat will meet your needs, please write me again.

  14. Making the Report Fair and Accurate • You must report fairly and accurately • Prefer facts to opinions • Proper emphasis may require subordination • Subordination doesn’t mean altering truth

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