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Lecture Five Chapter Five Strategies for Letters and Memos.

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Presentation on theme: "Lecture Five Chapter Five Strategies for Letters and Memos."— Presentation transcript:

1 Lecture Five Chapter Five Strategies for Letters and Memos

2 AUDIENCE ADAPTATION Develop a “You” Attitude –How would I feel if I were this person in this situation? –Increase positive impact reduce negative impact –Anticipate questions (Who, What, When, Where, Why, How Much) –Stress Reader Benefits –Avoid Negatives (Claim, Allege, Problem, Damage, Regret)

3 METACOMMUNICAITON STATIONERY AND TYPING TONE –Friendly, Sincere –Avoid a sense of irritation, resentment, superiority or impatience DICTION –Focus on you, your, yours not I, me, mine, or we, us, our, ours JARGON ACTIVE VOICE EXPLETIVE CONSTRUCTION –It, that, there is, there are –Instead attack speaker

4 TYPES OF DIRECT AND INDIRECT LETTERS DIRECT –Letters of Inquiry –Favorable Response to Inquiries –Claim Letter –Positive Response to Claims INDIRECT –Negative Response to Inquiry –Refused Claim –Persuasive Message

5 DIRECT STRATEGIES USE FOR GOOD NEWS OR NEUTRAL INFORMATION OPENING –State main point early BODY –Supporting details (reason for decision) ENDING –Positive (Offer to help, statement of gratitude, or repetition of any further action the reader needs to take)

6 INDIRECT STRATEGIES Use when requests are denied, proposals rejected, job application turned down OPENING –Use a buffer (neutral or positive statement, agreement on a point, expression of appreciation, explanation of your careful consideration BODY –Provide steps used in analysis of situation –Tone is cooperative –Express negative information clearly but tactfully, Place in the middle of the paragraph. ENDING –Suggest another course of action –Positive friendly note –Offer services or information

7 STRATEGIES FOR HANDLING NEGATIVE MESSAGES PLACE NEGATIVE INFORMATION AT POINT OF LOW EMPHASIS –We do not anticipate any openings at Baytown Company anytime soon since we have been laying off people in your field. You might apply at Rumfield and Company or Bennington Inc., since they are adding to their staff. –I suggest that you apply for one of the engineering positions now opening at Rumfield and Company or at Bennington, Inc., rather than at Baytown Company. Currently Baytown’s personnel needs are in other areas. AVOID NO OR NOT WHEN POSSIBLE –We cannot fill your order until you tell use what size grill your restaurant currently uses. –We can fill your order as soon as you provide us your restaurant’s grill size. AVOID WORDS WITH NEGATIVE CONNOTATIONS –Allege, Failure, Claim, Regret, Careless, Argue, Mistake, Damage, Error, Broken, Bone Head.

8 DIRECT - Letter Of Inquiry OPENING –Make the inquiry clear from the start BODY –Explanation of purpose for inquiry –Clear organization (Not a fishing expedition for information) ENDING –Friendly and build good will. –OK to ask for a speedy reply

9 DIRECT-Favorable Response To Inquiry OPENING –Identify the request (Subject line or in lst sentence) –Make it clear the reader’s request is being granted BODY –Respond to the request in order of importance or as stated in original request CLOSE –Continue to positive tone in the close

10 DIRECT- Claim Letter OPENING –Straight to the point –Include details about faulty product or service –Explain significance of the problem BODY –Detail the facts related to the claim –Do not attack –State what you want done –Set a deadline for action CLOSE –Express confidence in the good faith of the reader

11 DIRECT - Positive Response To Claim Goal is rebuild goodwill with customer OPENING –Quickly remind reader of situation then give them the good news BODY –Explain what when wrong and stress how it will not happen in the future –If product misused, explain proper use in impersonal terms CLOSE –Positive with a tone of continued good relations

12 INDIRECT - Negative Response to Inquiry Reasons appear first followed by refusal OPENING –Remind reader of claim in subject line or first sentence –Present a BUFFER (General discussion of issues related to inquiry) BODY –Discussion of why request cannot be granted. Give reasoning then refusal. Refusal need to be final CLOSE –Wish for success or provide other sources of information

13 INDIRECT - Refused Claim Avoid negatives and build goodwill through empathy(not sympathy) OPENING –Start with a BUFFER (referral to claim or expression of appreciation for letter) BODY –Detail your findings –Describe efforts to investigate the claim –Once reasons given provide refusal –If refusal based on policy explain policy CLOSE –Make an effort for resale

14 INDIRECT - Persuasive Message Persuade people to do what they may not want to do. OPENING –Catch reader’s attention –Keep it brief BODY –Establish a common problem and reveal solution –Address any possible objections CLOSE –Focus the readers interest into action (a meeting, an order, a payment, an interview, a change in procedure)

15 WONDERFUL WORLD OF MEMOS Less formal than letters yet follow a general format USES –Communicate to groups –Fixing responsibility –Communicate to folks you don’t like –Communicate to those inaccessible

16 TYPES OF MEMOS NOTIFICATION REQUESTS FOR ACTION FORMS POLITICAL USES –Who is in and who is out of power –Taking Credit –Cover Memos (Discredit someone else Memos

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