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©2014 The McGraw-Hill Companies, Inc. All rights reserved Informative and Positive Messages Module Ten Copyright © 2014 by The McGraw-Hill Companies, Inc.

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Presentation on theme: "©2014 The McGraw-Hill Companies, Inc. All rights reserved Informative and Positive Messages Module Ten Copyright © 2014 by The McGraw-Hill Companies, Inc."— Presentation transcript:

1 ©2014 The McGraw-Hill Companies, Inc. All rights reserved Informative and Positive Messages Module Ten Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

2 Learning Objectives LO 10-1 Create subject lines for informative and positive messages. LO 10-2 Apply strategies for informative and positive message organization. LO 10-3 Identify situations for reader benefits use with informative and positive messages. 10-2

3 Learning Objectives LO 10-4 List common kinds of informative and positive messages. LO 10-5 Apply strategies for informative and positive message analysis with PAIBOC. LO 10-6 Create goodwill endings for informative and positive messages. 10-3

4 Informative and Positive Messages Informative and positive messages include  Acceptances.  Positive answers to reader requests.  Information about procedures, products, services, or options.  Announcements of policy changes that are neutral or positive.  Changes that are to the reader’s advantage. 10-4

5 Informative and Positive Messages  Primary Purposes  To give information or good news.  To have the reader read, understand, and view information positively.  To deemphasize negative elements. 10-5

6 Informative and Positive Messages  Secondary Purposes  To build a good image of the writer.  To build a good image of the writer’s organization.  To cement a good relationship between the writer and reader.  To reduce or eliminate future correspondence on the same subject. 10-6

7 What’s the best subject line for an informative or positive message?  Subject line  the title of a document  aids in filing and retrieving the document  provides a framework in which to set what you’re about to say. 10-7

8 Good news comes in many forms 10-8

9 What’s the best subject line for an informative or positive message?  Make subject lines specific.  Make subject lines concise.  Make subject lines appropriate for the pattern of organization. 10-9

10 How should I organize informative and positive messages? 1.Give any good news and summarize the main points. 2.Give details, clarification, background. 3.Present any negative elements—as positively as possible. 4.Explain any reader benefits. 5.Use a goodwill ending: positive, personal, and forward-looking

11 How to Organize an Informative or Positive Message 10-11

12 How to Organize an Informative or Positive Message 10-12

13 When should I use reader benefits in informative and positive messages? You don’t need reader benefits when:  You’re presenting factual information only.  The reader’s attitude toward the information doesn’t matter.  Stressing benefits may make the reader sound selfish.  The benefits are so obvious that to restate them insults the reader’s intelligence

14 When should I use reader benefits in informative and positive messages? You do need reader benefits when:  You’re presenting policies.  You want to shape readers’ attitudes.  Stressing benefits presents readers’ motives positively.  Some of the benefits may not be obvious to readers

15 What are the most common kinds of informative and positive messages?TransmittalsConfirmationsSummaries Adjustments Thank-You Notes 10-15

16 What are the most common kinds of informative and positive messages? Organize a memo or letter of transmittal in this order: 1.Tell the reader what you’re sending. 2.Summarize the main point(s) of the document. 3.Indicate any special circumstances that would help the reader understand the document. 4.Tell the reader what will happen next 10-16

17 What are the most common kinds of informative and positive messages? To summarize a document  Start with the main point.  Give supporting evidence and details.  Evaluate the document  Identify the actions your organization should take based on the document

18 How can I apply what I’ve learned in this module? P What are your purposes in writing? A Who is (are) your audiences? I What information must your message include? 10-18

19 How can I apply what I’ve learned in this module? B What reasons or reader benefits can you use to support your position? O What objections can you expect your reader(s) to have? C How will the context affect reader response? 10-19

20 Writing a Goodwill Ending  Goodwill endings focus on the business relationship you share with your reader.  When you write to one person, a good last paragraph fits that person specifically.  When you write to someone who represents an organization, the last paragraph can refer to your company’s relationship to the reader’s organization

21 Writing a Goodwill Ending  Possibilities include  Complimenting the reader for a job well done.  Describing a reader benefit.  Looking forward to something positive that relates to the subject of the message

22 Checklist for Informative and Positive Messages 10-22


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