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© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 1 Writing Routine and Positive Messages.

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Presentation on theme: "© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 1 Writing Routine and Positive Messages."— Presentation transcript:

1 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 1 Writing Routine and Positive Messages

2 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 2 The Three-Step Process Planning Writing Completing

3 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 3 Routine Requests State the request (the main idea) Give details and justify the request Close by requesting specific action

4 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 4 State the Request Pay attention to tone Assume audience will comply Be specific

5 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 5 Support the Request Explain your initial request Stress reader benefits Ask questions –Ask important questions first –Ask relevant questions –Deal with one topic per question

6 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 6 Close the Message Make a specific request Provide contact information Express appreciation and goodwill

7 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 7 Making Routine Requests Asking for information and action Making claims and requesting adjustments Asking for recommendations

8 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 8 Action and Information Internal audience External audience –State your request –Support the request –Close the request

9 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 9 Recommendations State the request Support your request ésuméProvide a résumé Express appreciationExpress appreciation Provide instructionsProvide instructions

10 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 10 Claims and Adjustments Stay professional Expect a fair adjustment Document all correspondence –State the problem –Offer details and explanations –Propose a specific action or solution

11 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 11 Routine Replies and Positive Messages Start with the main idea Provide details and explanations End with a courteous close

12 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 12 Types of Routine Replies and Positive Messages Requests for information or action Grants of claims and requests for adjustment Recommendations Informative messages Good-news announcements Goodwill messages

13 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 13 Requests for Information and Action The direct approach –Prompt –Gracious –Thorough

14 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 14 Claims and Requests for Adjustment Who is at fault? –The company –The customer –A third party

15 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 15 When Your Company Is At Fault Acknowledge receipt of claim Take personal responsibility Sympathize with the customer Explain your plan of action Repair the relationship Follow up with the customer

16 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 16 When Others Are at Fault Customer At FaultThird Party At Fault Refuse the Claim Honor the Claim Consider Public Relations Honor the Claim Honor Claim but Deny Fault Refer to Third Party

17 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 17 Recommendations Support praise with examples and facts Handle shortcomings with care

18 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 18 Informative Messages Reminder notices –Upcoming events –New procedures –Workplace changes Policy statements –Shipping and returns –Sales discounts –Company developments

19 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 19 Good-News Announcements Direct approach –Employment offers Careful wording Legal advice –News releases Relevant information Public relations

20 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 20 Effective News Releases Pick newsworthy events Focus on one subject Stress important ideas Keep statements brief

21 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 21 Effective News Releases Minimize verbal clutter Focus on specifics Exercise restraint Follow industry conventions

22 © Prentice Hall, 2008 Excellence in Business Communication, 8eChapter 8 - 22 Fostering Goodwill Congratulations Appreciation Condolences


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