We categorize messages both by the author’s purposes and by the initial response we expect from the reader. In an informative or positive message, you expect the audience to respond neutrally to the message or to be pleased. Negatives are minor and are not the main point of the message.
Informative and Positive Messages To learn how to Write effective subject lines. Organize informative and positive messages. Continue to develop strong reader benefits.
Informative and Positive Messages To learn how to Write goodwill endings. Write common kinds of informative and positive messages. Continue to analyze business communication situations.
Informative and Positive Messages Start by answering these questions: What’s the best subject line for an informative or positive message? How should I organize informative and positive messages? When should I use reader benefits in informative and positive messages?
Informative and Positive Messages Start by answering these questions: What kinds of informative and positive messages am I likely to write? How can PAIBOC help me write informative and positive messages?
Purposes of 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. Even a simple informative or positive message usually has several purposes.
Purposes of 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. As with all business messages, you should build goodwill with your audience. Doing so is essential in informative and positive messages.
Types of Informative and Positive Messages Transmittals Confirmations Summaries Adjustments Thank-You Notes Informative and positive messages are distinct from other kinds of messages because they focus on providing either information or good news. Those listed here are among the more common informative and positive messages in business.
Subject Lines for Informative and Positive Messages Make subject lines specific. Subject: Interview Questions for Job Candidate Toni James. Make subject lines concise. Subject: Let’s Hire Toni James. Make subject lines appropriate for the pattern of organization. In general, provide the same information that you would in the first paragraph. A good subject line is important, especially in memos and e-mail messages, as it acts as the title of the document. Audiences may also choose to read a message based on the subject line. Write subject lines that are specific, concise, and appropriate for the pattern of organization.
Informative and Positive Messages Follow this pattern: Give any good news and summarize the main points. Give details, clarification, background. Present any negative elements—as positively as possible. Explain any reader benefits. Use a goodwill ending: positive, personal, and forward-looking. Informative and positive messages are distinct from other kinds of messages because they focus on providing either information or good news. Those listed here are among the more common informative and positive messages in business.
When you’re presenting policies. Use Reader Benefits When you’re presenting policies. When you want to shape readers’ attitudes. When stressing benefits presents readers’ motives positively. When some of the benefits may not be obvious to readers. Develop good intrinsic and extrinsic benefits when addressing readers in these situations. Reader benefits are hardest to develop when you are announcing policies. Where possible, show benefits so readers see the reason for the policy and support it.
P What are your purposes in writing? A Who is (are) your audiences? PAIBOC P What are your purposes in writing? A Who is (are) your audiences? I What information must your message include? Use PAIBOC when writing and revising your messages. Carefully analyze each of the PAIBOC components: Purpose, Audience, Information, Benefits, Objections, and Context.
PAIBOC continued 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?