Know Your Audience Think before you write Think again before you send Check your document for tone Ensure that your message is – Audience-oriented – Purposeful – Economical
Choose a Channel Letter Memo Email Instant Message Telephone Call – Always follow up!
Informative and Positive Message? Use “Direct Organization” 1.Give good news first, or summarize main points 2.Give necessary details or background 3.Present any complications/negatives if necessary Do this as positively as possible 4.Explain any (remaining) reader benefits Remember that these may be intrinsic 5.End the letter; continue the relationship
Revise, Edit, Proofread Revise: – Move major sections – Add or remove information – Organize Edit: – Correct sentence structure/order Proofread: – Check spelling, grammar, format
Pay Special Attention to Format What this tells your reader: You’re a professional You’re accurate You’re careful You care about their business You care about their time You’re trustworthy
Special Topic: Subject Lines Subject lines should meet three (3) criteria: 1.They should be brief 2.They should be direct (like a preview) 3.They should be clear
Special Topic: Closings Closings should also meet three (3) criteria: 1.They should focus on the relationship 2.They should look forward 3.They should be positive