1. Basic Organizational Plans
Chapter 6 (Murphy)

2. The process of preparing effective business messages
Five planning steps
Basic organizational plan
Proper beginning and ending
Composing the message

3. Direct (Deductive) Approach
If audience’ reaction is favorable or neutral
Start—main news, best news
Direct Request—when less persuasion is required
GNM—when granting request, announcing favorable/ neutral information

4. Direct Request Plan 1: Main Idea
A: request, main statement, assertion, recommendation, question
B: reason, if desirable
2: Explanation
A: all necessary and desirable details & idea
B: Numbered questions, if helpful
C: easy reading devices
3: Courteous close, with motivation for action
A: clear statement of action desired
B: easy action, dated when desirable
Appreciation & goodwill

5. Good News Plan 1: Best News/ main Idea 2: Explanation
All necessary & desirable details & data
3: Positive Friendly Close
*appreciation
*clear statement of action
*when desirable
*offer of further help, reader’s benefit

6. Comparison—Direct Request Vs Good-News
1: Main Idea
A: request, main statement, assertion, recommendation, question
1: Best News/ main Idea
B: reason, if desirable
2: Explanation
All necessary & desirable details & data
A: all necessary and desirable details & idea
B: Numbered questions, if helpful
3: Positive Friendly Close
C: easy reading devices
*appreciation
3: Courteous close, with motivation for action
*clear statement of action
*when desirable
A: clear statement of action desired
*offer of further help, reader’s benefit
B: easy action, dated when desirable
Appreciation & goodwill

7. Indirect (Inductive) Plan
Negative reaction expected
Beginning with the buffer—a relevant pleasant, neutral, receiver-benefit statement
Explanation before declaring the main idea
Bad news message—reader may react negatively
Persuasive message—request may face resistence
GNM/ NM—where cultural communication variables require

8. Bad News Plan
1:Buffer (pleasant or neutral statement, reader-oriented)
2:Explanation
A: Necessary Data—tactfully stated
B: Pertinent favorable, then unfavorable act
C: Reader benefit—Reasons
3: Decision
Implied or expressed—alongwith offer of additional help or suggestions
4:Positive Friendly Close
A: appreciation
B:invitation for future action required
C: easy action, dated when desirable
D: willingness to help further
E: reader benefit & goodwill

9. Persuasive Request Plan
1: Attention
A: reader benefit
B: reader0interest theme
2:Interest
A: descriptive details & data
B: psychological appeal
Reader benefits

10. 3:Desire
A: statement of request
B: supporting data help create reader’s desire to grant request
4: Action
A: clear statement of action
B: easy action, dated when desirable
C: Special inducement
D: reader benefit

11. Comparison—Bad News Vs Persuasive
1:Buffer (pleasant or neutral statement, reader-oriented)
2:Explanation
A: Necessary Data—tactfully stated
B: Pertinent favorable, then unfavorable act
C: Reader benefit—Reasons
3: Decision
Implied or expressed—alongwith offer of additional help or suggestions
4:Positive Friendly Close
A: appreciation
B:invitation for future action required
C: easy action, dated when desirable
D: willingness to help further
E: reader benefit & goodwill
1: Attention
A: reader benefit
B: reader0interest theme
2:Interest
A: descriptive details & data
B: psychological appeal
Reader benefits
3:Desire
A: statement of request
B: supporting data help create reader’s desire to grant request
4: Action
A: clear statement of action
B: easy action, dated when desirable
C: Special inducement
D: reader benefit

12. Opening paragraph 1: appropriate opening—message A:main news?
B: buffers?
C: attention getting statement?
2: Considerate, courteous, concise, clear opening
A:get reader into the opening
B: relatively short
C: focus on the positive
D: courteous & conversational language
E: no unnecessary repetition
3: completeness
A: sentence structure
B: Dates

13. Closing paragraph 1: clear & complete request/demand A: 5 W’s
2: end—positive & courteous thought
Apologies, friendliness, appreciation, intimacy
3: Concise & Correct last paragraph
No trite (commonplace) expression
No trivial details
Relatively short but complete

14. Composing the message
Drafting
Revising
Editing & Proof reading