McGraw-Hill/Irwin

PPTPPT

Module 10Module 10

Informative and Positive Messages

Informative and Positive Messages

©2007, The McGraw-Hill Companies, All Rights Reserved.

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Informative and Positive Informative and Positive MessagesMessages

Informative and Positive Informative and Positive MessagesMessages

To learn how toTo learn how to Write effective subject lines.Write effective subject lines. Organize informative and positive Organize informative and positive

messages.messages. Continue to develop strong reader Continue to develop strong reader

benefits.benefits.

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Informative and Positive Informative and Positive MessagesMessages

Informative and Positive Informative and Positive MessagesMessages

To learn how toTo learn how to Write goodwill endings.Write goodwill endings. Write common kinds of informative Write common kinds of informative

and positive messages.and positive messages. Continue to analyze business Continue to analyze business

communication situations.communication situations.

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Informative and Positive Informative and Positive MessagesMessages

Informative and Positive Informative and Positive MessagesMessages

Start by answering these questions:Start by answering these questions: What’s the best subject line for an What’s the best subject line for an

informative or positive message?informative or positive message? How should I organize informative How should I organize informative

and positive messages?and positive messages? When should I use reader benefits in When should I use reader benefits in

informative and positive messages?informative and positive messages?

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Informative and Positive Informative and Positive MessagesMessages

Informative and Positive Informative and Positive MessagesMessages

Start by answering these questions:Start by answering these questions: What kinds of informative and What kinds of informative and

positive messages am I likely to positive messages am I likely to write?write?

How can PAIBOC help me write How can PAIBOC help me write informative and positive messages?informative and positive messages?

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Purposes of Informative and Purposes of Informative and Positive MessagesPositive Messages

Purposes of Informative and Purposes of Informative and Positive MessagesPositive Messages

Primary PurposesPrimary Purposes

To give information To give information or good news.or good news.

To have the reader To have the reader read, understand, read, understand, and view information and view information positively.positively.

To deemphasize To deemphasize negative elements.negative elements.

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Purposes of Informative and Purposes of Informative and Positive MessagesPositive Messages

Purposes of Informative and Purposes of Informative and Positive MessagesPositive Messages

Secondary PurposesSecondary Purposes

To build a good image of the writer.To build a good image of the writer.

To build a good image of the writer’s To build a good image of the writer’s organization.organization.

To cement a good relationship To cement a good relationship between the writer and reader.between the writer and reader.

To reduce or eliminate future To reduce or eliminate future correspondence on the same correspondence on the same subject.subject.

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Types of Informative and Types of Informative and Positive MessagesPositive Messages

Types of Informative and Types of Informative and Positive MessagesPositive Messages

TransmittalsTransmittals

ConfirmationsConfirmations

SummariesSummaries

AdjustmentsAdjustments

Thank-You NotesThank-You Notes

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Subject Lines for Informative Subject Lines for Informative and Positive Messagesand Positive Messages

Subject Lines for Informative Subject Lines for Informative and Positive Messagesand Positive Messages

Make subject lines specific.Make subject lines specific. Subject: Interview Questions for Job Subject: Interview Questions for Job

Candidate Toni James.Candidate Toni James.

Make subject lines concise.Make subject lines concise. Subject: Let’s Hire Toni James.Subject: Let’s Hire Toni James.

Make subject lines appropriate for the Make subject lines appropriate for the pattern of organization.pattern of organization. In general, provide the same information In general, provide the same information

that you would in the first paragraph.that you would in the first paragraph.

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Informative and Positive Informative and Positive MessagesMessages

Informative and Positive Informative and Positive MessagesMessages

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.

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Use Reader BenefitsUse Reader BenefitsUse Reader BenefitsUse Reader Benefits

When you’re presenting policies.When you’re presenting policies.

When you want to shape readers’ When you want to shape readers’ attitudes.attitudes.

When stressing benefits presents When stressing benefits presents readers’ motives positively.readers’ motives positively.

When some of the benefits may When some of the benefits may not be obvious to readers.not be obvious to readers.

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PAIBOCPAIBOCPAIBOCPAIBOC

PP What are yourWhat are your purposespurposes in in writing?writing?

AA Who is (are) yourWho is (are) your audiencesaudiences??

II What What informationinformation must your must your message include? message include?

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PAIBOC PAIBOC continuedcontinuedPAIBOC PAIBOC continuedcontinued

BB What reasons or readerWhat reasons or reader benefitsbenefits can you use to support can you use to support your position? your position?

OO WhatWhat objectionsobjections can you can you expect your reader(s) to have? expect your reader(s) to have?

CC How will theHow will the contextcontext affect affect reader response?reader response?