Directness in Good News and Neutral Messages

Report
Directness in Good News and
Neutral Messages
TEACHER – SHAHED RAHMAN
PART 1
Introduction
 Most short business messages appropriately are
written in a direct order
 Beginning with the most important point and going
downward
The General Direct Plan
 Beginning with the Objective
 Start with the Objective
 Directness saves time for writer and reader
 Seeking information , start by asking for it
 Giving information start by giving it
 If the reader have no clue about you, give a small introduction
 Get the real message without delay
 If any explanation helps, give it
The General Direct Plan
 Covering the Remaining Part of the
Objectives

Complete the objective systematically - by
listing or paragraphing
 Ending with Adapted Goodwill
 End with a goodwill comment
 Final good will words will receive the best
reader reaction .
 “ Thank you in advance for your response”
 Your helping hand will be highly appreciated
ROUTINE ENQUIRIES
 Choosing from Two Types of Beginnings


Beginning with the objective and your objective
is to ask for information – this means beginning
by asking question
This opening question can be two types:
 A specific question that sets up the
information wanted

General request for information
Will you please send me test results showing how
Duo- Press withstands high temperatures
and exposures to sunlight?
Will you please answer the following question
about Duo –press Fabric
ROUTINE ENQUIRIES
 Informing and Explaining
Adequately



Somewhere in the message, explain
enough to enable the reader to answer
If you do not explain enough or if you
misjudge the reader’s knowledge , you
make the readers task difficult
Place the explanation anywhere it fits
logically
ROUTINE ENQUIRIES
 Structuring the Questions
 If the inquiry involves just one question,
begin with it
 If it involves more than one, make each
stand out. Do this by
Placing each question in a separate sentence
 Structuring the question in separate
paragraphs
 Ordering or ranking the questions
 Using the question form of sentence
 Take caution in asking questions that
produce yes or no answers

ROUTINE ENQUIRIES
 Ending with Goodwill
 End with a friendly comment that fits the one case
 The Old Style Indirect Message ( Check text Book)
 The Direct and Effective Message ( Check text Book)
ROUTINE ENQUIRIES
 Reviewing your order





Begin directly with the objective
Include necessary explanation
If a number of question involved, ask them
Make the question stand out ( using bullets, numbering)
End with good will words adapted to the individual case
ROUTINE ENQUIRIES
 Respecting the Rights of
People



Respect human rights, both legal
and moral
Ask only for information related to
the job
Stress fact write for business use
and when authorized, and treat
confidentially
 Do not Answer a letter in the
midst of great anger
GENERAL FAVORABLE RESPONSES
 Beginning with the Answers
 Begin by answering. If there is one
question, answer it; if there are more than
one, answer the most important


Yes you can use Chem – Treat to prevent
Mildew.
Begin by saying that your are complying
with the request

The following information should tell you
what you need to know about Chem- Treat
GENERAL FAVORABLE RESPONSES
 Identify the message being answered
 Logically arranging the Answers
 If one answer – give it directly and
completely
 If more than one – arrange the answers so
that each stands out
 Skillfully Handling Negatives
 Emphasize favorable responses;
subordinate unfavorable responses
 Place favorable responses at beginnings and
ends. Give them more space.
 Use word skillfully to emphasize them
GENERAL FAVORABLE RESPONSES
 Considering Extras
 The little extra things you do for the
reader will build a good will.
 Closing Cordially
 If I can help you further in deciding
whether Chem- Treat will meet
your needs, please write me again.
 Making the Report Fair and Accurate
 You must report fairly and accurately
 Prefer facts to opinions
 Proper emphasis may require subordination
 Subordination doesn’t mean altering truth

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