Business communication building critical skill 3rd by locker module 10

PPT
PPT

Module
Module 10
10
Informative
Informativeand
and
Positive
PositiveMessages
Messages

McGraw-Hill/Irwin

©2007, The McGraw-Hill Companies, All Rights


10-2

Informative
Informative and
and Positive
Positive
Messages
Messages
 To learn how to
 Write effective subject lines.
 Organize informative and positive
messages.
 Continue to develop strong reader

benefits.


10-3

Informative
Informative and
and Positive
Positive
Messages
Messages
 To learn how to
 Write goodwill endings.
 Write common kinds of informative
and positive messages.
 Continue to analyze business
communication situations.


10-4

Informative
Informative and
and Positive
Positive
Messages
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?


10-5

Informative
Informative and
and Positive
Positive
Messages
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?


10-6

Purposes
Purposes of
of Informative
Informative and
and
Positive

Positive Messages
Messages
 Primary Purposes
 To give information
or good news.
 To have the reader
read, understand,
and view information
positively.
 To deemphasize
negative elements.


10-7

Purposes
Purposes of
of Informative
Informative and
and
Positive
Positive Messages
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.


10-8

Types
Types of
of Informative
Informative and
and
Positive
Positive Messages
Messages
 Transmittals
 Confirmations
 Summaries
 Adjustments
 Thank-You Notes


10-9

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

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.


Informative
Informative and
and Positive
Positive
Messages
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.

1010


1011

Use
Use Reader
Reader Benefits
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.


1012

PAIBOC
PAIBOC
P What are your purposes in
writing?
A Who is (are) your audiences?
I

What information must your
message include?

1013

PAIBOC
PAIBOC continued
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?