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McGraw-Hill/Irwin
PPTPPT
Module 10Module 10
Informative and Positive Messages
Informative and Positive Messages
©2007, The McGraw-Hill Companies, All Rights Reserved.
10-2
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.
10-3
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.
10-4
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?
10-5
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?
10-6
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.
10-8
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
10-9
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?