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? ... 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... Explain any reader benefits  Use a goodwill ending: positive, personal, and forward-looking 101 0 101 1 Use Use Reader Reader Benefits Benefits  When you’re presenting policies  When you want... 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