informative-and-positive-messages

informative-and-positive-messages

1. Informative and positive messages

2. Informative and positive messages include Acceptances. Positive answers to reader’s requests. Information about procedures, products, services, or options. Announcement of policy changes that are neutral or positive. Changes that are to the reader’s advantage.

3. Best subject line for informative or positive message A subject line is the title of the document. It should be: specific concise appropriate to the kind of msg (positive, negative, persuasive etc.)

4. Specific subject line Too general : Training Sessions (To make this SL more specific identify the particular topic of this msg.) Better: Dates for 2005 Training Sessions. Or: Evaluation of Training Sessions on Conducting Interviews.

5. Concise subject line Subject lines should be short- usually not more than 10 words. Wordy SL : Survey of student preferences in regards to various pizza factors again, the best revision depends on the specific factors you will discuss. Better : Students’ Pizza Preferences Or : The feasibility of a Domino’s branch on campus.

6. Subject lines appropriate for the pattern of organization When you have good news for the reader, build goodwill by highlighting it in the subject line. When your information is neutral, summarize it concisely for the subject line.

7. Some examples: Example-1 Message - Starting January 2, as an employee of Amalgamated Industries you can get a 15% discount on cars you rent for business or personal use from Roadway Rent-a-car. Subject: Discount on Rental Cars effective January 2, 2014.

8. Example 2: Message: In the last month, we have chosen the participants and developed a tentative agenda for the videoconference with France scheduled for March 21, 2014. Subject: Update on arrangements for Videoconference with France .

9. How to organize informative and positive message

10. Present informative and positive messages in the following order: 1. Give any good news and summerize the main points. Share good news immediately. Include details such as the date policies begin and the percent of a discount. If the reader has already raised the issue, make it clear that you’re responding.

11. 2. Give details, clarifications, background . Don’t repeat information from the first paragraph. Provide all the information necessary to achieve your purpose. Present details in the order of importance to the reader.

12. 3.Present any negative elements- as positively as possible. A policy may have limits; information may be incomplete; the reader may have to satisfy requirements to get a discount or benefit. Make these negatives clear, but present them as positively as possible.

13. 4. Explain any reader benefits . Most informative memos need reader benefits. Show that the policy or procedure helps readers, not just the company. In letters, you may want to give benefits of dealing with your company as well as benefits of the product or policy.

14. 5.Use a goodwill ending: positive, personal, and forward-looking. Shifting your emphasis away from the message to the specific reader suggests that serving the reader is your real concern.

15. The most common kinds of informative and positive messages are confirmations, summaries, adjustments , thank-you and congratulatory notes .