INFORMATIVE GOOD NEWS BAD NEWS PERSUASIVE TYPES OF LETTERS INFORMATIVE GOOD NEWS BAD NEWS PERSUASIVE

Informative letter CONVEYING INFORMATION CLEARLY AND FULLY Letters with a main information base are: Enquiries and replies about goods and prices Quotations and tenders Orders Resume Appointment contracts Description of defects while making a complaint.

Every detail of the information needs to be checked and ensure no errors in facts and figures. In case of large information the data needs to be well organized ,with logical flow of ideas. The tone of the letter should be helpful, courteous and professional. Offering to give any further information and clarification makes the letter more friendly.

Good news letters Letters that grant a request are good news letters. Offering admission or employment or grants in response to an application Agreeing to terms or favors requested by a customer Granting a customer’s claim Granting request for credit terms Agreeing to offer terms and awarding a contract Letters of appreciation and of promotion.

A letter that conveys a pleasant message is welcomed by a reader A letter that conveys a pleasant message is welcomed by a reader.it is an opportunity to build up good relationships. News needs to be conveyed with high emphasis which means as early as possible and needs to be conveyed cheerfully. Be prompt and courteous. Tone of the letter needs to be cheerful and friendly.

Persuasive letter They are written on writer’s initiative and requires a strong effort to attract and retain readers attention. Letters that bargain for more favorable terms or to get a favor. Sales Collection Bargaining Asking for favors Cover letters Letters that attempt to make the reader accept alternatives and counter proposals.

Persuasive writing must be simple ,easy to understand ,grammatically correct, use active voice. Writer’s credibility Writer’s concern for reader’s needs and desire must be reflected in writing. Writer must facilitate the action by pointing out ways in which it can be done. Logic of proposal must be clear The emotional appeal must not go against the reader’s beliefs. Tone must be self respecting and respectful towards the reader.

Bad news letters Letters have persuasion and information. Layoff Termination of contract Complaint Unfavorable reply to credit enquiry Not selected Admission rejected Rejection of goods Rejection of claim

Getting all details correct is a basic requirement Getting all details correct is a basic requirement. qualities needed are courtesy, consideration, creativity and constructiveness. Be clear about the purpose Use positive language De-emphasize the negative by placing it in positions of low emphasis. Think clearly the reason for refusal It needs to be short and thus needs to be planned carefully and it has to be effective.

Organize the letter to make the bad news acceptable. Do not tell bad news in the first Para. Use passive voice Can be organized in 3 parts Buffer-attempts to state a common ground Reason/justification Goodwill ending.