Guide 2—Present Ideas Positively

Disagree But Do Not be Disagreeable Being able to disagree without being disagreeable is an art. Good writers learn to present their views without offending the reader

Sample Sentences Disagreeable: The copy machine you sold us is a worthless piece of junk. Pick it up and bring us one that works. Disagree: The copy machine you sold us required 12 service calls this month. Please replace it with one that provides reliable service.

Sample Sentences Disagreeable: The method you proposed is a totally inappropriate solution to the problem. Disagree: Please consider this alternative that builds on your solution and takes us a step closer to resolving the issue.

Use Positive Ideas in Positive Statements Too many positive ideas are presented in negative statements. Example: Don’t forget to mail my letter today. Example: If I can be of further service, please do not hesitate to let me know.

Sample Sentences Negative: Why don’t you join me for lunch today? Positive: Please join me for lunch today

Sample Sentences Negative: Don’t miss seeing the new movie at the Fox. Positive: Be sure to see the new movie at the Fox.

Tell The Reader What You CAN Do Good writers tell readers what they can do, rather than what they cannot do. Focusing on the negative accomplishes only half of the job—leaving out what CAN be done.

Sample Sentences (What you can’t do) Don’t eat food in here. (What you can do) Food should be eaten in the employee lounge. (What you can’t do) We can’t ship your supplies until we receive your check. (What you can do) We will ship your supplies as soon as we receive your check.

Use Negative Words Sparingly Many words besides no and not have a negative or a very strong meaning. A situation sometimes requires the use of negative words, but they should be used very sparingly. When negative words are used, try to place emphasis on the solution rather than on the problem.

BlameFailureBrokeClaimComplaint DamageNeverProblemUnnecessaryDefective DifficultyFailedDenyInconvenientNeglected RegretUnfortunateImpossible Words with Negative Connotations: (use sparingly)