1. Directness in Good News and Neutral Messages
Teacher – Shahed Rahman
Part 1

2. Introduction
Most short business messages appropriately are written in a direct order
Beginning with the most important point and going downward

3. The General Direct Plan
Beginning with the Objective
Start with the Objective
Directness saves time for writer and reader
Seeking information , start by asking for it
Giving information start by giving it
If the reader have no clue about you, give a small introduction
Get the real message without delay
If any explanation helps, give it

4. The General Direct Plan
Covering the Remaining Part of the Objectives
Complete the objective systematically - by listing or paragraphing
Ending with Adapted Goodwill
End with a goodwill comment
Final good will words will receive the best reader reaction .
“ Thank you in advance for your response”
Your helping hand will be highly appreciated

5. ROUTINE ENQUIRIES Choosing from Two Types of Beginnings
Beginning with the objective and your objective is to ask for information – this means beginning by asking question
This opening question can be two types:
A specific question that sets up the information wanted
General request for information
Will you please send me test results showing how Duo- Press withstands high temperatures and exposures to sunlight?
Will you please answer the following question about Duo –press Fabric

6. ROUTINE ENQUIRIES Informing and Explaining Adequately
Somewhere in the message, explain enough to enable the reader to answer
If you do not explain enough or if you misjudge the reader’s knowledge , you make the readers task difficult
Place the explanation anywhere it fits logically

7. ROUTINE ENQUIRIES Structuring the Questions
If the inquiry involves just one question, begin with it
If it involves more than one, make each stand out. Do this by
Placing each question in a separate sentence
Structuring the question in separate paragraphs
Ordering or ranking the questions
Using the question form of sentence
Take caution in asking questions that produce yes or no answers

8. ROUTINE ENQUIRIES Ending with Goodwill
End with a friendly comment that fits the one case
The Old Style Indirect Message ( Check text Book)
The Direct and Effective Message ( Check text Book)

9. ROUTINE ENQUIRIES Reviewing your order
Begin directly with the objective
Include necessary explanation
If a number of question involved, ask them
Make the question stand out ( using bullets, numbering)
End with good will words adapted to the individual case

10. ROUTINE ENQUIRIES Respecting the Rights of People
Respect human rights, both legal and moral
Ask only for information related to the job
Stress fact write for business use and when authorized, and treat confidentially
Do not Answer a letter in the midst of great anger

11. GENERAL FAVORABLE RESPONSES
Beginning with the Answers
Begin by answering. If there is one question, answer it; if there are more than one, answer the most important
Yes you can use Chem – Treat to prevent Mildew.
Begin by saying that your are complying with the request
The following information should tell you what you need to know about Chem- Treat

12. GENERAL FAVORABLE RESPONSES
Identify the message being answered
Logically arranging the Answers
If one answer – give it directly and completely
If more than one – arrange the answers so that each stands out
Skillfully Handling Negatives
Emphasize favorable responses; subordinate unfavorable responses
Place favorable responses at beginnings and ends. Give them more space.
Use word skillfully to emphasize them

13. GENERAL FAVORABLE RESPONSES
Considering Extras
The little extra things you do for the reader will build a good will.
Closing Cordially
If I can help you further in deciding whether Chem- Treat will meet your needs, please write me again.

14. Making the Report Fair and Accurate
You must report fairly and accurately
Prefer facts to opinions
Proper emphasis may require subordination
Subordination doesn’t mean altering truth