Business letters , memos and reports can be arranged by the direct ( deductive ) or indirect (( inductive ) approach.

DIRECT APPROACH ( For good news ):

It has following parts :

• Best news or main idea
• Explanation
• All necessary and desirable details
• Resale material
• Educational material
• Sales promotional material.

Positive friendly close :

• Appreciation
• Clear statement of action desired
• Easy action
• Dated action when desirable
• Willingness to help further
• Reader benefit

DIRECT REQUEST PLAN :

• Main idea
• Request , main statement or question
• Reasons , if desirable
• Explanation
• All necessary and desirable details
• Numbered questions , if helpful
• Easy reading devices
• Courteous close , with motivation to action
• Clean statement of action desired
• Easy action
• Data action when desirable
• Appreciation and goodwill

INDIRECT APPROACH ( For bad news ):

BUFFER:

• Pleasant or neutral statement

EXPLANATION :

• Necessary details tactfully stated.
• Pertinent favorable , then unfavorable, facts.
• Reader-benefits reason

DECISION:

• Offer of additional help or suggestions .

POSITIVE FRIENDLY CLOSE:

• Appreciation
• Invitation to future action
• Clear statement of action desired
• Easy action
• Dated action where desirable
• Willingness to help further
• Reader benefit and goodwill