ORGANIZING BUSINESS MESSAGES

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