BASIC ORGANIZATIONAL

PLANS

PIM- Pakistan Institute of Management

BASIC ORGANIZATIONAL PLANS

Your choice of organizational plans

depends on a number of factors:

1. How you expect you reader or listener to

react to your message

2. How much the person knows about the
topic or situation

. All plans are flexible guidelines only, not

rigid rules. Your own judgment must

help you decide the best organization
and content of your message
PIM- Pakistan Institute of Management

BASIC ORGANIZATIONAL PLANS

Direct approach
Indirect approach

PIM- Pakistan Institute of Management

DIRECT APPROACH: REQUEST PLAN

Main Idea:
request, main statement, assertion, recommendation,
question
reasons if desired

Explanation:
all necessary and desirable details and data
numbered questions if helpful
easy reading devices

Courteous Close with Motivation to

Action:

clear statement of action desired

easy action, dated when desirable
appreciation and good will
PIM- Pakistan Institute of Management

DIRECT APPROACH: GOOD NEWS PLAN

Best News or Main Idea
Explanation:

all necessary and desirable details and data

educational material
sales promotion material

Positive, Friendly Close including the

following if appropriate:

appreciation
clear statement of action
offer of further help, reader benefits

PIM- Pakistan Institute of Management

INDIRECT APPROACH: BAD NEWS

PLAN
Buffer (pleasant or neutral statements, reader

oriented)
Explanation:

- necessary data, tactfully stated

- pertinent favorable, then unfavorable acts
- reader benefit reason

Decision (implied or expressed) along with offer

of additional help or suggestions

Positive, Friendly Close:

- appreciation
- invitation to future action desired
- easy action, dated when desirable
- willingness to help further
- reader benefit and goodwill
PIM- Pakistan Institute of Management

INDIRECT APPROACH: PERSUASIVE REQUEST PLAN

Attention:

reader benefit
reader interest theme

Interest:

descriptive details and data

psychological appeals
reader benefits

Desire:

statement of request
supporting data to help create readers desire
to grant request

Action:

clear statement of action

easy action, dated when desirable
special inducement
reader benefit
PIM- Pakistan Institute of Management

E- Mail
When writing e-mail messages
Businesslike at all times
Conciseness is even more important than in regular mail
Email software provides a simple template with To, From,
Subject already inserted so you can fill them automatically
You can maintain an address book for people you send email to frequently
When to use E-mail
You need to reach a lot of people quickly with a fairly short
message
You have short personal message and do not require the
official aspects of hard copy such as signature
Security and confidentiality are not important
PIM- Pakistan Institute of Management

Dos and Dont of E-mail

style
Do
plan briefly what youll cover
be brief and to the point
ask for action or information
tell people where to get information
use initials and acronyms

Dont
write in a jabbering fashion
try to persuade or sell at length
clutter up mailboxes with a lot of nonsense
get too cute or overly breezy
upload long or numerous attachments
use all caps or many font effects

PIM- Pakistan Institute of Management

GOODWILL COMMUNICATION
. Main purpose is to convey a friendly, usually unexpected

message that builds goodwill.

. Resembles a good-news or neutral message- most
important idea first, then brief comments and details (if
any), and a formal cordial ending ( if needed).
. Avoid wordiness and gushiness. Should be honest and
sincere.
. May also be handwritten for extra personal touch.
Goodwill communication is used to :
.
.
.
.
.

Congratulate or give deserved praise

Express appreciation
Convey sympathy
Welcome or offer favors
Show special concern
PIM- Pakistan Institute of Management

CHECKLIST FOR WRITING

CONDOLENCE LETTERS
Express your sorrow briefly; a torrent of

emotional or sympathetic words can make

things worse
If the deceased was a colleague, boss or
subordinate, recall happy personal
experiences about him/her
Reveal by some modest gesture your
willingness to be of help or comfort
Use company letterhead when writing on
behalf of the organization
Messages can also be written by hand as it
gives a personal touch
Check and recheck for any mistakes before
sending the letter
End on a pleasant
memory
note.
PIM- Pakistan Institute
of Management