Acceptances

Positive answer to reader requests

Informative
Information about procedures, products, services, or options

Announcement of policy changes that are naeutral or positive Positive

Changes that are to the reader’s advantage
Primary Purposes :
To give information or good news

To have the reader read, understand, and view

information positively

To deemphasize negative comments

Secondary Purposes :
To build a good image of writer and writer’s organization

To cement a good relationship between the writer and

reader

To reduce or eliminate future correspondence on the

same subject
What’s the best subject line for
an informative or positive
Spesific
message?
“One that contains the basic information or good news”

If you can’t make the Good Reasonably

subject line both spesific subject line short
and short, be spesific criteria

Appropriate
to the kind of
messages
(positive,
negative,
persuasive)
 Spesific
• Too general : Sesi pelatihan
• Better : Pertemuan untuk Sesi Pelatihan tahun 2017
• Or : Evaluasi dari sesi pelatihan mengenai interview yang kondusif

Concise – Reasonably
Short
• Wordy : Penelitian mengenai faktor-faktor yang mempengaruhi pemilihan siswa terhadap berbagai varian rasa Pizza Casano
• Better : Pizza Casano pilihan siswa
• Or : Apa yang disukai dan tidak disukai siswa daro Pizza Casano

Appropriate to the kind of

messages
• Subject : Update mengenai rencana Videoconference dengan Bapak France
• Content : Menindaklanjuti agenda yang telah direncanakan sebelumnya, partisipan yang telah terpilih dapat mengikuti
videoconference dengan Bapak France pada tanggal 21 Juli.
How should I Give any good news and summarize the main points.

organize Give details, clarification, background.

informative Present any negative elements—as positively as possible.

and positive Explain any reader benefits.

messages? Use a goodwill ending: positive, personal, and forward-looking.

When should I use reader benefits in
informative and positive messages?
DO NOT NEED
• Presenting factual information only
• The reader’s attitude toward the information
doesn’t matter.
• Stressing benefits may make the reader sound
selfish.
• The benefits are so obvious that to restate them
insults the reader’s intelligence.
DO NEED
• You’re presenting policies.
• You want to shape readers’ attitudes.
• Stressing benefits presents readers’ motives
positively.
• Some of the benefits may not be obvious to
readers.
What are the most
common types of
informative and positive
messages?
Confirmation Transmittals

Thank- You and

Congratulatory
Notes

Adjustments
 Writing a Goodwill Ending
. Goodwill endings focus on the business
relationship you share with your reader.

When you write to one person, a good last

paragraph fits that person specifically.

When you write to someone who represents an

organization, the last paragraph can refer to your
company’s relationship to the reader’s organization.
 Complimenting the reader for
a job well done

Describing a reader benefit

Possibilities
include
Looking forward to something
positive that relates to the
subject of the message
Negative Messages
What the best subject line for a negative Message
• When you give bad news to superiors, use a subject line that focuses
on solving the problem
• Subject: improving our subscription letter

• when you write to peers and subordinates put the topic ( but not
your action on it) in the subject line
• Status of conversation table program
Due to heavy demand on our time, we have not yet been able to write
programs for the conversion tables you asked for.
How should I organize Negative message?

When you write to

peers and
subordinates, try
to get their input
in dealing with
Letters to people negative situations
outside your When you write to
organization superiors, you
should be indirect need to propose
to build goodwill solution, not just
report a problem
 Giving
bad news
Present an
Give the reson for
the refusal before
to
. the refusa it self
alternative or
compromise, if on is when you have a customer
available reason that readers
will understand and and other
accept
people
outside
Give the negative
End with a positive,
forward-looking
your
just once, clearly
statement organizati
on
Example:

weak reason: I cannot write an insurance policy for you

because company policy does not allowme to do so

Better reason: Gorham insurance cars only when they are

normally garaged at night. Standard insurance policies
cover a wider variety of risks and charge higher fees.
Limiting the policies we write gives Gorham customers
the lowest possible rates for auto insurance