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Writing Routine and Positive Messages. Planning. Writing. Completing. Analyze Situation. Adapt to the Audience. Revise. Gather Information. Produce. Compose the Message. Select Medium. Proofread. Get Organized. Distribute. The Three-Step Process. Pay Attention to Tone.
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Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute The Three-Step Process
Pay Attention to Tone Important Questions Specific Request Assume Compliance Relevant Questions Contact Information Be Specific One-Topic Questions Appreciation/Goodwill Routine Request Strategy State Request Clarify Request Close Message
Information and Action Recommendations Claims or Adjustments Common Requests
Straightforward Style Adapt to Situation Adapt to Audience State the Request Support the Request Offer Reader Benefits Information and Action
The Direct Approach Make the Request Establish Rapport Express Appreciation Recommendations
Claims and Adjustments • State the problem • Explain the problem • Provide verification • Request action
Responses Announcements Goodwill Offer Information Answer Questions Provide Details Make an Impression Routine Repliesand Positive Messages Overall Goals
Main Idea Relevant Details Cordial Close Routine-Message Strategy The Message Receptive Audience
Common Routine Replies and Positive Messages • Information and action • Claims and adjustments • Recommendations • Informative messages • Good-news announcements • Goodwill messages
Promptness Graciousness Thoroughness Action and Information
Who Is at Fault? The Company The Customer A Third Party Claims and Adjustments
Company Is at Fault • Acknowledge claim or complaint • Sympathize with the customer • Take responsibility for the outcome • Explain your plan of action • Work to repair the relationship • Follow up on your response
Cost of Adjustment Discourage Mistakes Cost of Lost Business Maintain the Customer Customer Is at Fault Refuse the Claim Grant the Claim
Evaluate Situation Offer Solutions Avoid Blame Game Third-Party Is at Fault
Candidate’s Name Position or Objective Nature of Relationship Why You Are Writing Relevant Evidence Overall Evaluation Recommendations
Notices Policies Informative Messages
Business Achievements Create Good Feelings Express Caring Personal Highlights Promote Further Excellence Convey Sympathy Goodwill Messages Congratulations Appreciation Condolences