PPT
Module 10
Informative and
Positive Messages
McGraw-Hill/Irwin
©2007, The McGraw-Hill Companies, All Rights Reserved.
10-1
Informative and Positive
Messages
To learn how to
 Write effective subject lines.
 Organize informative and positive
messages.
 Continue to develop strong reader
benefits.
10-2
Informative and Positive
Messages
To learn how to
 Write goodwill endings.
 Write common kinds of informative
and positive messages.
 Continue to analyze business
communication situations.
10-3
Informative and Positive
Messages
Start by answering these questions:
 What’s the best subject line for an
informative or positive message?
 How should I organize informative
and positive messages?
 When should I use reader benefits in
informative and positive messages?
10-4
Informative and Positive
Messages
Start by answering these questions:
 What kinds of informative and
positive messages am I likely to
write?
 How can PAIBOC help me write
informative and positive messages?
10-5
Purposes of Informative and
Positive Messages
Primary Purposes
 To give information
or good news.
 To have the reader
read, understand,
and view information
positively.
 To deemphasize
negative elements.
10-6
Purposes of Informative and
Positive Messages
Secondary Purposes
 To build a good image of the writer.
 To build a good image of the writer’s
organization.
 To cement a good relationship
between the writer and reader.
 To reduce or eliminate future
correspondence on the same
subject.
10-7
Types of Informative and
Positive Messages
Transmittals
Confirmations
Summaries
Adjustments
Thank-You Notes
10-8
Subject Lines for Informative
and Positive Messages
Make subject lines specific.
 Subject: Interview Questions for Job
Candidate Toni James.
Make subject lines concise.
 Subject: Let’s Hire Toni James.
Make subject lines appropriate for the
pattern of organization.
 In general, provide the same information
that you would in the first paragraph.
10-9
Informative and Positive
Messages
Follow this pattern:
 Give any good news and summarize the main
points.
 Give details, clarification, background.
 Present any negative elements—as positively
as possible.
 Explain any reader benefits.
 Use a goodwill ending: positive, personal,
and forward-looking.
10-10
Use Reader Benefits
When you’re presenting policies.
When you want to shape readers’
attitudes.
When stressing benefits presents
readers’ motives positively.
When some of the benefits may
not be obvious to readers.
10-11
PAIBOC
P What are your purposes in
writing?
A Who is (are) your audiences?
I
What information must your
message include?
10-12
PAIBOC continued
B What reasons or reader
benefits can you use to support
your position?
O What objections can you
expect your reader(s) to have?
C How will the context affect
reader response?