Chapter 08Chapter 08

Good News & Neutral MessagesGood News & Neutral MessagesBy By

Syed Maqsood AhmedSyed Maqsood Ahmed

IntroductionIntroduction A message that will receive a favourable or A message that will receive a favourable or

neutral reaction from your receiver/reader is neutral reaction from your receiver/reader is usually easy to write.usually easy to write.

Because these kind of messages tells your Because these kind of messages tells your reader something pleasant or offers useful reader something pleasant or offers useful information. information.

These messages are generally organized by the These messages are generally organized by the direct approach- also known as good news plan.direct approach- also known as good news plan.

Organizational Plan For Good Organizational Plan For Good NewsNews

You can use direct approach, good You can use direct approach, good news plan wherever your message can news plan wherever your message can get a favourable or neutral response get a favourable or neutral response from your reader/ receiver. from your reader/ receiver.

Organizational PlanOrganizational Plan The organizational plan for favourable replies The organizational plan for favourable replies

and neutral messages is as underand neutral messages is as under1.1. First:First: Best news or main ideaBest news or main idea

2.2. Middle:Middle: Explanation, with one or more of the Explanation, with one or more of the following, when appropriate: all necessary detail, following, when appropriate: all necessary detail, educational information, resale, sales & promotion.educational information, resale, sales & promotion.

3.3. Last:Last: Positive friendly ending, with a clear statement of Positive friendly ending, with a clear statement of action desired, motivation to action, willingness to help action desired, motivation to action, willingness to help further, appreciationfurther, appreciation

Unpleasant FactsUnpleasant Facts You can use the good news plan if your You can use the good news plan if your

message is mainly good news or favourable message is mainly good news or favourable reply but also has unpleasant facts. reply but also has unpleasant facts.

1.1. All Necessary Details (Five W’s)All Necessary Details (Five W’s)2.2. Educational Information (Exp: Medicine)Educational Information (Exp: Medicine)3.3. Resale Material (Readers Benefits)Resale Material (Readers Benefits)4.4. Sales Promotion (Customer Services)Sales Promotion (Customer Services)

Favourable RepliesFavourable Replies To help goodwill, a progressive organization replies to all To help goodwill, a progressive organization replies to all

reasonable requests courteously, helpfully & promptly.reasonable requests courteously, helpfully & promptly. The following kinds of letters & memoranda you can The following kinds of letters & memoranda you can

organize with this plan. organize with this plan. 1.1. Answering InquiresAnswering Inquires2.2. Granting Requests for AdjustmentGranting Requests for Adjustment3.3. Approving CreditApproving Credit4.4. Acknowledging Orders Acknowledging Orders 5.5. Granting Favours & Other RequestsGranting Favours & Other Requests6.6. Job Acceptance LettersJob Acceptance Letters7.7. Goodwill Messages: appreciation, Congratulation, & Condolence Goodwill Messages: appreciation, Congratulation, & Condolence

letters. letters.

Neutral MessagesNeutral Messages In neutral messages unsolicited messages– In neutral messages unsolicited messages–

specifically, announcements & transmittals. specifically, announcements & transmittals. Announcements of good or neutral Announcements of good or neutral

information should follow the good-news plan information should follow the good-news plan The main idea should come firstThe main idea should come first Followed by an adequate explanation & Followed by an adequate explanation & Ending that is pleasant & positive.Ending that is pleasant & positive.

Neutral MessagesNeutral Messages Announcements about:Announcements about:1.1. Sales & EventsSales & Events2.2. Procedures, policies & responsibilitiesProcedures, policies & responsibilities3.3. Honors & activities of people. Honors & activities of people. Transmittals Transmittals

Transmittals Transmittals A transmittal is a letter or memo that simply A transmittal is a letter or memo that simply

sends a document to a reader. sends a document to a reader. The main purpose of a transmittal is to The main purpose of a transmittal is to

transmit something which is usually transmit something which is usually mentioned in the first paragraph. Transmittals mentioned in the first paragraph. Transmittals also called covering letters have many usesalso called covering letters have many uses

They range from 5 to 10 lines short notes.They range from 5 to 10 lines short notes.