Professional Communication 3 - Examples

Examples of Professional Communication

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Examples of Professional Communication

Bad News LettersPromotional LettersBusiness Proposals

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BAD-NEWS LETTERS

LESSON #05-1

DIRECT APPROACHINDIRECT APPROACHWRITING POINTERS

BAD NEWS LETTERSProfessional Communication (Example)

FLG 123: PROFESSIONAL COMMUNICATION

Albukhary International University

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NOTE -TAKING GUIDE• What i s the two t ypes o f bad news l e t t e r s?

• What a re the seven (7 ) par t s o f a bad news l e t te r?

EX P EC TED O U TPU T• G i v e n a s i t u a t i o n , w r i t e a b a d n e w s l e t t e r.

• G i v e n a d r a f t o f a b a n d n e w s l e t t e r f o r y o u r a p p r o v a l , i d e n t i f y t h e m i s t a k e s .

• Af t e r i d e n t i f y i n g t h e m i s t a k e s , s h o w h o w t h e m i s t a k e s c a n b e c o r r e c t e d .

BAD NEWS LETTERS

There are two formats to convey bad news: direct or indirect approach.

In the direct approach, the reader is informed of the bad news immediately.

The message is courteous and direct.



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BAD NEWS LETTERS

The indirect approach delays the bad news by buffering it with a more positive opening. The language is less severe and attempts to preserve customer goodwill. The writer may offer a suggestion or an alternate action to remedy the situation.

The indirect approach is a more acceptable format.



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EXAMPLE: Bad News Letter

Kimo PressP.O. Box 8302Bellefonte PA 16826

Stephen King13 Horror Ave.Portland, Maine 04663

Dear Mr. King,

Thank you for sending us the outline for your novelette, "The Shawshank Redemption." It sounds like the basis for a gripping story.

In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, and for Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most of which are nonfiction, and as a result of this specialization, it would not be practical for your manuscript to be taken on.

Fortunately, there are numerous larger publishers who produce a wider range of books, and one of then may be more receptive.

Your imagination is clearly of a high order, and we wish you all success in your career.

Cordially,

Chuck Fager,Publisher



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Courtesy of http://www.kimopress.com/bad-news-4.htm

EXAMPLE: Bad News Letter

Kimo PressP.O. Box 8302Bellefonte PA 16826

Stephen King13 Horror Ave.Portland, Maine 04663

Dear Mr. King,

Thank you for sending us the outline for your novelette, "The Shawshank Redemption." It sounds like the basis for a gripping story.

In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, and for Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most of which are nonfiction, and as a result of this specialization, it would not be practical for your manuscript to be taken on.

Fortunately, there are numerous larger publishers who produce a wider range of books, and one of then may be more receptive.

Your imagination is clearly of a high order, and we wish you all success in your career.

Cordially,

Chuck Fager,Publisher



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Courtesy of http://www.kimopress.com/bad-news-4.htm

BUFFER

TRANSITION

EXPLANATIONBURIED BAD NEWS

ALTERNATIVE

GOODWILL CLOSE

WRITING POINTERS

Indirect Approach to Convey Bad NewsOpen with positive statement about

product or serviceProvide objective informationState reason for change or delayDe-emphasize the bad news (passive voice)Offer alternative solutionAsk for cooperation or understandingEnd with a positive statement; look

forward to continued businessFLG 123: PROFESSIONAL COMMUNICATION


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EXERCISE

Write A Bad News LetterInform a client that delivery of an order will be delayed.Inform a client that a favorite service has been

discontinued.Inform clients that the price of coffee at coffee shop will

increase 15%.Inform customers that your department store will not

provide free plastic bags.Inform passengers that next month, discounts for

seniors on direct flights to London are discontinued.Inform parents that children will pay full admission to

your amusement park.Inform customers that your Alor Setar office will be

moved to Langkawi.



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How to write a good obituary about a bad person

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How to write a bad bad-news letter

PROMOTIONAL LETTERS

LESSON #05-2

EXAMPLEWRITING POINTERS

PROMOTIONAL LETTERS

Professional Communication (Example)



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WRITING POINTERS

Promotional Letter

Capture reader’s attentionExplain the sales campaign or offerState the duration of the offerOffer some incentive for customer responseIndicate contact person, if possible



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BUSINESS PROPOSAL

LESSON #05-3

DEFINITIONWRITING POINTERS

TRANSMITTAL LETTER

BUSINESS PROPOSAL

Professional Communication (Example)



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BUSINESS PROPOSAL

An external business proposal is prepared by a firm or an individual outside a company. It is more formal than a memo proposal, which is prepared internally.

It does not include an index or bibliography that is usually found in a formal report.

A transmittal letter frequently accompanies the business proposal. This letter introduces the reader to the text of the proposal.



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WRITING POINTERS

External Business Proposals

Components are presented in a formal structure:letter of transmittalcover pagetable of contentsbody

summary—overview of plan purpose—goal of proposal need or problem—discuss situation benefits of proposal description or design of plan projected costsconclusions or recommendations



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WRITING POINTERS

Transmittal Letter Accompanying Proposal

Introduce reader to text of proposalHighlight important aspects of proposalPersuade reader to take actionEnd letter with a request for approval and

offer assistance



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LESSON #06

Food for Thought

Professional Communication 3 - Examples

Business

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