Basic organizational plan of your message

by • 23/08/2011 • part 2 Business CommunicationComments (0)1212

Business letter, memos, and reports can be arranged by the direct (deductive) or indirect (inductive) approach.

Letters and memos can arrange in the following four basic organizational plans:

The good news                                              Direct approach

Direct request                                                Direct approach

Bad news                                                        Indirect approach

Persuasive-request                                          Indirect approach

Direct (Deductive) Approach

Direct method is used when the message is favorable or neutral. The good news plans and direct request plans have the following parts.

A. Direct Approach for Good-news Plan (Organizational plan)

1. Best news or main idea.

2. Explanation

Explanation will include the following details

a. All necessary and desirable details

b. Resale material

c. Educational material

d. Sales promotional material

3. Positive friendly close

a. Appreciation

b. Clear statement of action desired

c. Easy action

d. Dated action when desirable

e. willingness to help further

f. Reader benefit.

B. Direct Approach for Direct Request Plan (Organizational Plan)

1. Main idea

a. Request, main statement, or question

b. Reasons, if desirable

2. Explanation

a. All necessary and desirable details

b. Numbered questions, if helpful

c. Easy reading devices

3. Courteous close, with motivation to action

a. Clean statement of action desired

b. Easy action.

c. Dated action when desirable

d. Appreciation and goodwill

Indirect (Inductive) Approach

Indirect approach is used when the message is unfavorable (negative) or when it is a persuasive request.

The bad news and persuasive request plans both have four parts instead of three parts as in direct approach.

C. Organizational Plan using Indirect Approach for Bad News Plan

1. Buffer (Pleasant or neutral statement to “take a start” with reader)

2. Explanation

a. Necessary details tactfully stated

b. Pertinent favorable, then unfavorable, facts

c. Reader benefit reason

3. Decision (implied/expressed), along with offer of additional help or suggestions

4. Positive friendly close

a. Appreciation

b. Invitation to future action

c. Clear statement of action desired

d. Easy action

e. Dated action when desirable

f. Willingness to help further

g. Reader benefit and goodwill.

D. Organizational Plan using the Indirect Approach for Persuasive- request.

1. Attention

a. Reader benefit

b. Reader interest theme

2. Interest

a. Descriptive details

b. Psychological appeals.

c. Reader benefits

3. Desire

a. Statement of request

b. Conviction material to help create reader’s desire to grant request

4. Action’

a. Clear statement of action desired

b. Easy action

c. Dated action when desired

d. Special inducement

e. Reader benefit plug

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