managerial communication module 5 1

7/31/2019 Managerial Communication Module 5 1

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Direct (Deductive) Approach

Direct-Request Plan

Good-news Plan

Indirect (Inductive) Approach

Bad-news plan

Persuasive Request plan


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Opening Paragraphs

1. Choose openings appropriate for message purpose & reader

a. Main idea or good news first

b. Buffer first for bad news

c. Attention getting statements first for persuasive request2. Make the opening considerate, courteous, concise, clear

a. Get reader into opening

b. Keep first paragraph relatively short

c. Focus on positive

d. Use courteous & conversational language

e. Avoid unnecessary repetition

3. Check for completeness

a. Sentence structure

b. Date of letter you are answering


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Closing Paragraphs

1. Make action request clear and complete with what, who, where, when,

why, how

2. End on a positive courteous thought

a. Include any apologies and negatives before last paragraphb. Be friendly

c. Show appreciation

d. Occasionally add a personal note

3. Keep last paragraph concise & correct

a. Avoid trite expression

b. Omit discussion of trivial details

c. Use relatively short & complete sentences


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Drafting your message

Revising your message

Editing & proofreading your message


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Stationery & Envelopes

Standard parts of the letter

Optional parts of letter

Letter layout


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Quality, Size, Color

Letterhead

Envelopes

BusinessLetters


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1. Heading: Letter head & date

2. Inside address

3. Salutation

4. Body5. Complimentary close

6. Signature area

7. Reference section

BusinessLetters


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1. Attention line

2. Subject line

3. Enclosure notation

4. Copy notation5. File or account number & mailing notation

6. postscript

BusinessLetters


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Punctuation styles

Letter styles

Tips for letter placement

BusinessLetters


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Stationary

Parts of Memorandum

Layout of Memorandum body

Envelopes & electronic mail


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Email

Facsimiles (Faxes)

Telegrams, Mailgrams, Telexes

Teleconferencing


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Answering inquiries

Expanded good-news plan for recommendations

Recommendation for outstanding candidates

Recommendation for candidates with shortcomings

Granting request for adjustments

Tone in adjustment-granting message

Organization & content when seller is at fault

Organization & content when the buyer is at fault

Organization & content when the fault is not yet determined

Approving credit Decision or shipment in first paragraph

Explanation of credit terms

Resale & sales promotion

Future service closing


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Acknowledging orders

For first order

For repeat order

Granting favor or other requests

Job acceptance letter

Goodwill messages

Letters of Appreciation

Letters of Congratulation

Letters of Condolence


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Announcements

Announcing sales & events

Announcing procedures, policies, responsibilities

Announcing honors & activities of people

Transmittals


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Answering non-sale-related inquiries when the information is

undesirable

Refusing adjustments on claims & complaints

Refusing credit

Acknowledging orders you cannot fill now or at all

Declining invitations & requests for favors


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Announcing bad news about prices or services

Penalizing for nonconformity to rules or procedures

Conveying other bad news


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Direct request organization

Main idea

Explanation

Courteous close

Indirect request organization Explanation

Main idea

Courteous close


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Requests that require time or personal contributions

Request about products or services

Request for claims & adjustments

Request for changes in policy

Request for changes in performance

Request from employer to a reference

Request from employee to a reference


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Developing the main sections

Outlining the major sections

Including other desirable sections


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Steps for preparation:

Introduction

Main division of the body or text

Closing section

Recommendation-Justification report


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Informational letter report

Analytical letter report


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Cover & external Title

Title fly & Internal Title

Letter or Memorandum of Transmittal

Table of Content

Executive summary, Abstract, Synopsis


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Bibliography

Footnotes & Endnotes

Appendix

Glossary

Index


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Writing the first draft

Introduction

Body or text

Conclusion, Summary

Editing & revising the rough drafts

Typing the final documents

Overall Appearance

Spacing

Margins Pagination


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Research proposals

Business proposals


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Title page

Executive summary, Abstract, Synopsis

Draft contract

Tables of content

Introduction: purpose, problem, scope, Project team

Background

Procedures

Equipment & facilities Personnel

Budget

Appendixes


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Letter of transmittal

Executive summary

Body: project team, scope of services, construction contract

packages, computerized engineering system


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Request for proposal (RFP)

Chronology of procedures for solicited major proposals


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Know your skills

Know your accomplishments

Know your interest

Know your personal values


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Written sources of career & Job information Self Assessment and career planning

Resume & cover letter preparation

Interviewing strategies

Internships International careers

Helpful persons regarding employers & jobs


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Opening section Heading

Job or career objective

Education

Work experience

Achievements, awards, service activity

Personal data (optional)

References


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Opening- for favorable attention Summary opening

Name opening

Question opening

News item opening

Middle paragraph- for data, details

Education

Work experience

Personal attitudes, interests, activities, qualities Last paragraph- for easy action


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managerial communication module 5 1

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