Analyse your audience Choose the ideas Collect all the facts Outline Organize Compose your message Your organizational plan depends on how you expect your reader (or listener) to react to your message. And that reaction, of course, depends to some extent on what is already in the mental filter of that person, as well as on the content of the message.
continued
1. Direct Request (Deductive Approach, begins with main idea) 2. Good News (Deductive Approach, begins with main idea) 3. Bad News (Inductive Approach, indirect which states main idea later ) 4. Persuasive Request Plan (Inductive Approach, indirect which states main idea later) When you ask your reader to do something, you write a request letter or memo. You organize your message according to the nature of the request either in direct or persuasive form. Below given are types of Direct Request Plan: I. Inquiries II. Claims or Complaints and request for adjustment III. Invitations, orders and reservations IV. Requests pertaining to civic causes or public officials V. Early stage collection message Main Idea a. Introduce your request, major statement, question b. State reason(s), if desirable, justifying the request Explanation a. Include details necessary to help the reader respond to your request correctly b. Consider numbering your questions for easy reading and answering Courteous close with motivation to action a. State clearly what action you want the reader to take and when b. Make action easy, if appropriate, by including a reply envelope, your telephone number, office hours and other helpful info. c. Express appreciation and, if appropriate, include a statement of goodwill and reader benefit You require information about any matter of interest to you It must Contain an effective technical writing style Involve audience through pronoun usage Avoid grammatical errors Must contain the essential letter components
7 Discussion Specify your needs Ask precise questions List specific topic of inquiry Quantify your questions 8 Discussion Specify your needs Ask precise questions List specific topic of inquiry Quantify your questions 9 Buyer is at advantage to claim for a faulty product or insurance for some kind of adjustment against the fault. To be fair to the seller or service provider write promptly. Make sure that your letter has C qualities . Show by your attitude and wording that you have confidence in the readers fairness. Confidence that the adjustment will be made once they get the facts. Depending on the circumstance, you usually claims the following: a. Refund b. A new shipment c. Free replacement of defective parts d. Free repairs e. Reduction of price of the faulty service/product f. Free inspection leading to complete overhaul. g. Explanation in the change of the policy/ procedure h. Credit to your account i. Cancellation to the order or the part of the order j. Correction of the billing error 1. Request to persons outside the organization This includes acknowledging or asking for an acknowledgement of vendors, customers, clients, suppliers, transporters or developing relations for give and take of the business. 2. Request to persons within your organization The memos included here are straightforward requests exchanged between employees, colleagues, supervisors and subordinates who are the part of the organization. Most memos of authorization for special studies and reports also fall in this direct request group. Invitation: I. Request II. Who III. What IV. Where V. When VI. Why : Details about program VII. Easy action ; dated VIII. Reader benefit Order letters include 3 kinds of facts: details of what you are ordering, direction for shipment and mode/ manner of payment. To reserve hotel accommodation and other premises the content of your paragraph will depend on somewhat on events and number of persons needing rooms. (also more commonly memo) is a brief written record or communication, commonly used in business, government, and educational organizations. This communication is goes within the organization The basic function of a memo is to make the reader aware of specific information as efficiently as possible. A memo can be written to inform, to persuade, or to give specific feedback on a particular topic. When written properly, memos can be very effective in connecting the writers best interests with the best interests of the reader. A memorandum is written using a specific format which is accepted by the organization in which the memorandum is used.
The usual structure for a memorandum includes some or all of the following:
MEMORANDUM (Heading Segment) TO: The person receiving the memorandum
FROM: The person writing the memorandum
DATE: Usually a formal manner of writing the date, for example 19 September, 2011
SUBJECT: A short title descriptive of the topic in discussion in the memorandum
Introduction (Opening Segment): explaining why the memorandum has been written and what topic the memorandum will discuss.
Body (Summary/Analysis Segment): discussing the topic in detail-- explaining what exactly and itemizing when possible any parts of the topic.
Conclusion (Closing segment): explaining the implications of the memo and what the audience should think or do about the memos topic as a result of your analysis.
Identify your audience--identify the person or persons to whom you are writing. Think about what they know, who they are, what they want to see or hear. Clarify I your own mind your audience's ethos (their values and beliefs). Never, never, never write without identifying your audience first. Remember the memos purpose and be kind to the audience. Use headings and bullets as necessary to make the key parts or points of the memo stand out. Be concise in your language--long sentences with complex construction do not belong in memos. Keep memos short and to-the-point. Come to the point first--always use a bottom-line statement at the very beginning of a non-sensitive memo. Proofread your work--always read your work (or have someone else read it) before you sent it out. The segments of the memo should be allocated in the following manner: Header: 1/8 of the memo Opening, Context and Task: 1/4 of the memo Summary, Discussion Segment: 1/2 of the memo Closing Segment, Necessary Attachments: 1/8 of the memo
Etiquette is good manners or appropriate or accepted social practices that reflect and promote civility.
When should you write a letter? To thank someone who has been gracious, kind or helpful to you.
When you need assistance or answers to help you make intelligent decisions.
To respond to a letter or letter request that you have recently received. (do not wait too long)
To create legal documents that record information and support claims.
To show that you are a courteous, professional, detail- oriented person who is aware of etiquette.