Writing Routine Messages - PowerPoint PPT Presentation

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Writing Routine Messages
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Writing Routine Messages

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  1. Writing Routine Messages Excellence in Business Communication

  2. The Three-Step Process Audience Planning Writing Completing Message Message Audience Excellence in Business Communication

  3. State the Request Explain and Justify the Request Close the Message Routine Requests Excellence in Business Communication

  4. State the Request Pay Attention to Tone Assume Audience Compliance Avoid Personal Introductions Use Specific Language Excellence in Business Communication

  5. Support the Request Ask Important Questions First Ask Relevant Questions Deal With One Topic Per Question Excellence in Business Communication

  6. Specific Action Goodwill and Appreciation Contact Information Close the Request Three Important Elements Excellence in Business Communication

  7. Routine Requests Information and Action Claims and Adjustments Recommendations and References Excellence in Business Communication

  8. Company Insiders Company Outsiders Requesting Action and Information Excellence in Business Communication

  9. State the Problem Offer Details and Explanation Propose Specific Action or Solution Making Claims and Requesting Adjustments Excellence in Business Communication

  10. State the Request Provide a Résumé or Other Information Express Appreciation Requesting Referencesor Recommendations Excellence in Business Communication

  11. Start With the Main Idea Provide Details and Explanations End With a Courteous Close Routine Replies and Positive Messages Excellence in Business Communication

  12. Policy Statements Reminder Notices Informative Messages Excellence in Business Communication

  13. Requests forInformation and Action Choosing the Direct Approach Handling Potential Sales Excellence in Business Communication

  14. Claims and Requests for Adjustments Who Is at Fault? The Company The Customer A Third Party Excellence in Business Communication

  15. Avoid Overstatements Provide Facts Be Specific Avoid Value Judgments Providing Recommendationsand References Excellence in Business Communication

  16. Congratulations Appreciation Condolences Sending Goodwill Messages Excellence in Business Communication