pg 188 #1-5

1.
1. to convey the bad news
2. to gain acceptance for it
3. to maintain as much goodwill as possible with your audience
4. to maintain a good image for your organization
5. if appropriate, to reduce or eliminate the need for future correspondence of the matter

2.
What the audience's reaction will be to the message.
Direct approach when your negative answer o information will have a minimal personal impact.
Indirect approach when some preparation will help your audience accept your bad news

3.
Indirect Approach Sequences of Planning, Writing and Completing:
First, open with a buffer. Second, provide reasons and additional information. Third, continue with a clear statement of the bad news. Fourth, closing on a positive note.

4.
A buffer establishes common ground with the reader. A neutral noncontroversial statement that is closely related to the point of the message. A buffer validates the request. A buffer can be consider unethical or even dishonest if they are insincere or deceptive. Showing consideration for feelings of others should never be dishonest.

5.
You provide reasons and additional information to signal the negative news ahead. The buffer serves as a transition to this information, which in turn is a transition to the bad new stated clearly. It validates the reasoning for your decision. Providing enough detail to logically support the refusal, implies that the applicant is better off avoiding the position in which he or she might fail, and do not apologize for the decision because no one is at fault. Finally, it avoids negative personal statements, using the word "you", can leave the applicant feeling at fault, which is unacceptable.

Routine and Positive Messages

5493 Beach Wood Drive
Trenton, N.J. 08060
April 12, 2009

Florida Resort Bureau
155 Palm Beach Lakes Boulevard
West Palm Beach, FL 33401

To Whom It May Concern:

I am planning a vacation in late September with 3 guests and myself.

I am looking for a place that as the following accommodations.
1. Beach
2. Golf course
3. Night entertainment suitable for teenage kids and myself.
4. Public Transportation
5. Near Large City
6. Concert Venue
7. Teenage Entertainment and Nightlife

Questions and Concerns:
1. I need this to a family friendly environment. I am traveling with my kids and wife
2. Do off season rates include the amenities of in season rates?
3. What will the weather forecast be for late September in Florida?
4. Whom should I contact for a list of the concert schedule in the surrounding areas?

I will need this information by April 26th and no later due to work scheduling.

Your advertisement about Florida Resorts really caught my eye in the Smithsonian Magazine. I look forward to doing business with you in the future. Thanks so much for your time and consideration. I look forward to hearing from you in the near future.

Sincerely,

Frank C. Atlas

Chapter 7: Activity 2

To Whom It May Concern:

I am contacting you in regards to your product "Negotiator Pro". I seem to have bought the wrong disc for my computer and I am looking for a replacement or refund.

I recently bought "Negotiator Pro" at Bob's Business Supplies located at 429 North Clemson Avenue Clemson, SC 29643, phone number 864-656-2998. I heard about "Negotiator Pro" in Macworld Magazine. I bought the wrong disc for my computer, and went to exchange for the right disc, but since it was already open, the local store told me to contact you in hopes of receiving the right disc. If not I would like a refund for the product, $79.95.

Thanks so much for your time and consideration on this matter.

I look forward to hearing from you as soon as possible.



Molly Moran


Reginal Director of Negotiation
Phone:555-555-5555
225 Smoke Rise Lane
Central, SC 29630

Email Revision: Activity 3

TO: Sarah@work.net

CC: Jim@work.net

SUBJECT: Training Trip: Where To Find Funding For Expenses


Hey Sarah,

I am planning a training trip. I need help finding who can fund this trip. Whom does this financial matter concern? Thanks so much for your help in this matter.

Please get back to me as soon as possible,

Thanks so much for your help,

Molly Moran
Regional Director of Communications
Hyatt Resort
Jim@work.net
673-973-9789

Net Etiquette To Follow

Jane,


Basics:
1. Help the newbies
2. Research before asking
3. People are not Organizations

Sending:
1. Be Brief
2. use White Space
3. use Descriptive subject lines
4. Stay on Topic
5. Be Careful Sending Attachments
6. Copy the minimum number of people
7. Include Your Email Address
8. Avoid Flaming

Replying:
1. Summarize
2. Check Current Information Before Replying
3. Reference Past Communication
4. Acknowledge Important Communications


REFERENCE: http://www.livinginternet.com/i/ia_nq.htm

Routine Email

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