Basic Organizational Plan

Direct (Deductive) Approach it basically means that when we are writng a

message to give good news so these points are here as u can see
Deleting Buffer
Receptiveness
Main Idea
Explanation
Courteous Close
These points conclude that because a message is good so we don’t have to add buffer or show
a ressitance to anything we get to the point and close it as soon as we can . first we show
compassion towards the person we are writng for, recepetivness show that we care for the
persons idea or perceptions.
Than main idea and close with light hearted courteous wish and close the message .
Indirect (Inductive) Approach these messages are the ones which are to say
a bad news for example when a manager is firing an employee. So we take
these steps
Adding Buffer .to reduce the shock other person may have from our news
Resistance showing empathy towards the person
Explanation giving explanation to the reason of the cause of a bad news
Decision / Main Idea tell the news
Positive Friendly Close hope for the person may have bright future or give good wishes to
him.
Now lets look at how we open or close our message

Beginnings and Endings

 Opening Paragraphs
 Closing Paragraphs

Opening Paragraphs

1. Choose an appropriate for the message purpose and for the reader.

1.     Main Idea first for good news.

2.     Buffer first for bad news.
3.     Attention getting statements.

2. Make the opening considerate, courteous, concise, clear.

1.     Keep first paragraph relatively short.

2.     Focus on positive.
3.     Avoid unnecessary repetition.

3. Check completeness regarding:

1.     Sentence structure.
2.     Date of letter you are answering.

Closing Paragraphs

1. Make your action request clear and complete with the 5W’s and 1H.
2. End on a positive, courteous thought.

1.     Be friendly.
2.     Show appreciation.
3.     Occasionally add a personal note.

3. Keep the last paragraph concise and correct.

1.     Avoid trite expressions.

2.     Omit discussion of trivial details.
3.     Use relatively short and complete sentence.
Composing the Message
Drafting your message
Revising your message
Editing and proofreading you message
Drafting your message
No two people prepare their first draft in same way:
        Some go from one point to another.
        Just putting the ideas.
The important thing is to get the most important information in your message on paper…
early.
Revising your message
        Does your message accomplish its purpose?
        Have you chosen the most effective organizational plan?
        Are your points supported by adequate material?
        Is your language following 7C’s?
        Have you used variety in sentence structure?
Editing and proofreading you message
Check mistakes for:
        Grammar,
        Spelling,
        Punctuation,
    Or Word choice.