CHAPTER 3

TYPE OF MESSAGES NATURE

Introduction to Information Message

Information message is sometime known as positive message. Informative messages will include acceptance and/or positive answer to message recipients. Beside that, informative on announcement to acknowledge that natured as neutral is considered as informative.

To provide informati on or news To create positive relations hip To reinforce or reasure informati on sent

Purpose to Informative Message

To build good image

To deemph asize negative elements

Types of Informative Message

Introduction to Persuasive Message

Persuasive message is meant to persuade and convince, it is a highly usually used form of message to achieve or demand ideal or intended purpose. An organization, it is usually used in Upward-Communication system; a lower level personnel to request some favors form the higher level of authority. Purpose of Persuasive Message

To request for action, where sender believes the

receiver may not know, disinterest, or unwilling to have.

To change or adjust the beliefs and/or opinions of a

receiver.

Introduction to Goodwill Message

Goodwill message is a message to communication one concern and/or interest .An effective goodwill message should cause the message receiver to form a positive opinion on the sender The feel-good factor that succeeded from an effective goodwill message will contribute to efficiency and effectiveness in work and relationship.

Purpose of Goodwill Message To Congratulate; a message that praises for an accomplishment achieved. To Sympathize; condolence, a message of sympathize for misfortune to help ease sad feeling and pain felt. To Invite; a message to request the presence of someone. To Welcome; a message to show favourable feeling towards acceptance or expectation. To Greet; a message to wish a well-expected event to be enjoyed.

Introduction to Negative Message

Negative message is a message that consists of mainly negative news and information. Therefore, disappointment and anger are expected. However, it is the duty of the sender to keep the unfavorable reaction at minimal, as it is better for future deal.

Conveying Bad News Dedicating Bad News to Superior

Describe the problem-Tell whats wrong; clearly and unemotionally Tell how it happen-Provide background and the underlying factors to the problem. Describe the alternatives of solution-Explaining merits and demerits of each alternative available, as difference people have difference view on options exist. Recommend solution and ask for action-Seek approval for action to be carried out with authority.

CHAPTER 4
AUDIENCE ANALYSIS FOR EFFECTIVE COMMUNICATION
Audience is the receipient for the message, where the message dedicated to the receiver with intention for a favourable respond or feedback. To enhance the effectiveness of the message, to understand the audience as to tailor a customized message for better feedback.

HERE ARE FIVE TECHNIQUES WITH USING THE YOUATTITUDE:

1. Talk about your readers and not yourself. 2. Refer to the readers request or order. 3. Do not talk about your feelings unless it is to congratulate or to offer sympathy. 4. Use the word you more than I (remember you are writing the document to address the readers needs). 5. To avoid assigning blame use passive verbs or impersonal expressions if your document address negative situations.

GOODWILL PROMOTION
Promoting goodwill in internal and external documents allows for communication to be relayed in a form that helps reinforce the whole business. Keeping focus on your readers and accentuating the positives are also ways to promote a friendly unselfish tone to your document. If you are talking about you and the reader, you can approach the reader by using we.

If you do this, you are predicting the readers response.

THE YOU-ATTITUDE ON A SENTENCE LEVEL:

Be complete , but if many details are involved consider adding an appendix ( where to place supplement material ) Think about what the readers is likely to ask and try to address those questions upfront If you do include information the reader did not ask for, you need to show why this information is important to include. Relay how the subject (purpose) directly affects them.

Techniques Involved in Promoting Goodwill:

How to promote a positive emphasis in your writing:

Place information that will interest the readers first (this is way to capture interest ) Arrange the information to meet the readers needs ( remember to focus on your reader
and not your own needs )

Use headings and lists to assisting with scanning the document quickly.

Bias-Free Language

Emphasis in Practicing Bias-Free Language

Good rules to remember concerning tone and politeness: 1) If you do not know the reader personally, address the reader as Mr. or Mrs 2) Some words use power implications (some words are not appropriate when one is talking to a superior) 3) Be straightforward (Do not write extra information just to waste time and not get to the point)

CHAPTER 5
ADAPTING TO AUDIENCE

CHAPTER 6
MEMOS AND LETTERS WRITING
Various types of letter
Various types of letter Enquiry and Reply Complaint and Adjustment Job Application, Job Offer, and Reference Financial Disciplinary and Legal Circular and Sales Congratulations, Sympathy, and Appreciation

Introduction to memo

Importance of Effective Memo To inform of decision, actions. To request decision, actions. To remind of action that is needed To provide information of any kind.

Checklist on Proper Writing Checklist on Proper Writing Be formal but not stuffy

Look out for grammar, spelling, and punctuation Make writing clear, concise, and easy to read Eliminate business jargon

Try to create an overall positive impression

Make the documents visually appealing or inviting

CHAPTER 7
REPORT WRITING
Introduction to Report Writing Many routine reports are submitted at regular interval. Reports very important methods of gaining information. Reports are usually presented in writing.

Types of Reports: Performance Report Event Organizing Report Complaint Report

Types of Report

Reports Writing: Terms of reference Procedure Middle End Findings Conclusion Recommendation (if required)

Introduction

A formal report should consist of: A companys name A heading Terms of reference Why report is written? Who requested the report to be written? When it is written? Procedure Brief the methods use to generate in data used Findings *longest part in a report

Tittles

 Information collected should be presented in arranged logically Sub-heading and enumeration should be utilized for clarity Conclusion No new fact initiation Make implication of presented facts in finding Recommendation It is not to decide but just a mere suggestion Closing section Signature, name, title of writer, date, reference

CHAPTER 8
PROPOSAL WRITING
Introduction to Proposal Writing

Competitive proposal is proposal made to compete against each other for limited allocated resources. Non-competitive Proposal is proposal made under no nature of competition, where is it a document to suggest.

Proposal writing ( step involved ) Proposal writing

Gathering information Analyzing information Preparing the progress report Organizing information Draft writing Draft revision preparing visual support Draft editing Proofreading the report

Tips for a Good Proposal Tips for a Good Proposal

What problem are you going to solve How are you going to solve the problem What exactly can you contribute What benefit can you offer When will the work be complete How much does it cost

CHAPTER 9
ORAL PRESENTATION
Purposes in Oral Presentation Purposes in Oral Presentation Informative presentation; Intended to inform or to each Persuasive Presentation; intended to motivate audience to act or to believe

Goodwill presentation; Intended to

validate and entertain

Types of Presentation Types of Presentation Interactive presentation; Conversation to determine needs, probe objection, and gain provisional agreement, as to get ideal action be carried out Monologue Presentation; Preplanned presentation reducing deviation as queries are held till the end of presentation Guided Discussion; presentation of issues that speaker and audience have agreed in advance

Practicing Oral Presentation:

Guide to Effective Presentations Visual Aids

1) Check the source of the data 2) Determine the story you want to tell 3) Choose the right visual for the story 4) Follow the convention for designing typical visuals. 5) Use color and decoration with restraint 6) Be sure the visual is accurate and ethical

CHAPTER 10
JOB APPLICATION
Job Application Letter; Cover Letter Solicited Application Letter; Application letter sent for company that have acknowledge it vacancy offering

Prospecting Application letter; Application letter sent to company that applicant is

interested in joining but there is no vacancy acknowledgement

Types of Interview (common) : Behavioral interview; emphasize on actual behavior rather than plan or principle Stress interview; emphasize on physical or psychological competence through stress posed.