ROUTINE CORRESPONDENCE.0406

ROUTINE CORRESPONDENCE.0406 - 3. State Desired Action C....

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ROUTINE CORRESPONDENCE Direct Approach (received positively---neutral or good news) I. Direct Inquiry A. Main Idea: What You Want 1. Direct Question 2. General Statement Clearly Defining Topic B. Explanation 1. Reason for Request 2. Information Which Will Help Reader Fulfill Request 3. Additional Questions C. Courteous Close (Motivate Action) 1. Date Needed 2. Appreciation 3. How to Contact II. Reply to Direct Inquiry (favorable) A. Main Idea: Positive Answer 1. Answer the Question or a Main Question 2. General Statement Clearly Indicating Request is Being Fulfilled B. Explanation 1. All Questions Answered (in the interest of the reader) 2. Educational Information 3. Sales 4. Negatives de-emphasized
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C. Positive, Friendly Close 1. Action desired 2. Appreciation 3. Willingness to Help III. Simple Claim A. Main Idea: What Is Wrong B. Explanation 1. Give All Facts of Situation 2. Ask What to do with Goods to be Returned
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Unformatted text preview: 3. State Desired Action C. Courteous Claim (motivate Action) 1. Desired action may be part of close 2. Date needed 3. Appreciation / Understanding IV. Reply to Simple Claim (favorable) A. Grant the Request B. Explanation 1. What Happened (avoid a lot of negatives) 2. What Youve Done to Correct 3. Apology Shows the negative 4. Resale 5. What to do with Damaged Goods 6. Action Involving the Negative C. Positive, Friendly Close 1. Appreciation for Business 2. Sales (a new item) 3. Positive Action V. Other Routine Correspondence A. Organization 1. Main Idea 2. Explanation: all necessary facts 3. Positive, Friendly Close B. Types 1. Credit 2. Order 3. Announcements: (a) Sales events (b) Procedures (c) Policies (d) Special Activities (e) Honors (f) Thank You Letters 4. Transmittals...
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ROUTINE CORRESPONDENCE.0406 - 3. State Desired Action C....

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