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Professional Communication 3 - Examples
 

Professional Communication 3 - Examples

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Professional Communication - Bad News Letters, Proposals, Promotion Letters

Professional Communication - Bad News Letters, Proposals, Promotion Letters

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    Professional Communication 3 - Examples Professional Communication 3 - Examples Presentation Transcript

    • Examples of Professional Communication Bad News Letters Promotional Letters Business Proposals Examples of Professional Communication Image courtesy of livealifeyoulove.com
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    • LESSON #05-1 BAD-NEWS LETTERS
    • Professional Communication (Example) BAD NEWS LETTERS NOTE-TAKING GUIDE • DIRE T d news l C te W h a t i s t h e t w o t y p e s o fCb a A P P R O Ae t H r s ? • IN ( IREC t of a O d ne W h a t a r e t h e s e v e n D7 ) p a rT s A P P Rb aA C H w s l e t t e r ? WRITING POINTERS EXPECTED OUTPUT • Given a situation, write a bad news letter. • Given a draft of a band news letter for your approval, identify the mistakes. • After identifying the mistakes, show how the mistakes can be corrected. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • BAD NEWS LETTERS There are two formats to convey bad news: direct or indirect approach. In the direct approach, the reader is informed of the bad news immediately. The message is courteous and direct. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
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    • BAD NEWS LETTERS The indirect approach delays the bad news by buffering it with a more positive opening. The language is less severe and attempts to preserve customer goodwill. The writer may offer a suggestion or an alternate action to remedy the situation. The indirect approach is a more acceptable format. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • Image courtesy of Image courtesy of www.kimopress.com.
    • Image courtesy of Image courtesy of www.kimopress.com.
    • Image courtesy of Image courtesy of www.kimopress.com.
    • Image courtesy of Image courtesy of www.kimopress.com.
    • EXAMPLE: Bad News Letter Courtesy of http://www.kimopress.com/bad-news-4.htm Kimo Press P.O. Box 8302 Bellefonte PA 16826 Stephen King 13 Horror Ave. Portland, Maine 04663 Dear Mr. King, Thank you for sending us the outline for your novelette, "The Shawshank Redemption." It sounds like the basis for a gripping story. In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, and for Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most of which are nonfiction, and as a result of this specialization, it would not be practical for your manuscript to be taken on. Fortunately, there are numerous larger publishers who produce a wider range of books, and one of then may be more receptive. Your imagination is clearly of a high order, and we wish you all success in your career. Cordially, Chuck Fager, Publisher FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • EXAMPLE: Bad News Letter Kimo Press P.O. Box 8302 Bellefonte PA 16826 Courtesy of http://www.kimopress.com/bad-news-4.htm Stephen King 13 Horror Ave. Portland, Maine 04663 Dear Mr. King, BUFFER TRANSITION EXPLANATION Thank you for sending us the outline for your novelette, "The Shawshank Redemption." It sounds like the basis for a gripping story. In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, and for Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most of which are nonfiction, and as a result of this specialization, it would BURIED BAD not be practical for your manuscript to be taken on. NEWS Fortunately, there are numerous larger publishers who produce a wider range of books, and one of then may be more receptive. Your imagination is clearly of a high order, and we wish you all success in your career. ALTERNATIVE GOODWILL CLOSE Cordially, Chuck Fager, Publisher FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • WRITING POINTERS Indirect Approach to Convey Bad News  Open with positive statement about product or       service Provide objective information State reason for change or delay De-emphasize the bad news (passive voice) Offer alternative solution Ask for cooperation or understanding End with a positive statement; look forward to continued business FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • Image courtesy of paceaustralia.wordpress.com.
    • EXERCISE        Write A Bad News Letter Inform a client that delivery of an order will be delayed. Inform a client that a favorite service has been discontinued. Inform clients that the price of coffee at coffee shop will increase 15%. Inform customers that your department store will not provide free plastic bags. Inform passengers that next month, discounts for seniors on direct flights to London are discontinued. Inform parents that children will pay full admission to your amusement park. Inform customers that your Alor Setar office will be moved to Langkawi. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • How to write a good obituary about a bad person Image courtesy of www.tarborotimes.com.
    • How to write a bad bad-news letter Image courtesy of www.tarborotimes.com.
    • LESSON #05-2 PROMOTIONAL LETTERS
    • Professional Communication (Example) PROMOTIONAL LETTERS EXAMPLE WRITING POINTERS FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • WRITING POINTERS Promotional Letter  Capture reader’s attention  Explain the sales campaign or offer  State the duration of the offer  Offer some incentive for customer response  Indicate contact person, if possible FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • LESSON #05-3 BUSINESS PROPOSAL
    • Professional Communication (Example) BUSINESS PROPOSAL DEFINITION WRITING POINTERS TRANSMITTAL LETTER FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • BUSINESS PROPOSAL  An external business proposal is prepared by a firm or an individual outside a company. It is more formal than a memo proposal, which is prepared internally.  It does not include an index or bibliography that is usually found in a formal report.  A transmittal letter frequently accompanies the business proposal. This letter introduces the reader to the text of the proposal. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • WRITING POINTERS External Business Proposals Components are presented in a formal structure:  letter of transmittal  cover page  table of contents  body summary—overview of plan purpose—goal of proposal need or problem—discuss situation benefits of proposal description or design of plan projected costs  conclusions or recommendations FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • WRITING POINTERS Transmittal Letter Accompanying Proposal  Introduce reader to text of proposal  Highlight important aspects of proposal  Persuade reader to take action  End letter with a request for approval and offer assistance FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
    • LESSON #06 Food for Thought