This document provides guidance on writing good news and neutral messages for organizational communications. It discusses writing favorable replies such as answering inquiries, granting requests, and approving credits using a positive tone and providing useful information. Neutral messages like announcements and transmittals should objectively relay information. The document outlines an organizational plan for composing messages, including stating the main idea first, providing explanations and details, and ending on a positive note.

1. GOOD NEWS AND NEUTRAL
MESSAGES
Organizational plans
Favorable replies
Neutral messages

2. or neutral reaction from reader is
unusually easy to write because such a
message tells the reader something
pleasant or offers useful information
• FAVORABLE REPLIES
• A .Answering inquiries
• B .granting requests for adjustment
• C.Approving credit
• D. Acknowledging orders

3. • E. Granting favors and other requests
• F. Job accepting Letters
• G. Good will messages appreciation,
congratulations and condolence letters
• NEUTRAL MESSAGES
• A .Announcement about
• Sales and events
• Procedures ,policies and responsibilities
• Honors and activities of people
• Transmittals

4. Organizational Plan
• FIRST .best news or main idea
• Middle .explanation with one or more of the
following when appropriate
• All necessary details ,educational information,
resale ,sales promotion.
• Last .Positive ,friendly ending with a clear
statement of action desired .motivation to
action, willingness to help further
appreciation.

5. • All necessary details including all facts ,terms
,reasons, and other explanations that pertain to
the best news or the main idea.
• Educational information include instructions for
use and other educational facts about a product
or service the customer has bought.
• Resale material include appropriate favorable
information about a product or service that
reader has already bought or is planning to buy
or about the organization.

6. • Sales promotion include suggestion about
other products or services related to those the
customer has bought or is considering buying.

7. Favorable replies
• Most persons like good news first in a
communication favorable replies allow to
benefit in a positive manner.

8. Answering inquiries
• It is advisable if possible to write a
recommendation to a specific person .
• TO WHOM IT MAY CONCERN
• Address to specific person
• You must be fair to the applicant.
• The inquirers
• Your own conscience and reputation for integrity
• The civil rights laws and legal statutes that cover
hiring pracitices.

9. Expanded good news plan for
recommendations
• Main idea
• a. State the applicants full name and what his
or hers relationship is to you ..employee
,tenant ,club member. Dates ,length of time
and type of job, credit, tenancy
• Explanation
• Ending

10. Recommendations for candidates with
short comings
• Try to omit the negative material
• Mention weakness only when
• It is relevant to the job
• It is sufficiently serious to affect the applicant
probable fitness
• Your own personal jealousy discrimination

11. Granting requests for adjustments
• Err on the side of the customer give him or
her benefit of doubt
• A considerate and courteous tone is important
because the customer may have been irritated
or in convenienced by the situation
• Sales promotion is usually desirable in
situation involving often replaced items
• Sometimes to grant an adjustment when the
buyer or third party fault

12. Approving credits
• While approving credit follow the good news
plan
• Information like resale ,sales promotion and
appreciation
• Credit terms fully explained
• Acknowledging orders
• Sending the orders
• Specific resale material

13. • Acknowledgement of repeat orders
• Granting favors and other request

14. JOB ACCEPTANCE
• Three parts
• Accept position
• Express appreciation
• Confirm details
• Ask question
• Provide a pleasant closing

15. Goodwill messages
• Nothing wrong in expressing feelings in a good
will message.
• LETTERS OF CONGRATULATIONS
• LETTERS OF CONDOLENCES

16. NEUTRAL MESSAGES
• Announcement
• Sales and events

17. Transmittals
• A letter or memo that simply sends a
document to a reader.