Positive Messages and the Writing Process
Organizations exchange information internally and externally. External messages go to customers, vendors, the government, and other business partners. Internal messages travel upward to supervisors, downward to employees, and horizontally among workers. Understanding the different types of business messages and following the 3-x-3 writing process will help you write more effective professional messages.
Match the message content area with the correct types of messages.
Sales pitches, requests for favors (persuasive positive negative)
Replies, goodwill messages, direct claims (persuasive positive negative)
Bad news, refusals (persuasive positive negative)
Consider the scenario about a positive message, and then answer the question.
Gilberto is composing an e-mail that explains the terms of a recent business transaction. He has determined the purpose of the message, analyzed his audience, and determined its reactions.
According to the 3-x-3 writing process, what actions make up his next steps?
a. Make a list of points to cover.
b. Plan for feedback.
c. Check for mechanical problems.
d. Collect information.
e. Compose the first draft.
While most business communication is now done electronically, there remain situations in which a business letter is most appropriate.
Messages delivered through business letters are less likely to reach (unintended recipients? or the media? or competitor?)
than messages delivered through (e-mail? or phone calls? face to face conversations?)
Thus, business letters are more (desired? exclusive? confidentia

When writing a Sales Pitch or Request for Favors Message, one must try to convince the intended receiver to buy the good being sold or to be willing to grant the favor requested. For this reason, the tone has to be persuasive.

b. Replies, goodwill messages, direct claims - Positive

These types of messages have to have a positive tone because they should come across in a friendly way so that the receiver may accept it as such.

c. Bad news, refusals - Negative

These are negative messages and as such should have a negative and indirect tone so that the receiver may understand the gravity of the message.

2. a. Make a list of points to cover.

d. Collect information.

e. Compose the first draft

The 3-x-3 writing process is a method of writing used to encourage a good writing flow.

It is divided into 3 stages being, Prewriting, Writing and Revising.

During Prewriting, one must determine why the are writing as well as who the message is intended for. Gilberto has done this already so the next step is the Writing stage.

The Writing stage includes, Making a list of points to cover so that the writing may be orderly and have the relevant information. It also includes researching where you collect information for the message to be written. And then finally composing the first draft which can then be scrutinized in the next stage.

3. Messages delivered through business letters are less likely to reach unintended recipients than messages delivered through e-mail.

Thus, business letters are more confidential.

Messages through Business letters have the intended recipients stated and usually get to the intended recipient as a result. Emails can sometimes be mixed up.

That fact means that business letters can carry more sensitive information and as such are more confidential.