Negative Messages
A negative message always has several purposes. The first purpose is usually to give the reader the bad news so they can understand and accept it and the second purpose is to build goodwill of the writer or organization involved. When doing so you want to make sure to show that the readers are taken seriously even if you cannot make them happy. You only use the subject line in a negative message if you think the reader will ignore it. How you organize a negative message depends on you purpose and who the audience is. Letters to people outside of you organization should be indirect and build goodwill. When informing superiors you state the problem but also a solution. When writing peers it is good to get their input. You should consider using a buffer when the reader values harmony or as to serve another purpose. It helps you delay the negative situation but is very hard to write. To be effective a buffer must put the reader in the right state of mind. The most common types of negative messages are Rejections and refusals, disciplinary notices and negative performance appraisals, and layoffs and firings.
Persuasive Messages
Persuasive Messages are used for many things. Orders and request, sales and fundraising, job application letters, and reports to name a few. They are firstly used to have the reader to act and provide information so the reader knows what to do. The second purpose is to build a good image of the company or writer involved. The best persuasion strategy depends on how much and what kinds of resistance you expect. The best subject line for a persuasive message is a direct request, the topic, to a question. It should be organized by first have the direct request so that the reader can act. To identify and overcome objections you should talk to your audience. Other persuasive techniques you can use are to build credibility, build emotional appeal, use the right tone, and offer the reader a reason to act promptly.
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