Week 4 Flashcards
Types of Report
OInformation: A short and periodic report
OAnalytic: Based on research and analysis leading to recommendations
OIntegrated: Combines both approaches
Persuasive writing
attention
Ostate a problem that affects the reader/introduce your primary appeal
Opromise a benefit
Oan emotional appeal is better here
Persuasive writing
interest
Oshow the reader your answer to the problem you raised in the first section
Oprovide a description of him/her enjoying the benefits you mentioned in the first section
Oyou should provide a clear transition from attention to desire
Persuasive writing
desire
Omove the reader from ‘like to have’ to ‘really want’
Ojustify the reader’s desire with emotional appeals (feelings) or rational appeals (thinking ability); for example, clothes sold on the basis of durability or fashion
persuasive writing
action
Otell the reader what to do
Ogive a reason for acting now
Omake reference to primary appeal to convince the reader they are doing the right thing
Oprovide aids; for example, envelopes
Letter of Complaint
Ogive specific information about the issue (e.g. the product, the particular fault)
O be specific about how you want your complaint dealt with (e.g. ask directly for a refund or exchange)
O be succinct
O avoid being rude or abusive
O stick to the facts
Memos
While letters are mostly sent outside an organization, memos are sent within the organization.
When to use
OFormal situation or access limitations
OKeep on file (i.e closed case)
OAttached to large documents
Disadvantages:
OCost
ONo immediate feedback
ORequest memos:
O Request for solution or action
O Request for financial, technical, or human resources
OAnnouncement memos:
OAnnouncing an event or new development
O Normally to a large audience
O Instruction memos:
O Setting out procedures, routines, information
O Technical in nature
O Often saved by employees for repeat use
O Self-protection memos:
OOften used to record disagreement
O Save oneself from negative action by other employees or the organization
O May be used in highly politicized or legal situations
