BLI Negative Messages Quiz

Writing routine messages

Positive/neutral message characteristics:

• Routine + straightforward

• help workers conduct everyday business

• require solid writing skills

• make up bulk of workplace communication

-Routine messages include:

• Asking for info + action, 

• asking for recommendations, 

• making claims and requesting adjustments, 

• notes of thanks + congrats, 

• progress reports

Organizing: Direct V Indirect

Direct:

Main Idea then Evidence (straight to the point+support/reason)

Direct Characteristics + Example

Little or no pushback, time sensitive/emergency, personal preference

Ex: Requesting letter of recommendation to counselor

Indirect:

Evidence + Main Idea

Indirect Characteristics + Example

Indirect: (building up to the message, not straight to it), set it up slowly

Skeptical or hostile audience, negative or unexpected info, persuasive

Ex: Turning down a job applicant

Tips for (Indirect) neg messages:

Do not apologize unless it's necessary, open with a buffer, provide enough detail

Body

Body: Explain your point completely, show benefit to reader, breakdown complex requests (Presentations)

A great ask:

Clear, urgency, make steps for action easy as possible

Negative Messages in Business:

• Convey bad news,

• Gain acceptance of bad news, 

• Maintain audience’s goodwill, 

• Maintain good image for organization, 

• Reduce the need for future correspondence

Step 1:Planning (neg message)

• Consider audience and purpose

• Find medium and channel

• Define main idea

Step 2: Writing a negative message

• Write clearly, sensitively 

• convey respect (you attitude)

• observe ur etiquette

• choose positive words

Step 3: Completing negative messages

• Revise your content, 

• produce professional documents, 

• proofread, 

• deliver messages promptly

-Positive emphasis: 

Ex: Instead of problem, use challenge

Ex: Teach > Share

!!!! Open with a buffer means:

• To open with a neutral statement, 

• establish common ground, 

• express appreciation, 

• assure the reader you understand their needs