Effective

Communication
for Colleges
9th Edition
Brantley & Miller

CHAPTER 5

Good News and

Neutral News Messages
© 2002 SOUTH-WESTERN EDUCATIONAL PUBLISHING
 Chapter 5
Slide

Learning Objectives
2

 Explain how the good news strategy works within the

CBO approach.
 Identify situations for which the good news strategy is
appropriate.
 Analyze good news and neutral news messages to verify
that they reflect the six Cs of effective messages,
acceptable message formats, and the good news strategy.
 Apply the CBO approach and the good news strategy to
write good news and neutral news messages.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Good News Strategy

3

State the good or neutral news.

Provide adequate details or
descriptions.
End pleasantly.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5

Examples of Good Slide

4

News Messages
Thank-you messages
Congratulatory messages
Inquiries and replies
Requests and responses
Orders and acknowledgments
Routine claims and adjustments
Effective Communication for Colleges, 9th ed., by Brantley & Miller
 Chapter 5
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The CBO Approach

5

The CBO (Communication-by-Objectives) Approach

Plan a message.
Compose a draft.
Complete a message.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5

Plan a Message Using Slide

6

the CBO Approach

Identify the objective.
Visualize the audience.
Gather supporting information.
Organize the information.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Identify the Objective

7

Why are you creating the message?

To persuade?
The why of the good or
To inform? neutral news message
is the news.
To inquire?

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Visualize the Audience

8

Answer these questions to help visualize your audience:

 Who is my target audience?
 What characteristics do I know or what can I learn
about my target audience that will help me prepare the
message?
 When will the audience receive the message?
 Where will the audience members be when they
receive the message?
 Why will the audience be interested in the message?
 How can I learn more about my target audience?
Effective Communication for Colleges, 9th ed., by Brantley & Miller
 Chapter 5
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Choose Message Form

9

Spoken Message Forms Written Message Forms

Face-to-face meeting E-mail
Telephone call Memorandum
Videotape Letter
Audiotape
Video broadcast

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5

Gather Supporting Slide

10

Information
Generate ideas
 Brainstorming
 Nonstop writing
 Bubble writing
Select ideas

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Organize the Information

11

Prepare an outline using the good news

strategy.
The good news strategy is based on the
direct pattern.
 Message objective
 Supporting information
 Closing information

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Comparison of Direct Pattern 12

with Good News Strategy

DIRECT PATTERN GOOD NEWS STRATEGY
I. Good, Neutral, or Routine News Good or neutral news
II. General Information Supporting I Adequate details or descriptions
A. Specific Information Supporting II
1. Details supporting IIA
2. Details supporting IIA
B. Specific Information Supporting II
III. Friendly Ending Friendly ending

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5

Compose a Draft Using Slide

13

the CBO Approach

Choose words.
Construct sentences.
Assemble paragraphs.
Choose paragraph locations.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5

Compose a Draft Using Slide

14

the Good News Strategy

 State the good or neutral news.
 Place the good news at the beginning.
 Avoid trite expressions.
 Check for the six Cs of effective messages.
 Provide adequate details or descriptions.
 Give enough details to ensure clarity.
 Include ideas that are helpful to the receiver.
 Present information that will promote sales.
 End pleasantly.
 Conclude with a positive statement.
 When possible, give the receiver an opportunity to take action.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5

Complete a Message Slide

15

Using the CBO Approach

Proofread.
Edit.
Revise.
Finalize.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 16
Thank-You Messages
Begin with the good news.
Offer extra details.
End with emphasis on the receiver.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Thank-You Message 17
Examples of Key Sentences
Begin with the good news.
Thank you for volunteering during Walk in the Park, the annual
fundraiser for the Hampton Historical Society.

Offer extra details.

This year’s Walk in the Park raised $47,530 for the preservation and
renovation fund.

End with emphasis on the receiver.

Julie, you are a great volunteer; I look forward to working with you
next year.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 18
Congratulatory Messages
Begin by offering congratulations for a specific
accomplishment.
Provide extra details that clearly show your
sincerity.
End with emphasis on the receiver.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Congratulatory Messages 19
Examples of Key Sentences
Offer congratulations for a specific accomplishment.
Congratulations on your recent promotion.

Provide extra details that clearly show your sincerity.

You will be an excellent team supervisor.

End with emphasis on the receiver.

Jacqueline, please plan to attend the monthly supervisors’ meeting on
October 14. A copy of the agenda is attached.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 20
Inquiries
 Begin with a specific question or direct
statement.
 Include adequate details and additional
questions.
 End with clear directions for the receiver.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Inquiries 21
Examples of Key Sentences
Begin with a specific question or direct statement.
How should I prepare for the computer training class scheduled for
June 18?

Include adequate details and additional questions.

Where will the training class be held?

End with clear directions for the receiver.

Please reply to this e-mail by Thursday, June 11.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

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Apply the good news strategy 22
Replies
State the good news by answering questions and
emphasizing the you attitude.
Include any additional pertinent information.
End with a goodwill statement.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Replies 23
Examples of Key Sentences
Answer questions, and emphasize the you attitude.
You do not need to prepare for your June 18 computer training class.

Include any additional pertinent information.

Your computer training class will be held in the computer lab on the
second floor of the training center. The room number is E211.

End with a goodwill statement.

Jordan, based on the feedback of previous participants, you will
enjoy learning how the new system applies to your job.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 24
Requests
State the major request in the first sentence.
Make the request clear with additional details.
End courteously, and close with the action you
expect the receiver to take.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Requests 25
Examples of Key Sentences
State the major request in the first sentence.
Marcus, please send me the list of all employees who will receive
service awards next year.

Make the request clear with additional details.

Include employees’ full names and the dates they started working for
MCM Industries.

Close with the action you expect the receiver to take.

Please send the list via e-mail by Monday, December 8.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 26
Responses
 Provide the answer to the request in a subject
line and/or the first line of the message.
 Include any additional pertinent information in
the second paragraph.
 End with a goodwill statement, and request
action from the receiver.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Responses 27
Examples of Key Sentences
Provide the answer to the request in the first line.
The list of employees who will receive service awards next year is
attached.

Include any additional pertinent information.

Please note that two of the employees who are receiving awards for
20 years of service have breaks in their years of service.

End with a goodwill statement, and request action.

Evan, thank you for coordinating the service award program. Let me
know if you need any additional information.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

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Apply the good news strategy 28
Orders
Use direct language in the first sentence.
Give complete details.
Include payment information and shipping
instructions. Indicate when you expect to
receive the delivered goods.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Orders 29
Examples of Key Sentences
Use direct language in the first sentence.
Please ship the three chairs described below to my office.

Give complete details.

Item No. Description Quantity Unit Price Total
SSP2077 Ergo desk chair 3 $299.00 $897.00

Include information about payment, shipment, and delivery.

Please charge my account and ship the chairs to the above address. I
will expect delivery on February 16.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 30
Acknowledgments
Indicate that the product was sent or that the service
was approved. State when the buyer should receive
the merchandise or may begin using the service.
Describe quality features of the product or service.
You may also describe another closely related
product or service.
Encourage future orders.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Acknowledgments 31
Examples of Key Sentences
Indicate that the product was sent and when it should arrive.
Your order of three Ergo desk chairs left our factory on January 30.
You should receive the chairs before February 16.

Describe quality features of the product.

Thank you for ordering Ergo desk chairs. You might be interested in
the matching visitor chairs featured on page 34 of our catalog.

Encourage future orders.

For your convenience, you can order any of our products by
telephone or fax. Online ordering is also available at our web site.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 32
Routine Claims
 Begin with a specific problem statement, and
request an adjustment.
 Give a complete and concise description of the
claim, including all essential facts.
 End courteously with a suggestion for prompt
action.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Routine Claims 33
Examples of Key Sentences
Begin with a problem statement, and request an adjustment.
The free bonus CD was missing from my recent order. Please send
the CD immediately, at no charge to me.

Give a complete and concise description of the claim.

For your convenience, I have attached a copy of the ad describing the
bonus CD and the packing list that accompanied my order.

End courteously with a suggestion for prompt action.

I am looking forward to receiving the bonus CD early next week.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Apply the good news strategy 34
Adjustments
Grant the request in a subject line and/or in the
first sentence.
Provide the necessary details about the
adjustment.
End with a cordial, open invitation for future
business.

Effective Communication for Colleges, 9th ed., by Brantley & Miller

 Chapter 5
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Adjustments 35
Examples of Key Sentences
Grant request in a subject line and/or in the first sentence.
We have shipped your bonus CD. You should receive the CD on
Friday, May 12.

Provide the necessary details about the adjustment.

You will not be charged for the shipping.

End with a cordial, open invitation for future business.

Your business is important to us. Please use the enclosed coupon for
$10 off your next purchase.

Effective Communication for Colleges, 9th ed., by Brantley & Miller