Writing for the Workplace: Business Communication for Professionals
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| Appreciation and Goodwill Relationship building is an important aspect of anyone’s career, and sending goodwill messages to colleagues, employees, clients, customers, or others shows that you are an empathetic and thoughtful individual. Show appreciation by sending a thank-you message when you receive a gift or experience hospitality. Write a goodwill message to acknowledge the receipt of an award, to recognize a job well done, or a promotion. Handwritten notes are the most personal way to express thanks and can be written on company letterhead or on elegant, simple stationery. Situations calling fora more businesslike goodwill message are best sent in an email or a letter. Use the direct strategy for appreciation or goodwill messages. Begin with the main point: ROUTINE ANd POSITIVE mESSAGES 45 Thank you for opening your beautiful home to our staff for the annual company holiday party� Congratulations on the birth of your new daughter, Sarah Ann As a father myself, I know the joys awaiting you and Maureen� Our staff has been eagerly implementing the new time saving techniques you presented in your recent workshop. Include specific details about the situation in the body to show you are writing more than a generic thank-you and avoid overblown, exaggerated claims. Most noteworthy, the billing department has already increased its out- put by 20 percent due to the new electronic filing system you created. Not The staff has been amazed by how much time they are already saving because of your awesome electronic filing system! End with sincere words and avoid clichés such as Best luck in the future. Send goodwill messages in a timely manner and keep them short. See Appendix B for an example of a thank you e-mail. Conclusion Much of your day-to-day writing will be routine and will therefore conform to a direct writing strategy. There are many types of routine messages including requests, responses, claims, adjustments, and goodwill. Choosing the right channel for routine messages—e-mail, letter, memo, or texting—depends on the urgency and formality of the message itself. These everyday messages require a high degree of clarity and conciseness and therefore can be surprisingly challenging to write. |