CMN279 Notes Class 3

Organizing Directly: Using Direct Approach

The Direct Pattern (Front Loading)

o Makes your purpose clear from the start, stating the main
point in the first sentence before moving on to details
o Subject Lines
Ideally, should not exceed one line
Try to include a verb (Need Your Attendance in
Toronto)
Does not have to be a complete sentence
o The Opening:
Delivers the main message first from the readers
perspective
Answers readers most important questions
States the good news
Makes a direct, specific request
Writing the opening:
Supply the most important information, the
purpose for writing, or the required action
Dont just restate the subject line
Possibly include brief context, giving reasons
for your request or explaining why reader
needs to know this information
Answer the question Whats in this for me?
The Middle:
Explains details of the news or inquiry and
supplies background and clarification when
needed
Further points or questions are presented in
parallel form in bulleted or numbered list
The Closing:
Explains and facilitates what happens next
Provides contact information
Summarizes your request
Communicates goodwill
Shows appreciation/ends pleasantly
The Direct Style
o Tone is professional: assertive, to-the-point, but always
polite
o Adopt the readers perspective and include benefits
o Put the main idea first
Phrase as a question or polite command
CMN279 Notes Class 3

o Give a reason for the request or state its benefit in the

second paragraph
o Introduce multiple request or questions with a summary
statement
o Anticipate details
o Strike a tone thats right for the reader
o Keep minor points to a minimum
o Use a layout that focuses attention on the request
o Close courteously and efficiently

Responding to Requests
Reply ASAP
Use a subject line that helps the reader recognize the topic
immediately
Begin immediately with information the reader wants
General Guidelines:
1. Keep it brief
2. Remember email is not your only option
3. Compose crucial messages offline
4. Follow organizational guidelines
5. Keep emails professional
6. Emails are not necessarily private
7. Never write angry
8. Dont send unnecessary messages
9. Tell (external) people who you are; use an automatic
signature