A well written good news or neutral message has a powerful effect on the receiver. It can very much helpful to build a good will with your associates and customers. This is very essential for sustainable existence of a business. This article will articulate key ideas on how effectively you can make use of good writing skill to build such good will in business context.
Techniques used in writing business communications
One of the fundamental technique used to build good will is Conversational style of writing. This style of writing is warm, neutral and personable. It leaves a positive impression. It is very also very easily understood. But ensure that rubber stamp phrases (e.g.,”Thank you for your message“) can be avoided as they have been routinely used and therefore have lost its significance.
The next useful technique to build good will is achieved by choosing the right level of formality. A friendly tone is more welcome rather than usage of expressions like “beg to advise“. When you are using an inform medium of communication you can very well use jokes and emoticons (e.g., a smiley face) and initialism (e.g., BTW for “by the way”). On the other hand, if you choose a wrong level of formality, you may offend the reader as well. Hence, you have to be cautious in this regard.
Writing from the you-viewpoint is another technique which is broadly accepted well. This style specifically emphasizes on the reader. Therefore, the reader feels nice to find himself in focus. How you apply it will depend on each situation and your own judgement. For example, “We have received your report of May 10th” can be written as “Thank you for your report of May 10th” which puts the reader at focus rather than us.
The above said stands as the first step towards creating goodwill with your readers, but you may also have to convey negative news in business context. In this case, focusing on what you can do accentuates the positive news to your readers. For example, “We regret to inform you that your booking is cancelled. However, we have an alternate stay booked for you nearby” can be written as “We have booked an alternate stay for you nearby as the booking had unfortunately got cancelled” instead of putting a negative message upfront. Thereby, the reader is put at easy with negative news which is sandwiched between the actuating positive news.
Other handy techniques to build good will can be as follows :
1. Treat people with respect and consideration by being courteous to them.
2. Avoid the temptation to blame the reader when trying to resolve a problem.
3. Do not insult a reader by preaching an elementary fact if he or she did not know it.
4. Always provide an alternative even when it is not expected by the reader.
5. Be sincere in what you present to your readers. Make sure you do not overdo it.
6. Exaggerating is not a positive approach and should be avoiding.
Last but not the least, it is very important to emphasize the positive ideas in order to get the desired positive effect in your writings. The emphasis can be by position of the positive news, structure of the writing or emphasis by providing appropriate space as well.
You cannot eat a goat as a whole, take it bit by bit.
All of these techniques can be mastered only by taking constant and persistent effort time and again. Hence, practice these techniques in your writings and start building good will all around.
Happy writing! Do drop your comments and suggestions!