Prewriting and Organizing The Informative/Positive News Letter

Read:  There are four Human Resource cases for the Module 10 letter in your textbook: 10.13, 10.14, 10.16, or 10.17. Pick one case.

Write a letter in block format and address the letter to an individual--an employee of your company. If appropriate, you may address the letter to an individual at his/her home. In that case, you may leave out the company name and title in the inside address. Also, your title is Human Resources Director or something along that line.

First Paragraph  Determine:  the positive news and main points. For example, the positive news for exercise 10.17 will state the opening of the new fitness center. The main points might state that the center will include classes, a swimming pool, and weight machines. State the positive news with a "you-attitude statement. For example: "Beginning October 9, you can take advantage of _______." Then, write a summary of the main points using "you-attitude" statements." Examples include: "The fitness center will include classes, ______, and _______," or "You can enjoy _______," or "You can use _________."

Second Paragraph Brainstorm and Determine: details about the main points. On exercise 10.14, for example, you will want to elaborate about the actual elder care program. Think about what the reader wants to know! Discuss the specifics of the program, including specifics of WHAT the program entails, WHEN employees can use the program, WHO is eligible, and so forth. 

Third Paragraph Brainstorm and Determine: reader benefits and any negatives. On exercise 10.14, for example, your reader will want to know that using the elder care program can save time and money. Think about the benefits to the employee. One negative might include that employees must use personal and/or sick time to take care of relatives. However, employees could view this as a benefit if you word the statement as a benefit. Instead of using words like "you must," and "you will be allowed," use phrases such as "you can _____." 

Fourth/Last Paragraph  Brainstorm and Determine: goodwill endings. You only need to write 1-2 sentences. Make sure these are positive forward looking statements. For example, exercise 10.16 announces flu shots. A goodwill ending might include a statement such as "Now, your flu shots come pain free." You might also restate the date or time