Chapter 10: Openings and Introductions
Chapter Sections:
- Short Routine Positive or Neutral Messages
- Short Negative Messages
- Longer Routine Positive or Neutral Messages
- Longer Messages with the Potential for a Negative Reception
Openings and Introductions
Short Routine Positive or Neutral Messages
Frontload the most important idea so there’s no possibility your reader will miss your main reason for writing. Avoid meaningless clichés like “I hope this message finds you well.”
| Write This |
| I look forward to meeting with you on Thursday at 10 a.m. |
| The software upgrade will be live on Monday, May 3. |
| Could we discuss a composting program for the staff kitchen? |
Use an appropriate buffer; genuine appreciation for something is often the right choice. See the page on the Negative News pattern for more information.
| Write This |
| Thank you for your interest in our firm. |
| I appreciate your thoughtful analysis of the benefits of composting. |
| Thank you for your patience as we shift to a new web host. |
Longer Routine Positive or Neutral Messages
Use a short introduction that states the purpose, scope or context, and a preview sentence that lays out the organization for the body of the message.
In the preview, provide a brief rationale for the organization—are the topics in the message organized from most to least important? Most expensive to least expensive? Most feasible to least? Make your organizational choices clear to your reader.
| Write This |
| Here are the electric service van models that would meet the requirements you outlined in our last meeting. The table below lists the pros and cons of each model, organized by driving range, from the longest range to the shortest range. |
Longer Messages with the Potential for a Negative Reception
Use a buffer to begin, even if you choose not to use the complete negative news pattern, and then provide purpose, context, and preview, as outlined above.
| Write This |
| Thank you for your thoughtful research on the benefits of switching to electric service vans. I agree that in the long term it will be beneficial for us to make the transition. However, in the short term there are some driving range issues that make it problematic.
The following list shows our current high-value clients. I have organized them according to distance from our office, beginning with our closest clients. |