Introduction
Written messages form the greatest proportion of business communication. While messages are meant to convey information, they are equally critical in the running of a business since they talk a lot about the image of an organization. A poorly written message can damage the reputation of an organization for a long time because, unlike other forms of communication, they can last for years to come. In this regard, writers endeavour to communicate messages in a positive manner, no matter how good or bad the message is. Positive writing, therefore, means bringing out ideas in a positive manner. The idea can be positive or negative, but how they are expressed in writing matters a lot. This paper, therefore, explores positive writing. The paper starts by explaining positive writing, then goes ahead to discuss message organization, types of positive writing and finally the right tone for positive writing.
Explanation of Positive Writing
According to Bovée and Thill (2011), a positively written piece of communication should portray passion and deep connection between the writer and the reader. Readers need to be convinced that the message is worth believing in. Therefore, business writers should strive to use words that express their belief in the message.
It is very difficult to think and write positively, especially in negative situations. However, through regular practice, one should be able to write positively without straining. It is important that writers provide practical solutions through their messages. Otherwise, readers might think that the message is only meant to test them, hence they might not take it serious. Similarly, writers should be reasonable with their messages. Writers should not be insensitive to your readers as this might make readers develop a negative attitude towards the message being relayed. It is equally important for writers to use simple terms to express themselves. Complex terms will not be easily understood and might even lead to the audience taking the message negatively.
Even when the message being expressed is negative, positive writing dictates that a writer should avoid the use of such negative words as impossible, damage, loss, refuse and stop. Writers should opt for positive or neutral words such as benefit, succeed, fortunate, progress, valuable and complete. For example, you can communicate a negative message such as the uncertainty surrounding a pay increment as follows:
- Negative: We will not be sure about salary increment until later in the year.
- Positive: We will find out about salary increment by July of this year
The second statement does not only express a negative message in a positive manner, but also shows some level of optimism, characteristic of positive thinking. As a business writer, it pays to be optimistic even in the most negative and uncertain situation. It is only through a high level of optimism that readers will believe in the message being communicated.
At times it is difficult to positively express a negative message. In such a case, it is advisable that a business writer starts by identifying the questions that readers are looking for answers. The writer should then focus on providing answers to these questions. This helps the writer to be positive since the aim will always be to give satisfactory answers that can make readers believe in the message being communicated. As a guiding rule, a positively written message should have the following qualities.
First, the message should have a purpose, which clearly spells out the reason for writing. Every piece of writing intends to communicate something to the audience, hence the purpose differs depending on the type of target audience. A good business writer should be able to understand his/her audience well to be able to communicate effectively.
Second, a positive message should give credit to individuals by mentioning names. The message will seem more personalized and well thought-out if the writer gives credit to key personalities rather than just general mentioning. If you are giving credit for work well done, then mention names so that the concerned parties can feel good about their work.
Third, a positive message should be straight to the point. If the writer is too wordy, then the readers might think that the writer is trying to hide something.
Finally, a positive message should use positive language and words as discussed above, especially when relaying negative messages. Try to use positive words or less harsh words if you must say something negative in the text.
Organising the Message
Positive writing requires some level of organization to effectively communicate. Such things as speech, readers’ perception and structuring of the message body are helpful when organising a positive message.
It pays to use direct speech when disclosing simple positive messages where the writer anticipates no resistance from the recipients. This kind of approach is used in letters, emails and memos. The message is stated precisely and concisely without beating around the bush. This method is best when writing to an audience that does not have time for reading long messages. On the other hand, use indirect speech when relying bad news. The message should be strategically structured to prepare the audience for bad news before it is finally said.
Likewise, thinking about the reader helps a lot in organising the message. Do not think about what you are about to write since this will make the writing sound more about you and not the reader as should be the case. Imagine a conversation between you and the reader and then come up with the questions you think the reader would ask. Having the questions in mind, answer all of them systematically and satisfactorily.
Further, it is important to structure the message. According to Guffey (2007), the message should have three key sections, namely; the opening text, the body and a friendly close. The opening text should clearly state the reason for writing and should open with a verbal climate intended to capture the attention of readers. The body is an explanation section that gives additional information on what is stated in the opening text. The information provided here should be relevant, objective and written in a concise and precise manner. The message should be expressed at this point. The final section is a friendly close, which intends to build and maintain good rapport. A call for action, that explains the steps to be taken following the information given in the above sections, should be expressed here if the message is a request for action. The close should be a short section where the writer can take the chance to appreciate the readers for their attention.
What should be Included in a Positive Message
Konnikova (2014) provides three principles that any positive writing should follow, namely; ethos, pathos and logos. In simple terms, the message should include an ethical, emotional and logical appeal. Positively written messages should not only be able to evoke emotions, but still remain factual and of high quality.
The message should contain facts and assertive statements that can make the reader feel that the writer knows what he/she is writing about. Including facts and assertive statements create positivity of the message, which can encourage readers to have more faith in the message being relayed (Konnikova, 2014).
Further, a positive message should contain some memory inducing triggers. Writers always want their message to last long in the minds of readers. Use of simple words, precise statements, positive active words and listing things/ideas instead of writing one long paragraph can work as memory triggers (Konnikova, 2014).
Finally, positive writing should concentrate on quality and not quantity. If there is no pressing need for writing, then save the pen for another day. Positive messages have something new to deliver to the readers. Writing for the sake of writing may be considered negative since it elicits negative emotions (Konnikova, 2014).
Types of Positive Writing
Business communication can take the form of letters, memos, emails and tweets among others. The message being conveyed can either take the form of routine or positive messages.
Routine Requests
These types of messages are used when asking for information, action, recommendations, and making adjustments or claims (Bovée and Thill, 2011). Routine requests are also used when responding to these requests.
Action and information messages are used when either seeking information or requesting action. When writing such messages, clearly state and explain the request, but also remember to state some of the likely benefits of the action of information sought from the audience’s perspective.
When asking for a recommendation, start by stating the request then proceed to provide a résumé for the subject in the recommendation and end with a thank you (Bovée and Thill, 2011).
As for claims and adjustments, state the problem and explain it in detail, then provide a verification of the problem and conclude by proposing a solution.
Responses to routine requests can take the form of positive responses. A positive response is used when offering a reply to information and action messages or claims and adjustments. A positive response is mainly used to communicate information and answer questions.
Positive Messages
Unlike routine requests, positive messages create their own rapport and usually take the form of goodwill messages. A positive message is used when the goal is to make a good impression while expressing the message. Therefore, positive messages are used when expressing appreciations, congratulations or condolences as well as when fostering goodwill (Bovée and Thill, 2011). When writing a positive message, use a positive tone and include only relevant, direct and concise information. The information provided should be able to answer the questions that might linger in the readers’ minds as they read the message. In addition, include a closing remark that clearly states what steps are to be taken regarding the issue being communicated.
Tone of Positive Writing
The tone used in the message has a direct effect on the reader since it is a reflection of the writer’s attitude towards the reader and subject of the message (Driscoll, 2010). Therefore, it is important to be considerate with tone in written business communication. As such, it is imperative that writers adopt a positive tone in their messages. This can be achieved by first determining the purpose of the message and its target audience, then adopting a tone that can best communicate the intended message (Driscoll, 2010).
It is good to use the right tone if you want to get the right response. When writing, make the person being addressed the subject of the text so that he/she can feel part of the text as the addressee. Never use the first person pronoun as the subject because it makes the text negatively personal. In the event that you are writing to one person, it is advisable to address the person using his/her first name. This will not only make the message appear to be meant for the person being addressed, but will also make it look well thought-out.
The tone used directly affects reader’s interpretation of the message, hence a wrong tone can lead to wrong interpretation and negative response (Driscoll, 2010). For example, using phrases such as “I believe there are more qualified people, but I hope you will consider me” when responding to a job advertisement can easily be interpreted to mean that the writer is not qualified for the position.
As Driscoll (2010) advises, a business writer should aim for a tone that is “confident, courteous and sincere” (par. 14). The author adds that the tone used should: avoid discriminatory language; use less complex language; stress on “you” and; appropriately use emphasis and subordination.
A confident tone shows that the writer is knowledgeable about the message, hence it can easily have a persuasive effect on the reader (Driscoll, 2010). Driscoll, however, warns that business writers should not use an overconfident tone as this can be interpreted by the reader as arrogance.
Similarly, use a polite and sincere tone as this can help in building a good rapport with the target audience (Driscoll, 2010). Driscoll recommends that writers should use a gracious and sincere tone when communicating negative messages. Instead of statements such as “you do not meet the qualifications, hence we cannot hire you,” write “we appreciate your interest in our company, but we regret to inform you that there are more qualified applicants.”
Likewise, a positively written message stresses emphasis and subordination on various ideas. According to Driscoll (2010), emphasized ideas should be expressed in short and simple sentences while subordinate ideas should be expressed in compound sentences.
Further, avoid using gender sensitive language such as “chairman,” “girls” and “boys” among others. Such language can amount to discrimination. For example, instead of writing “we will hold a meeting tomorrow to elect the chairman” write “we will hold a meeting tomorrow to elect a chairperson.”
Moreover, write from the reader’s perspective. A good business message balances focus on what the writer expects from the readers with what the reader should expect from the writer (Driscoll, 2010). Instead of writing “I will work on your project soon,” write “your project will commence soon.”
Finally, write at a level of difficulty that can be understood by the target audience. A business writer should understand his/her audience and write at a level of difficulty that they are comfortable with. It would be ridiculous to write at a lower level of difficulty when communicating to the executives.
References
Bovée, B.L. & Thill, J.V. (2011). Business communication essentials (5th ed.). Upper Saddle River: Prentice Hall.
Driscoll, L.D. (2010). Tone in business writing. Web.
Guffey, M.E. (2007). Business communication: Process and product (6th ed.). New Zealand: Nelson College Indigenous.
Konnikova, M. (2014). The six things that make stories go viral will amaze and maybe infuriate you. The New Yorker. Web.