Which of the following should you do when writing routine replies and positive messages?
A. Make sure that readers acknowledge their personal responsibility.
B. End the message with the main idea.
C. Start with the main idea or purpose.
D. Develop the single most important message during the writing process.
E. Embed positive statements in negative contexts.
The correct answer and explanation is :
The correct answer is C. Start with the main idea or purpose.
When writing routine replies and positive messages, it is important to clearly communicate the purpose right at the beginning to ensure clarity and to provide the recipient with the information they need right away. Here’s why C is the best option and the reasoning behind it:
Starting with the main idea or purpose:
Starting with the main idea or purpose in routine replies and positive messages helps establish a clear and direct line of communication. People who receive routine or positive messages often expect efficiency. By leading with the main point, whether it’s approval, confirmation, or answering a question, you avoid unnecessary complexity and set the tone for the rest of the communication. For example, if you’re replying to a request for a meeting, you could start by stating, “I am happy to confirm our meeting for Monday at 2 PM,” which immediately gives the recipient the key information.
This approach also respects the recipient’s time, as they don’t need to search for the main idea buried in the message.
Explanation of other options:
- A. Make sure that readers acknowledge their personal responsibility: While it’s important to encourage accountability, especially in work settings, routine replies and positive messages typically don’t require a direct reminder of personal responsibility. Focusing on positivity and clarity is more important in these cases.
- B. End the message with the main idea: This is generally less effective in routine or positive messages. Ending with the main idea can cause confusion or leave the reader unclear about the purpose of the message. Instead, starting with the main idea ensures that the reader knows immediately what the communication is about.
- D. Develop the single most important message during the writing process: While focusing on one key message is useful, developing it throughout the writing process is more applicable in complex or persuasive messages. Routine replies are usually short and to the point, so the main idea should appear early on.
- E. Embed positive statements in negative contexts: This can create confusion or seem disingenuous. While it can be a useful technique in certain situations (e.g., delivering bad news with tact), routine replies and positive messages should aim to be clear and direct, without mixing positive and negative elements unnecessarily.
In summary, C. Start with the main idea or purpose is the most effective strategy when composing routine replies and positive messages, as it ensures clarity, efficiency, and a positive tone from the very beginning.