Direct Approach
* Best for: Delivering straightforward, clear, and concise messages, like:
* Requests (e.g., asking for a meeting)
* Orders (e.g., a manager giving instructions)
* Complaints (e.g., a customer describing a problem)
* Structure:
1. Main point or request: State your purpose upfront and clearly.
2. Supporting details: Provide any necessary information, context, or explanation.
3. Call to action (if needed): Ask for something specific (e.g., a response, a meeting, etc.).
* Example:
> Subject: Request for Meeting
>
> Dear [Name],
>
> I would like to schedule a meeting to discuss [topic] on [date] at [time]. I am available to meet at your convenience. Please let me know if this time works for you, or if you have another time in mind.
>
> Thank you,
> [Your Name]
Indirect Approach
* Best for: Delivering potentially negative or sensitive news, like:
* Bad news (e.g., a job rejection)
* Critiques (e.g., feedback on a project)
* Persuasive arguments (e.g., trying to convince someone)
* Structure:
1. Buffer: Begin with a positive or neutral statement to build rapport.
2. Explanation: Provide the necessary context and background information.
3. Bad news/critique/persuasive argument: Present the main point, but soften the blow with careful wording.
4. Positive closing: End on a constructive or optimistic note, if possible.
* Example:
> Subject: Regarding Your Application
>
> Dear [Name],
>
> Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate you taking the time to apply.
>
> After careful consideration, we have decided to move forward with other candidates whose qualifications more closely align with the specific requirements of this role.
>
> We encourage you to continue to apply for positions that are a good fit for your skills and experience.
>
> Sincerely,
> [Your Name]
Key Takeaways
* Directness: Directly states the main point early on.
* Indirectness: Gradually leads to the main point, often with a buffer and explanation.
* Choose the right approach: Consider your audience and the nature of your message to determine the most effective way to communicate.
Remember, a well-written letter, regardless of approach, should be clear, concise, and professional.