Engagement - Informative Messages

To make informative writing effective, you should explain your reason for writing at the start. It's also important to organize key ideas, be specific, and separate fact from opinion.

he purpose of informative writing is to transfer information to the reader. So it must be direct, clear, concise, and accessible. It should use a neutral tone and present facts or events objectively.

These are some examples where informative writing is needed:

1. a report for company managers on a potential new market
2. training materials for new employees, and
3. a letter to customers explaining what your company does

To make informative writing effective, you should explain your reason for writing at the start. It's also important to organize key ideas, be specific, and separate fact from opinion.

Consider an example of an e-mail message to inform software developers about inconsistencies in documentation. First it's important to let the readers know why you're writing. Your reason should appear in your opening paragraph, in the first or second sentence.

"I have found several inconsistencies in the user documentation of your XYZ software program"

Once you've explained your reason for writing, summarize your key ideas. Be as clear as possible and use specific examples.

The following sentences, each of which are bulleted, are highlighted:

"The diagrams that illustrate the instructions on pages 17-23 are too blurry for readers to recognize easily what they represent, and they don't appear to correspond to the instructional text."

and

"The instructions on page 35 prompt the user to choose an option from the list without explaining what each option does."

Also remember that readers may be making important decisions based on your information. So your data should be accurate and reliable. Make sure that factual information is clearly distinguished from any opinions you might have.

"I think your software program is a good one, but your instruction manual needs some clarification."

Composing a clear and well-organized informative message ensures that the message will succeed in getting the required information across to your readers.

INFORMATIVE WRITING CHARACTERISTICS

Informative Writing Characteristics and Examples

The purpose of informative writing is to transfer information to the reader. To make informative writing effective, you should explain your reason for writing at the start. It's also important to organize key ideas, be specific, and separate fact from opinion.

SIMPLE ANNOUNCEMENTS

Todd Brenner named head of the Marketing Department

The highly experienced Todd Brenner has accepted our offer to become head of the Marketing Department. Todd's duties will be effective as of September 1. His responsibilities will include formulating a sales and marketing plan, with specific reference to brand management, and handling the sales budget.

Todd previously held a similar role in a highly reputed company, where he helped increase sales by 12%. We are excited to welcome him on board.

QUESTION

Which of the following examples are informative messages

1

Under normal circumstances, any preexisting subcontractor relationships can stay in place after you obtain a new contract. This also applies to arrangements you make after you have submitted an offer but before the contract is awarded to you. In all instances, please provide the following details:

1. name(s) of all subcontractors
2. effective dates of arrangement
3. names of the key contact individuals for each company

Please submit this information directly via e-mail.

Regards,

Tom

The purpose of this message is to inform employees about a company's requirements in terms of its policy for sick leave. Its focus is on communicating this information.

2

Dear Staff,

Please note that from now on, if you're ill for more than two consecutive days or on either a Monday or Friday, you need to provide your manager with a doctor's certificate.

Regards,

James

The purpose of this message it to provide employees with information about the timing of performance and salary reviews.

3

Hi Pete,

With regard to your question, all employees are entitled to ten days of sick leave per year. So far this year, you've used four of these days.

Please let me know if you have any further questions.

Regards,

James

This is an example of responsive writing because it's purpose is to address questions in a previous correspondence.

4

Dear Mitch,

I'm certain that a direct mail campaign is the best possible approach for publicizing the new textbook. Addressing a personal letter to specific academics in the field of anthropology is likely to have the greatest impact, given our target audience. I believe the support of these academics will go a long way in promoting the book.

Please let me know what you think.

Regards,

Sally

This is an example of persuasive writing – its main purpose is to convince the recipient to support a particular idea for promoting a textbook.

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