WRITING BAD NEWS LETTERS Ms.debbie f. dianco

WRITING BAD NEWS LETTERS Bad News Letters -Letters that convey a refusal or other unpleasant information. The goal of writing "unpleasant" messages is not only to give the bad news, but also to keep the goodwill of the reader--a difficult task! The goal of writing "unpleasant" messages is not only to give the bad news, but also to keep the goodwill of the reader--a difficult task!

WRITING BAD NEWS LETTERS - Bad News Letters take the indirect appraoch in delivering information. - Bad News Letters take the indirect appraoch in delivering information. BUFFER (Usually Neutral) Main Idea Neutral Or Positive Closing

WRITING BAD NEWS LETTERS The agreeable beginning helps to identify the subject. The agreeable beginning helps to identify the subject. Since readers haven't been disappointed, they are still receptive. Since readers haven't been disappointed, they are still receptive. They are better prepared to analyze and understand reasons behind decisions. They are better prepared to analyze and understand reasons behind decisions. ADVANTAGES:

WRITING BAD NEWS LETTERS Because reasons are presented before the bad news, readers are almost sure to read them. Because reasons are presented before the bad news, readers are almost sure to read them. Closing on a pleasant or neutral note assists in taking emphasis off the bad news. Closing on a pleasant or neutral note assists in taking emphasis off the bad news. In addition, an acceptable alternative can be offered. In addition, an acceptable alternative can be offered. ADVANTAGES:

WRITING BAD NEWS LETTERS 1. Neutral Beginning Begin with a "buffer" paragraph to put the reader in a positive frame of mind before the bad news subject is introduced. The "buffer" paragraph should be a neutral idea on which both the reader and the writer can agree and should not reveal that the letter or memo is about bad news or good news. 2. ReasonsFollow with the facts behind the bad news 3. "No"Let the facts lead naturally into the bad news that is de-emphasized 4. Positive Close (alternative) Close with a goodwill-building statement that is not related to the bad news subject, preferably an alternative.

WRITING BAD NEWS LETTERS Dont say NO in the first sentence. Dont say NO in the first sentence. Dont mislead the reader by implying a positive response. Dont mislead the reader by implying a positive response. Dont talk down to the reader. Dont talk down to the reader. Dont be apologetic. Dont be apologetic. Dont use worn – out language. Dont use worn – out language. Dont use negative language. Dont use negative language.

WRITING BAD NEWS LETTERS cannot understand errorshocking damagefaultsurprising defectivego wrongunable delayinconvenienceunfortunately dissatisfiedregretwrong

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