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Bad newsletters


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Bad newsletters

  1. 1. CONTENTS • Good news letter o Feature o Format o Example • Bad news o Feature o Format o Two samples • Conclusion
  4. 4. GOOD NEWS LETTER Primary purpose: • Provide information or good news • reassure the reader of something Good news letter is: • easiest to write It provides • positive news (e.g awarded contracts, job offers, other requests.)
  5. 5. FEATURES OF GOOD NEWS LETTERS • An Inquiry: • Identify the inquiry in the subject line. • Open politely and positively • Move directly to your main point and make it • Outline the terms (if applicable) • Reiterate your main point • Close politely and positively • Use Direct Approach • Consider your reader • Give a personal touch • Be concise • Be friendly • Check spelling and grammar • Use the correct format • Conversational style
  6. 6. FORMAT
  7. 7. SAMPLE
  8. 8. 554 Derby Lane Lexington, Kentucky 40522 October 3, 2004 Dr. Leroy Johnson 435 Outer Loop Toledo, Ohio 43620 Subject: Proposal Accepted. Dear Dr. Johnson, "I am delighted to inform you that we have accepted your proposal for a grant from the Foundation. The Foundation is always eager to support much-needed charities such as yours. Enclosed you will find a sheet detailing the terms of your grant, including the total amount, accounting procedures, and how we will assess your progress. Please photocopy the sheet, then sign, date, and return it by the end of June. Congratulations on being chosen for the grant. We look forward to working with you in the near future." Sincerely yours, Kim Paul Charity Program Chair
  10. 10. BAD NEWS LETTER • Bad news letters convey bad news • They most often involve refusals Writing a bad news letter: • write it in such a way that encourages the reader to read till end, • Make the reader understand the reason for the bad news
  11. 11. FORMAT • Opening paragraph • Middle: give the reasons why you cannot grant the request--then deliver the bad news. • Closing paragraph
  12. 12. GOALS OF BAD NEWS LETTER • Goal # 1: communicate the bad news in a way that the reader understands. • Goal # 2: keep the good will of the reader
  13. 13. TWO SAMPLES
  14. 14. SAMPLE # 1
  15. 15. October 11, 2010 Mr. John Anderson 1528 NE 173rd Avenue Woodinville, WA 98072 Dear Mr. Anderson Thank you for your letter of September 15. We appreciate your inquiry concerning your Benson 500 motorcycle. We want to satisfy our customers with high-quality products and service. The Benson Bike Shop carries a one-year warrantee on all parts and labor under normal usage. Page 6 of your owner's manual states that 2-cycle engine oil and unleaded gasoline must be used for the warrantee to be in effect. Our inspection of you motorcycle engine showed that 10W30 oil had been used, along with leaded gasoline. The use of incorrect oil and gasoline has caused the problems you are experiencing. Our skilled technicians can repair your motorcycle engine at the usual rate. The repairs are guaranteed for 90 days. We are confident that we can restore your engine to excellent working condition, and we would be happy to answer any maintenance questions you may have. Please call our repair center at 425-564-7889 to tell us if you would like us to proceed with the repairs. As soon as your engine is repaired you will be able to enjoy riding your Benson 500 once again. Sincerely Michael Simmons Benson Service Center
  16. 16. SAMPLE # 2
  17. 17. Kimo Press P.O. Box 8302 Bellefonte PA 16826 March 31, 2010 Stephen Kind 13 Horror Ave. Portland, Maine 04663 Subject: An adjustment Refusal Dear Mr. King, Thank you for your letter of March 10, 2010 providing the outline of your novelette, “The Shaw shank Redemption.” It sounds like the basis for a gripping story. In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, and for Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most of which are non-fiction, and as a result of this specialization, it would not be practical for your manuscript to be taken on. Fortunately, there are numerous larger publishers who produce a wider range of books, and one of them may be more receptive. Your imagination is clearly a high order, and we wish you all success in your career. Cordially, Chuck Fager, Publisher
  18. 18. THINGS TO AVOID • Don't deliver the bad news in the opening paragraph. • Always try to tell what you CAN do before you say what you CAN'T do. • Explain the WHY before you deliver the bad news. For many readers, once they see the NO they don't pay attention to the WHY. • Remember that a major goal is to maintain a positive relationship with the reader. Do whatever you can to help the reader understand and accept your message. • When you are through writing the letter, make sure the message that you cannot grant the request is clear.
  19. 19. CONCLUSION Sometimes in business you simply cannot avoid writing a letter that has bad news. However, you can try to write the letter in such a way as to maintain a good relationship with the recipient, as well as breaking the bad news in the easiest way. You don’t want to burn any bridges in business, so it really is to your advantage to write an effective bad news letter.