Downloaded 87 times
Writing bad news messages
- 1.
- 3. A routine request,such as a request for information, is one of the most common kinds of writing. A request is routine when (1) you are not asking a special favor, and (2) you expect your request to be accepted. In a routine request, it is not necessary to try to persuade your reader because saying “yes” to your request is a routine part of your reader’s job.
- 4. • Business orders • Information andaction • Claims and adjustments • References and recommendations
- 5. State your request Clarifythe order Provide shipping information
- 6. State why youare writing Explain the request Ask for specific action Offer reader’s benefits
- 7. State the problem Provideverification Propose a solution
- 8. State the Request Providea Resume Say “Thank You”
- 9. In business writing,a letter, memo, or email that conveys negative or unpleasant information--information that is likely to disappoint, upset, or even anger a reader.
- 10. Negative answer to routinerequest Negative organizational news Negative employment messages
- 11. Overall strategy. Use thedirect approach when the situation is routine(between employees of the same company) Or when you know that the reader would prefer the bad news first. Use the Indirect approach in all other cases. Adopt an audience-centered tone. Positive wording Respectful language The “You” attitude
- 12. Approaches Direct Approach Direct Approachis an approach in which we express the bad news at the opening paragraph then the explanation of bad –news and at the end there is a courteous close . Indirect Approach A Indirect Approach conventionally begins with a neutral or positive buffer statement before introducing the negative or unpleasant information. This approach is called the indirect Approach.
- 13.
- 14. De-emphasize State the bad news thebad news as positive as possible Focus on the positive Avoid blunt language
- 15. Show how thedecision benefits your audience. Avoid apologies and expressions of sorrow or regret. Provide relevant details Include only business reasons, not personal ones.
- 16. Remind the readerof how his or her needs are being met. Keep the close as positive as possible. Suggest actions the reader might take. Keep a positive outlook on the future.
- 17.
- 18. Express appreciation, cooperation,or understanding. Avoid apologies and negative sounding words Introduce a topic that is relevant to the subject Be brief and to the point. Maintain a confident, positive, supportive tone.
- 19. Thank you fortaking the time to interview with XYZ Engineering and Construction last Friday. The screening committee enjoyed meeting you and learning about your extensive experience in the structural engineering and construction field.
- 20. Show how thedecision benefits your audience. Avoid apologies and expressions of sorrow or regret. Provide relevant details Include only business reasons, not personal ones.
- 21. De-emphasize the badnews State the bad news as positive as possible Focus on the positive Avoid blunt language
- 22. As you know,we interviewed many qualified candidates, including you, and were pleased with the wide breadth of experience represented by the group. Because of our interest in developing the Chinese market, however, we have decided to hire one of the applicants who is proficient in the Chinese language.
- 23. I am surethat with your particular experience in the domestic market, you will soon find a position that will capitalize on your expertise.
- 24. 1. 2. 3. Remind the readerof how his or her needs are being met. Keep the close as positive as possible. Suggest actions the reader might take. Keep a positive outlook on the future.
- 25. Thank you againfor your interest in XYZ Engineering and Construction. We wish you the best in your future career.
- 26. All Rights Reservedby PUGC