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Bad news Letters

Bad news Letters. Purpose. To say “No”, nicely. To inform a person of something negative Outside of business (to customers) Accounts in poor standing Unavailable product Inability to meet a request In-house (within the company) Budget cuts To address inappropriate behavior

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Bad news Letters

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  1. Bad news Letters

  2. Purpose • To say “No”, nicely. • To inform a person of something negative • Outside of business (to customers) • Accounts in poor standing • Unavailable product • Inability to meet a request • In-house (within the company) • Budget cuts • To address inappropriate behavior • Problems completing a project • Inability to meet a request

  3. Tone • Tone is the attitude you take with your audience. • Bad News Letters should be written with tact and give the facts • Handle sensitive news sensitively. What you’re saying will upset people. • People’s feelings are at stake. • Best to try to help everyone walk away satisfied that all avenues have been explored, but there is no alternative solution.

  4. Indirect Approach • Saying “No” quickly can offend people. • People don’t like to hear no. • You have to say “No”, but build up to it, so people are ready to listen.

  5. Indirect Approach Format • Buffer • Begin the letter with something you can agree on • Appreciation of the reader, or statement of fact • Bad News • State the bad news blatantly, but respectfully. • Reason • Present the logic behind the bad news • Friendly Close • Avoid apologies • Weakens “bad news”– opens door for unwanted negotiations • Conclude with statement of appreciation and possibility of future business.

  6. Format • Intro Paragraph • Provide buffer • State Bad News

  7. Format • Body Paragraph • Detail the reason behind the bad news • Include as many dates/times as possible. • Be descriptive, but brief. • Provide supporting evidence

  8. Format • Closing Paragraph • Provide friendly close • Discuss possibility of future business

  9. Sample

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