the negative message letter

2018/4/22 Tips for Completing the Negative News Letter - 18.SP.ENG.1131.B51 BUSINESS WRITING

https://elearn.sinclair.edu/d2l/le/content/104512/viewContent/3684522/View 1/1

Printer­friendly version

Below is the sample format for the assignment and tips for completing the Negative News letter.

                                                                                                                                       Company Name                                                                                                        Company Address

                                                                                                       City, State Zip                                                                                                        Phone Number

                                                                                                      Date

Name of Individual  Individual's Title

 Individual's Company Name  Address

 City, State Zip

Dear Ms. Individual:   

       Use the information from Exercise 11.20 and write a letter in the modified block format. Refer to Figure 9.3 on page 129 for more information. The first paragraph explains, but does NOT give the bad news. Explain the circumstances behind the bad news. Provide detailed reasons that give a full explanation. Don't place blame or refer to company policy; instead offer reasons. Write using positive emphasis whenever possible. (Make this paragraph 5­7 lines in length.)

       In the second paragraph, give the bad news clearly, compactly, and as positively as possible. Do not apologize. Do, after you give the news, provide detailed alternatives. Use "you attitude" for your alternatives and write phrases such as "You can..." and/or "You might consider...." (Make this paragraph 5­7 lines in length.)

      Provide a goodwill ending, that gives one or two positive, forward looking statements and an offer of contact. Avoid insincere statements such as "If you need any additional assistance," or "I look forward to doing business with you." (This paragraph should be 2­3 lines in length).

                                                                                                     Sincerely,

                                                                                                     Your Name                                                                                                     Your Title (optional)

Note: Double­space between paragraphs, and include 3­4 spaces between "Sincerely," and "Your Name."

A note on using passive voice in negative letters: When you give negative news, you don't want to put emphasis on any negative actions. Therefore, you may use passive voice verbs when giving bad news and when explaining the circumstances for the bad news. In other words, you may use is, are, was, were, be, been, being, or am in the first paragraph­­the explanation­­and in the second paragraph where you give the bad news. However, for the alternatives, use action verbs. Alternatives offer positives for the reader, so you want to emphasize those actions.