Claim Letters and Replies Sometimes it's necessary to send bad news: Keep in mind, though, your purpose, when sending a negative message, is ironically not to give bad news but to create goodwill around the bad news. We come back to the "conflict" idea, a driving force in business communication:
Keep These Objectives in Mind When writing a bad-news letter, you need to focus on maintaining the best possible relationship with the client, showing that the decision was fair and stating the bad news as clearly and succinctly as possible.
Try to start the letter out with a thank you, then announce the bad news and offer any possible solutions.
For example, "We know you have many options when it comes to banking, and we appreciate that you have chosen to work with Fake Financial for the last six years. Also, do not apologize excessively. Instead, succinctly explain what happened, how it affected the client and apologize.
You might try, "Last night, we uncovered an error that affected your account and may have prevented your online transactions from the last three months from accurately being entered into our system. As a result, you may have noticed incorrect fees or balances on your account.
Instead, you may say something like, "While we regret that your application was denied, you are welcome to reapply in a few months, at which point your credit situation may improve.
In the meantime, we have a wide array of financial services that may benefit you. For example, you can write, "While I can regrettably no longer serve as your legal counsel, my respected colleague, John Beech would be more than happy to take on your case.
You can contact him to schedule a free consultation by calling In this case, you could write, "We regret that your account was momentarily closed due to an employee error.
Your account has since been reopened, and we have refunded all fees associated with the closure. We are also implementing a system that will make account closures more difficult, to prevent accounts from being accidentally closed in the future.A negative recommendation letter will hurt you far more than no recommendation letter at all.
If your current employer or manager is unwilling or unable to write you a positive recommendation letter, find someone else who can. In business writing, a bad-news message is a letter, memo, or email that conveys negative or unpleasant information—information that is likely to disappoint, upset, or even anger a reader.
Also called an indirect message or a negative message. Bad News Letter Dear Mr. Waters: Unfortunately, we cannot allow you to apply the lease payments you’ve been making for the past ten months toward the purchase of your Sako copier.
(Bad) News: Now's the time to give the bad news, quickly, cleanly, factually, whether this is a refusal, rejection, etc. There are, though, ways of taking the spotlight off bad news: keep it short, or embed it in a sentence or paragraph that also features positive information, or use the passive voice.
Second, and probably most important, although the memo is informing the reader of good news, it lacks you-attitude and positive emphasis. The writer uses first person (I, we, our, etc.) more than second person (you, your), and when second person is used in this context, it is often in a negative context.
Write an effective negative news message. The negative news message delivers news that the audience does not want to hear, read, or receive. Delivering negative news is never easy. Sample letters to announce bad news to employees. Inevitably, we all have to deliver bad news in business writing. A large global heathcare company CEO sent a memo to his U.S. employees, announcing an imminent layoff. However, instead of being truthful, he dodged the issue by using at least 12 different euphemisms for the .
Write an effective negative news message. The negative news message delivers news that the audience does not want to hear, read, or receive. Delivering negative news is never easy.