ENGL 2040: PROFESSIONAL BUSINESS WRITING
Chapter 7—Bad-News Messages
Name: ___________________________________________________
Score: ____________
1.
In deciding whether to begin with the major idea, a writer asks two questions: What,
exactly, is the message? What is the anticipated reader ______________to that message?
2.
When a letter or memorandum conveys a statement of refusal, the message should be
written [deductively, inductively].
3.
When the length of good-news messages is compared with the length of bad-news
messages, bad-news messages are usually [longer, shorter].
4.
Compared with explanations that follow bad news, explanations that precede bad news
have a better chance of being received with an open mind. True or False?
5.
The reader will accept bad news more readily if
a. the bad news is presented in the first paragraph.
b. the reasons (supporting data) are given after the bad news.
c. the bad news is presented in the last paragraph.
d. the reasons (supporting data) are given before the refusal.
6.
The first paragraph of a bad-news message should
a. be a long paragraph to establish a positive tone.
b. not introduce the topic of the letter.
c. provide a smooth transition into reasons without revealing the bad news nor leading
the reader to expect good news.
d. not attempt to accomplish its objective in one sentence.
7.
Normally, the first paragraph of a bad-news memorandum should be the longest paragraph.
True or False?
8.
Compared with a direct statement of bad news, implication of bad news is an acceptable
method. True or False?
9.
In a bad-news message,
a. the closing paragraph should repeat the refusal.
b. the first and last paragraphs should have three to four sentences.
c. the reasons should have more emphasis and be longer than the refusal.
d. the refusal should have more emphasis than the explanations.
10.
“I wish I could attend” employs the ______________mood to convey the idea of
nonattendance.
11.
For conveying a refusal, ______________voice is normally recommended.
12.
“The committee denied your request” employs active voice and ______________language.
13.
Which idea is more suitable for inclusion in the final paragraph of a letter that conveys bad
news?
a. restatement of the bad news.
b. an apology for the decision to refuse a request
c. sales-promotional material
d. a topic totally unrelated to the subject of the letter
14.
Preferably, bad news is stated in the last sentence of a letter or a memorandum. True or
False?
15.
Normally, bad news should be stated in a simple sentence. True or False?
16.
When a writer wants to place more emphasis on the bad news than on supporting
explanations, the deductive sequence is effective. True or False?
17.
Stating bad news in a sentence that also conveys good news is a commendable technique
for subordinating bad news. True or False?
18.
In a bad-news letter, the refusal should be a middle paragraph that is separated from any
explanation. True or False?
19.
To de-emphasize bad news as the subject of a sentence,
a. place the bad news in a dependent clause.
b. use active voice.
c. use specific terms.
d. have the bad news be an independent clause.
20.
The inductive approach is likely to result in the reader’s becoming impatient and
misunderstanding the reasons. True or False?
21.
The principles of saying “no” that apply to correspondence are different from those
principles that are used in a person-to-person conference. True or False?
22.
List the four steps that would appear in an outline for a letter or memo that conveys bad
news. List them in the best sequence.
1.
2.
3.
4.