WRITING BAD
NEWS LETTERS
Ms.debbie f. dianco
WRITING BAD NEWS
LETTERS
Bad News Letters
- Letters that convey a refusal or other
unpleasant information.
 The goal of writing "unpleasant"
messages is not only to give the bad
news, but also to keep the goodwill of the
reader--a difficult task!
WRITING BAD NEWS
LETTERS
- Bad News Letters take the indirect
appraoch in delivering information.
“BUFFER” (Usually Neutral)
Main Idea
Neutral Or Positive Closing
WRITING BAD NEWS
LETTERS
ADVANTAGES:
 The agreeable beginning helps to identify
the subject.
 Since readers haven't been disappointed,
they are still receptive.
 They are better prepared to analyze and
understand reasons behind decisions.
WRITING BAD NEWS
LETTERS
ADVANTAGES:
 Because reasons are presented before the
bad news, readers are almost sure to read
them.
 Closing on a pleasant or neutral note
assists in taking emphasis off the bad
news.
 In addition, an acceptable alternative can
be offered.
WRITING BAD NEWS
LETTERS
1. Neutral
Beginning
Begin with a "buffer" paragraph to put the reader in a
positive frame of mind before the bad news subject
is introduced.
The "buffer" paragraph should be a neutral idea on
which both the reader and the writer can agree and
should not reveal that the letter or memo is about
bad news or good news.
2. Reasons
Follow with the facts behind the bad news
3. "No"
Let the facts lead naturally into the bad news that is
de-emphasized
4. Positive Close
(alternative)
Close with a goodwill-building statement that is not
related to the bad news subject, preferably an
alternative.
WRITING BAD NEWS
LETTERS
 Don’t say NO in the first sentence.
 Don’t mislead the reader by implying a
positive response.
 Don’t “talk down” to the reader.
 Don’t be apologetic.
 Don’t use worn – out language.
 Don’t use negative language.
WRITING BAD NEWS
LETTERS
cannot
understand
error
shocking
damage
fault
surprising
defective
go wrong
unable
delay
inconvenience
unfortunately
dissatisfied
regret
wrong
SOURCE URL:
http://planet.tvi.cc.nm.us/ba122/Letters%20
and%20Memos/Bad%20News.htm