This message will contain unpleasant or unfavorable information that should be interpreted wisely, in order to solve business problems successfully.
Use the three-step writing process for negative messages
Step 1: Plan your message
Analyze the situation: decide what kind of approach you are using when you introduce the message. If it is a very upsetting message, use the indirect approach. On the other hand, use the direct approach when the message will not offend the receiver. Try to interpret your message in a good tone and don’t make it worst then it is. You should also pay attention on the medium you are using. Experts say that bad news for employees should be delivered in person, to give them the opportunity to ask question and show respect towards the employee.
Step 2: Write your message
Positive tone: Use the You approach, in order to make the tone sound politer and sound more positive
Give a good impression: negative messages will be rejected by the receiver if they are not formulated in a polite/respectful way.
Language: avoid an accusing tone throughout your message in order to protect the receiver’s pride.
Step 3: Complete your message
Revise the Message: make sure that everything in the message is clear, concise and complete to the receiver. Any little misconception of the receiver can change the reaction of the negative message.
Send the message prompt: make sure that the message will be delivered directly and successfully.
(Read more: Thill, V.T. (2008), Excellence in Business Communication, Prentice Hall, P. 282- 283)
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