In a business relationship, it is necessary to send a message, whether it contains good news or bad news messages. Delivering a good news messages by nature, is very beneficial, because it has something pleasant that the reader would surely like and accept. In short, a good news message is the best way to provide strength to a relation. While on the other hand, sending a bad news message is also the most important thing in business. If something bad has happened, then nobody can assure to stop it, as it has already happened. Better to deliver the bad news to the relative persons, whether it is for the customers, boss, candidate or even employee.
How To Write Bad News Messages?
Bad news messages are those messages that contain something unpleasant, unsatisfactory or negative, which may shock the user or give a little stress. In all cases, delivering these messages is more beneficial than not delivering, because it might clear the perception of the reader. Usually, it is not as easy to deliver a bad news message as delivering a good news message is. Though bad news messages are not pleasant, but they are really important to move forward and below are few conditions that might demand bad message delivery.
- Informing the candidate for rejection of job application and don’t wait anymore
- Telling the customers that shipment will be late due to the specified reason
- Not providing requested information to queries because of restrictions
There are also many other cases in which bad news will be given. Generally, two types of strategies i-e direct and indirect are used in delivering a bad news messages, but mostly indirect is an excellent option to follow and organize the message. In an Indirect Pattern, there are four steps to be considered prior to writing the message. These four parts are:
- Reasons (relative to bad news)
- Clear information about the bad news or, telling the bad news
- A friendly, supportive and positive end
Buffer plays vital role in preparing the reader for bearing the bad news and controlling the emotions. It emphasizes on developing a soft thought in the mind of the reader and prevents the bad news from ruining the mood. Simply, buffer refers to a kind opening that does not show the bad news, but anything relative to it. The buffer does not mean giving good news to the reader in the beginning and after that the reader gets angry while reading the bad news. It is a try to put the reader in the mood of accepting the bad news and to act very gently. There are some restrictions to be followed when writing buffer as:
- Avoid saying no to the reader because getting entire bad news in the beginning may receive a negative response
- Don’t use the tone, which makes the reader to know everything
- Avoid using unnecessary sentences or irrelevant phrases
- Do not apologize
Proper reasoning is the second most and the main part of indirect pattern. After putting a nice buffer, stepping in the reasons will not be hard. In the reason part, the main cause of bad news is explained. Starting it from more positive points to less positive way may create a good impact on the reader. Be concise and write to the point, so that the reader should possess patience. Defining the appropriate reasons for making such a decision is important and also writing it effectively will make the reader to understand justification, fairness and logic of the decision. Avoid giving the demerits of the bad news; instead of highlighting the benefits for both parties in the decision.
Do not apologize to the reader, because it is only right when someone in the company has made a mistake. If there is not a single fault from the side of the company, then apologizing might create negative thoughts in the minds of the reader. Like good news messages, bad news messages also require the writer to keep a nice and influential tone, so that the message will pretend to be less-stressing. Finally, building day by day new tactics and writing bad news with proper buffer and reasons helps to create a good relation through effective communication.
The Bad News
After successfully writing sufficient buffer and reasons to engage the mind of the reader in a polite mood, this is perfect time to let the bad news be delivered. As bad news is the logical outcome of the reasons, then the reader is psychologically prepared to get it. Still, there is a chance of reacting emotionally by the reader, because of handling the news carelessly. So be careful and try to write it as painless as possible. There are two techniques of telling the news clearly, but the reader will not catch the pain.
- Using a conditional statement may not have any impact on the reader, so in return there are enough chances to get a positive response
- On second, refer any substitute to the reader, which will have the information that the reader requires.
Positive Ending / Closing:
After telling the bad news, now this is the time to write some complimentary positive words to reduce the stress created by the news on the mind of the reader. It is up to the writer to write whatever seems good, but avoiding a couple of things will be of much beneficial as:
- Do not mention the bad news or refer to it
- Avoid doing unnecessary communication
- Avoid giving any expectations and close it forever.