This article discusses the procedure of writing negative news messages. Hence, it explains in detail the structure and format of such messages.
“A Negative news or Bad News Message is a message that evokes negative emotions and/or response in the mind of the receiver.”
For writing negative news or bad news messages, we use indirect organizational plan. Thus you may lose your customer if you say a direct ‘No’. Indirect plan eases the audience into your message by explaining the reasons before delivering the bad news. Presenting the reasons first increases your chances of gaining audience’s acceptance by preparing the reader for the negative news to come.
Indirect organizational plan has four steps.
Begin your negative news message with reader interest information. This phase of your letter is called buffer. The buffer should be pleasant, honest and neutral in tone. Hence, avoid statements that give the impression that there is some good news to come.
Include honest convincing reasons why the matter has to be dealt with differently from the way the reader wants. Remember the following suggestions:
In order to make your decision clear, positive, and concise, you have these alternatives:
End your letter with a positive note, with one or more of the following ideas:
Express continued interest, service, and reader benefit. Do not repeat the bad news.
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Please edit this line in second paragraph.
"For writing bad news messages, we use direct organisational plan."
Here we use indirect organisational plan instead of direct organisational plan.
In Buffer paragraph there is a mistake of spelling (letter) .
Thus I cannot attend your luncheon in COMSATS that day. please also end with ".