INDIRECT OR BAD NEWS LETTER

is used to deliver bad news to a person or company with whom you want to maintain a good relationship.

 

An indirect letter always has four paragraphs:

1                    BUFFER – sincere compliments about the receiver.  Do NOT use generic compliments that could be part of a template you use over and over.  Think of a specific thing that will show the reader that you are genuinely appreciative of them.

2                    BAD NEWS AND REASONS - minimize the use of negative words.  For example, don't start the paragraph with "unfortunately."  State the bad news first, simply and directly.  Next, give a reason that you would think was a good reason if you were receiving the letter.  "That's our policy," is a crappy reason.

3                    COMPROMISES OR ALTERNATIVES - Think carefully about what the words, "compromise" and "alternative," mean.

4                    MORE BUFFER – sincere compliments about the receiver

 

Do the practice scenario first.  If you don’t like your grade, you may do the assessment scenario.  DO NOT make up your own scenario or rewrite a graded document.

 

BAD NEWS LETTER PRACTICE – You work for Morris Lumber.  Your best customer, Jones Construction, currently pays for all the material they receive within 30 days.  They have asked you to change the policy so that they have 90 days to pay.  They need time to collect from their customers.  You must refuse this request, but you would like to keep them as a customer.

 

BAD NEWS LETTER ASSESSMENT – You work for Leroy’s Toys.  One of your best suppliers, Jinko Toys, wants you to carry it’s new game, “Blind Alley.”  Jinko has made a big effort to give you great deals in the past, but your manager feels it would be a public relations mistake to stock this toy because of the conservative/religious nature of your community. You must refuse Jinko’s request, but you would like to keep them as a supplier.

 

Type or handwrite the scoring chart in the bottom right-hand corner of the assignment.  If you forget, 2 points will be deducted from your score.

 

Scoring Chart:

Layout                         4 points

Sentence flow             4 points

Context/background   4 points

Tone                            4 points

Formula                      8 points

TOTAL                       24 points (divided by 3 for 8 possible points)

 

Example