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Crafting Effective Negative Messages

The document provides guidance on writing negative messages in a way that maintains goodwill and avoids provoking annoyance. It recommends using an indirect approach by beginning with a buffer statement, then providing reasons and information before stating the bad news, and closing positively. The indirect approach helps lead the reader to the conclusion gently. When stating the bad news, it should be de-emphasized and alternatives provided. The message should close by expressing best wishes and optimism about the future relationship.

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Balaram Champannavar
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11 views7 pages

Crafting Effective Negative Messages

The document provides guidance on writing negative messages in a way that maintains goodwill and avoids provoking annoyance. It recommends using an indirect approach by beginning with a buffer statement, then providing reasons and information before stating the bad news, and closing positively. The indirect approach helps lead the reader to the conclusion gently. When stating the bad news, it should be de-emphasized and alternatives provided. The message should close by expressing best wishes and optimism about the future relationship.

Uploaded by

Balaram Champannavar
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

WRITING NEGATIVE MESSAGE

NEGATIVE MESSAGE
“A negative message is a message written to convey an
unpleasant and unfavorable information without provoking the
annoyance of the reader.”

What are the goals or purpose of negative message?


 To convey the bad news

 To gain acceptance for it

 To maintain as much good will as possible

 To maintain a good image for our future correspondence on the


matter, if appropriate.
APPROACHES
There are basically
two approaches

 Direct approach: State the bad  Indirect approach


News first. • Begin with a buffer
• State the bad news • Provide reasons and
• Give reason information
• End with a positive close • State the bad news
• Close with confidence
INDIRECT APPROACH
The buffer
A neutral or positive, non- controversial statement closely related to
the points of the message establishing common ground with the
leader.
 Thanks
 Respectful
 Relevant to situation or events
 Neutral (implying neither Yes or No)
 Providing Smooth transition to the reason.
Examples : Appreciation, Agreement, Cooperation
RESEARCH AND ADDITIONAL
INFORMATION
 Lead the reader to your conclusion Before you
stay it straight out
 Maintain focus on the issues at and defuse the
emotion
 Provide enough details but be concise

 Avoid hiding behind company policy but provide a


reasonable expectation
CLEAR STATEMENT OF THE BAD NEWS
 De-emphasize the bad News: Present it Shortly, in the middle of
sentence or paragraph.
 Use a conditional to provide an alternative.
 Emphasize what you can do or have done, rather than what you
cannot do.
CLOSE ON A POSITIVE NOTE
 Express best wishes sincerely.
 Be optimistic about the future.
 Don’t show any doubt about keeping the person as a customer

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