CONTENTS

• Good news letteroFeatureoFormatoExample

• Bad newsoFeatureoFormatoTwo samples

• Conclusion

NEWS LETTERS• GOOD NEWS LETTER• BAD NEWS LETTER

GOOD NEWS LETTER

GOOD NEWS LETTER Primary purpose:• Provide information or good news • reassure the reader of something

Good news letter is: • easiest to write

It provides • positive news (e.g awarded contracts, job offers,

other requests.)

FEATURES OF GOOD NEWS LETTERS

• An Inquiry:• Identify the inquiry in the

subject line.• Open politely and

positively • Move directly to your main

point and make it • Outline the terms (if

applicable) • Reiterate your main point • Close politely and

positively

• Use Direct Approach• Consider your reader• Give a personal touch • Be concise• Be friendly• Check spelling and grammar• Use the correct format• Conversational style

FORMAT

SAMPLE

554 Derby LaneLexington, Kentucky 40522October 3, 2004 Dr. Leroy Johnson435 Outer LoopToledo, Ohio 43620

Subject: Proposal Accepted.

Dear Dr. Johnson,"I am delighted to inform you that we have accepted your proposal for a grant from the Foundation. The Foundation is always eager to support much-needed charities such as yours.

Enclosed you will find a sheet detailing the terms of your grant, including the total amount, accounting procedures, and how we will assess your progress. Please photocopy the sheet, then sign, date, and return it by the end of June.

Congratulations on being chosen for the grant. We look forward to working with you in the near future."Sincerely yours, Kim PaulCharity Program Chair

BAD NEWS LETTER

BAD NEWS LETTER

• Bad news letters convey bad news • They most often involve refusals

Writing a bad news letter:• write it in such a way that encourages the

reader to read till end,• Make the reader understand the reason for

the bad news

FORMAT

• Opening paragraph• Middle: give the reasons why you cannot

grant the request--then deliver the bad news. • Closing paragraph

GOALS OF BAD NEWS LETTER

• Goal # 1:communicate the bad news in a way that the reader understands.

• Goal # 2: keep the good will of the reader

TWO SAMPLES

SAMPLE # 1

October 11, 2010

Mr. John Anderson1528 NE 173rd AvenueWoodinville, WA 98072Dear Mr. Anderson

Thank you for your letter of September 15. We appreciate your inquiry concerning yourBenson 500 motorcycle. We want to satisfy our customers with high-quality products andservice.The Benson Bike Shop carries a one-year warrantee on all parts and labor under normalusage. Page 6 of your owner's manual states that 2-cycle engine oil and unleaded gasolinemust be used for the warrantee to be in effect. Our inspection of you motorcycle engineshowed that 10W30 oil had been used, along with leaded gasoline. The use of incorrect oiland gasoline has caused the problems you are experiencing.Our skilled technicians can repair your motorcycle engine at the usual rate. The repairs areguaranteed for 90 days. We are confident that we can restore your engine to excellent working condition, andwe would be happy to answer any maintenance questions you may have.Please call our repair center at 425-564-7889 to tell us if you would like us to proceed with the repairs. As soon as your engine is repaired you will be able to enjoy riding your Benson 500 once again.Sincerely

Michael SimmonsBenson Service Center

SAMPLE # 2

Kimo PressP.O. Box 8302Bellefonte PA 16826March 31, 2010 Stephen Kind13 Horror Ave.Portland, Maine 04663Subject: An adjustment Refusal Dear Mr. King,Thank you for your letter of March 10, 2010 providing the outline of your novelette, “The Shaw shankRedemption.” It sounds like the basis for a gripping story. In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, andfor Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most ofwhich are non-fiction, and as a result of this specialization, it would not be practical for your manuscript

to be taken on. Fortunately, there are numerous larger publishers who produce a wider range of books, and one of themmay be more receptive. Your imagination is clearly a high order, and we wish you all success in your career. Cordially, Chuck Fager,Publisher

THINGS TO AVOID

• Don't deliver the bad news in the opening paragraph.

• Always try to tell what you CAN do before you say what you CAN'T do.

• Explain the WHY before you deliver the bad news. For many readers, once they see the NO they don't pay attention to the WHY.

• Remember that a major goal is to maintain a positive relationship with the reader. Do whatever you can to help the reader understand and accept your message.

• When you are through writing the letter, make sure the message that you cannot grant the request is clear.

CONCLUSION Sometimes in business you simply cannot avoid

writing a letter that has bad news. However, you can try to write the letter in such a way as to maintain a good relationship with the recipient, as well as breaking the bad news in the easiest way. You don’t want to burn any bridges in business, so it really is to your advantage to write an effective bad news letter.