Be tactful and sincere nobody likes bad news messages and make a special effort to present the bad news try to make it tactful and sincere as you possibly can. A strong undesireable tone often produces a strong and emotional reaction on the part of the reader. .
Prepare the reader most people can take bad news but some not as easily suprises most of the time bad news messages do not recive very well and bad news gets communicated wrongly.
Use empathy put your self in the position of the reader and try to picture the reations of what is going to be said. Bad news messages are tended to be longer than good news messages.
Anaylize the situation carefully the situation is sensitive for the reader so if the information is known by the reader it is generally less upsetting and a more direct style is appropriate for the reader. A few readers do not like the direct style and tend to be open and providing even more upsetting information is not a very wise thing to do.Even if your prefer the direct approch sometimes its noe a good idea.
Bad news stratagy for negitive messages.
Begin with a buffer and soften the bad news.
Explain the reasons for the decisions in a logical manner.
Offer other suggestions or alternitives.
Close a positive neutral note.
A buffer is a neutral note that enables you to explain the situation logically before you present the bad news message .
What would you do first to resolve the problem.
What would you do next to determine the best corse of action.
De emphasize the bad news information.
Mechanical techniques.
use regular font bold and capital letters.
Space.
limit the amout of space.
Isolation.
ensure the bad news statements are in a multiple line .
Sentance structure.
use compound complex sentences.
Language .
Passive voice .
Position.
middle paragraph needs less emphises.
Close a bad news message with care. Stereotyped closings that writers use in most letters often lead to generaly bad closings. Make sure the closings don't use ironic statements that imply the problem.