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Chapter 8. Writing Negative Messages. Learning Objectives. The Three-Step Writing Process The direct and indirect approaches Routine negative messages Negative employment messages Negative organizational news Negative information in social media.
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Chapter 8 Writing Negative Messages
Learning Objectives • The Three-Step Writing Process • The direct and indirect approaches • Routine negative messages • Negative employment messages • Negative organizational news • Negative information in social media
Plan the Message Purpose Audience Medium Approach
Choose the Approach • Get the reader’s immediate attention? • Audience’s communication preferences? • How important is the news to the reader? • Will the bad news come as a shock?
Write the Message • Clarity • Sensitivity • Credibility • Etiquette
Complete the Message • Revising • Producing • Proofreading • Delivering
State the Bad News • Direct • Professional
Explain the Bad News • Reasons • Information
Close the Message • Respectful • Positive
Open with a Buffer • Respectful • Relevant • Neutral
State the Bad News • Deemphasize the News • Use a Conditional Statement • Emphasize Positive Aspects
Write a Positive Close • Avoid Uncertainty • Limit Correspondence • Express Optimism • Be Sincere
Workplace Proposals • Internal • External • Solicited • Unsolicited
Routine Requests • Manage your time carefully • If the matter is closed, say so • Offer alternatives, if possible • Don’t imply further assistance
Status of Transactions • Modify Expectations • Explain Your Plan • Mend the Relationship
Claims or Adjustments Things to Employ Things to Avoid • Understanding • Emotional Response • Accurate Information • Abusive Language • Courtesy and Respect • Anger or Malice • Positive Tone • Negative Tone
Recommendations Requested by Businesses Requested by Individuals Conciseness Diplomacy Directness Preparation
Social Network Requests • Ignoring • Refraining • Responding
Job Applications • Personalize the message • Express your appreciation • Convey the negative news • Avoid offering explanations • Don’t imply future consideration • Close with a positive, courteous tone
Performance Reviews • Meeting • Feedback • Coaching
Negative Performance • Documentation • Consistency • Objectivity • Job Description • Improvement
Terminating Employment • Present Reasons • Avoid Discrimination • Follow Policies & Laws • Avoid Personal Attacks • Seek Advice • Deliver in Person
Respond Effectively • Engaging • Monitoring • Evaluating • Responding