Lettershop Assignment--Bad News Letters
Goals:
able to use appropriate format
able to use appropriate tone
able to develop content
Background:
Business people generate good news and bad news letters far more often then they generate neutral letters. Bad news is more difficult to write than good news. However, the most difficult letter is the qualified acceptance/rejection letter. We have two qualified acceptance letters in the letter shop.
In writing bad news letters, you must be very clear what you are rejecting. Are you rejecting an idea, a goal, or a person? It is very easy for the recipient to feel a personal rejection even if that is not your intention.
Good news letters can often go beyond the news they are intended to give. For example: I want to tell you that your loan application has been approved. I have to be very clear. You were not accepted for an unlimited amount of money. You were approved up to $X.
Qualified acceptance letters require you to walk a fine line. You do not want to lose the person/offer but you have to modify the deal/job terms. Never start with “Yes I accept,” and then try to modify. You accepted. The reader may not read the rest of your letter.
You are being given a thumbnail sketch for several letters. You will need to supply a great many of the details so you are challenged to be consistent, clear, logical, and effective. Review the material in the orientation folders as well as the material on letters in your text, Correspondence chapter. Your handbook has examples of and discussions about each type of letter covered in this project.
Helpful hints on beginning and completing each letter:
Be creative! Think about situations similar to the letter you are writing, this helps you relate to the situation, producing a more effective and believable letter.
Communication is the key! In this case, communication takes two formats. First, if you do not understand an assignment ask! Second, when you write letters your purpose and information should be a clear communication to the recipient of the letter.
You need to produce a letterhead for each letter. I am not concerned about the artistic quality of the letterhead anywhere near as much as I am concerned about the match between the letterhead and the content. P&G has one basic letterhead that it uses for its serious business letters. It has many different ways of communicating ads, giveaways, etc.
The layout format of choice, at this time, is full block style. This style eliminates many keystrokes and creates an easy reading line. Do not use semi-block or full justification styles.
Business letters, while not chapter books, are not limited to one page.
Please note: Section may or may not equal paragraph. It will vary between letters and sections of each letter.
Bad News Letters
For this first portion of the lettershop, you are asked to write bad news letters that are in response to a request such as an invitation, job application, or loan application. Several people have looked at my syllabus and congratulated me for including the bad news letters. When you have to put in writing something very negative, it is never easy, and you need to have practice at this skill.
When writing a bad news letter, always:
· Be thoughtful of the reader’s feelings. You want to begin with a positive comment towards the person or company to whom you are writing.
· Always remain courteous.
· If you are rejecting a person, do so in a way that is clear but not hurtful. Direct rejections are never easy.
· If you are rejecting a proposal, idea, or invitation clearly let your reader know that is what you are rejecting.
Your bad news letter should include:
1st section: This should include an appreciation and acknowledgment of the reader’s request (Pertaining, of course, to the matter of their letter, e.g.: job application, invitation, other.) For example, “Thank you for applying,” or “Thank you for your time.”
2nd section - Explanation and Bad News: This should include a thoughtful explanation of why you are rejecting their request. Your rejection should match in length the item(s) being rejected. For example rejecting an invitation requires very little explanation, but rejecting a proposal or a merger or other issue requires more explanation. Your rejection must be clear, not equivocal. “It is a good idea. I will think about it and get back to you,” does not reject anything. Your assumption is that if they don’t hear from you they will know you rejected the idea. You are actually setting up a great many more hurt feelings than giving a clean clear rejection.
3rd section - Goodwill: In this paragraph, acknowledge the success of the reader, whether it is their company’s success, their education, or their qualifications. This sincere closing should in theory leave the reader feeling better about their rejection. It won’t leave them feeling better, but it will help both parties to remain on friendly terms. Be very cautions about coming across as false or patronizing.
Assignment—Bad News Letters
1. You have been invited by Steve Insky to go to the AP’s annual conference. This year the conference is being held in Moscow. You are to speak on your new book extolling the virtues of a free press. You do not wish to go, however you do want to keep your positive relationship with Insky and the Associated Press.
2. The Board of Directors sent you a letter requesting you send them a report and a cover letter about the Day Care Project you have been directing. The day care had one injury (requiring a trip to the ER and stitches), dropped enrollment, turned over three teachers, and is losing a small (relatively speaking) amount of money. [Remember you are producing a letter not a complete report. The letter will have immediate need to know highlights and reference the fictitious attached report.]
3. You are refusing someone a letter of recommendation.
Grading for the letters
45% content
20% format
35% grammar, spelling, logic
