BadNews

A bad news gives the readers unwelcome news.It is ,therefore,like to disappoint the readers. It's a difficulty letter to write successfully. You must write it so that the reader have every chance of understanding and accepting your explanation.Most people dislike writing bad news letters which are difficult to write successfully. The messange may angry,disappoint, offend or antagonize the readers.So it's most important to uste the correct writing strategy to keep the customer's good will.

Indirect Order of Information
You guide them gradually through the letters to bad news. Then any reason and explanation for the refusal are seen and read before the reader reaches bad news.

The writing stratege
1.Open with a courteous greeting
2.Explain the situation fully
3.State the bad news
4.Close with a positive paragraph
Lead the readers from a courteous opening to relevant information or explanation,then to the bad news towards the end of the letter. In the middle paragraph, explain the situation clearly and courteously.Never place the refusal in the last sentence of the letter.Avoid refering again to the bad news,apologizing repeadly or using cliches.Cose with a sentence or paragraph that is courteous and pleasant.

For Types of Bad News Letters
Including:
1.Order refusals
2.Saying"no" to a request for credit
3.Refusing an adjustment
4.Declining invitations and requests for favors.

An Order Refusal
Sometimes orders are refused because buyers have over-extended their credit level or are poor or slow payers. Alternatively, your organization may not deal with the requested line of of stock.
The order given below:
1.Star by acknowledging the order with thanks
2.Explain the reason for the refusal
3.State the refusal
4.Close with a courteous expression of interest in continuing your relationship with the customer

A Credit Refusal
Credit is sometimes refused if the applicant has too little time as one address or in current employment,lacks assents,or have too low a level of income. The writing plan given below for your reference.
1. Start with a neutral(buffer) opening
2.Explain the factors considered in the decision
3.State ther refusal clearly and courteously
4.Close with courteous inviting the receiver to contact your organization in the future.

An Adjustment Refusal
A genuine adjustment request is a request to change,replace or adjust a transaction that has already taken place.Examples include requests to replace the damaged good or missing parts,replace an incomplete order,or correct an error on an account.An adjustment refusal is given when the organization believes that the adjustment is unjustified,or that's is not responsible for the problem,or that a problem does not exist at all.The strategy listed below:
1:Star with a buffer paragraph acknowledging the adjustment request
2.Explain the reasons for the decision
3.State the refusal courteouly
4.Close with courteous attempt to maintain the customers' good will

Refusing an Invitation or Request
Invitations and requests often come from other business people or community groups.To maintain goodwill,it's necessary to write the refusal in a manner that experesses your interest in the reader.By giving valid reasons for a refusal,you're sometimes also able to soften the bad news. The order listed below:
1.Start with a neutral buffer,preferably by expressing your appreciationof the invitation or request
2.Give a full explanation
3.State the refusal clearly,couteously and tactfully
4.Close by expressing interest in the other person or organization
In each one of these bad news letters, the writing strategy is the indirect order of information. The most important part of the letter, to the readers, is the decision--in this case, the refusal.All the contents-the reasons as wee as the decision-should be written in an attempt to maintain the readers' good will.