Describe the different strategies and techniques used in writing a good-news letter and a
bad-news letter.
· Provide an example of bad news you might have to deliver in a letter.
· Explain which bad-news technique you would choose for this type of letter.
When writing a good-news letter, the goal is to deliver positive information or convey a message that brings joy or satisfaction to the recipient. On the other hand, a bad-news letter is used to deliver negative or disappointing information in a diplomatic and sensitive manner. Let's explore the strategies and techniques for each letter type.
Strategies and Techniques for Writing a Good-News Letter:
1. Start with a positive tone: Begin the letter by highlighting the positive news or achievement to immediately grab the recipient's attention and create a positive atmosphere.
2. Use a direct approach: Clearly state the good news in a straightforward manner, keeping the message concise and to the point.
3. Highlight the benefits: Emphasize the advantages and benefits of the good news, demonstrating how it will positively impact the recipient's life or situation.
4. Show enthusiasm and empathy: Express your own excitement and enthusiasm about the good news, while also acknowledging the recipient's feelings and emotions.
5. Maintain a professional and respectful tone: Use polite language and maintain a respectful tone throughout the letter.
Example of a Bad-News Letter:
Subject: Job Application Rejection
Dear [Applicant's Name],
Thank you for expressing your interest in our company and taking the time to submit your application for the position of [Job Title]. We sincerely appreciate your enthusiasm and the effort you put into the application process.
After careful consideration and review, we regret to inform you that we have decided not to move forward with your application at this time. We received a substantial number of applications from highly qualified candidates, making the selection process very competitive.
We want to assure you that your qualifications and experience are impressive; however, after a thorough evaluation, we have selected a candidate whose skills and background more closely align with our requirements for this particular role. We encourage you to continue pursuing opportunities that match your expertise, as we believe your skills will benefit other organizations.
We want to express our appreciation for your interest in our company, and we will keep your application on file for future reference. Should a suitable opportunity arise in the future, we will not hesitate to reach out to you.
Once again, we appreciate your interest in our organization and wish you the best of luck in your career endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Bad-News Technique for the Example Letter:
In this case, the bad-news technique chosen is the indirect approach. The indirect approach is used when delivering sensitive or disappointing news. It aims to soften the impact by starting with a buffer or positive statement, such as expressing gratitude for the applicant's interest and effort in applying. It then proceeds to deliver the actual bad news using clear but gentle language, along with a genuine explanation for the decision. The indirect approach helps to cushion the blow and maintain a respectful tone throughout the letter.