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Reader Expectations: The reader expects to have a logical explanation and reasoning for the bad
news. Although the reader will probably not be happy with the news, he or she anticipates to be given suggestions on how to
avoid, for instance, breaking a policy or suggestions on how to improve the situation. The tone of the document should be
as positive as possible, and the problem should be stated in an indirect manner to keep the mood as neutral as possible;
however, the document should not be entirely indirect because it may leave the reader confused on what is expected
of them.
Format Requirements: A bad news document can be written as a letter, email or memo; however, for this sample memo format is used. A memo starts with to, from, subject and date lines and does
not include a greeting because the receiver and sender are clearly stated in the beginning. The first paragraph starts with
a relevant buffer. The next couple paragraphs state the problem and give suggestions on how to avoid the problem. In the concluding
paragraph, the bad news is stated, but ends with a positive clause. A complementary close is not used in memos.
Organization: The opening paragraph contains a buffer that should be neutral, yet relevant to the issue
to be addressed. The purpose of the buffer is to ease the reader into the problem that will be discussed . The next
paragraph will state the problem somewhat indirectly and in a manner that remains positive. Placing the problem statement
at the end of the sentence can help reduce the severity of it. The next area will provide easy, clear-cut suggestions on how
to avoid the problem. Afterwards, the bad news is clearly stated with the consequences that will come of not following the
suggestions. To lighten the situation, encourage communication with the reader by leaving a phone number, if applicable, in
the case that the reader has any suggestions. The last sentence should be written in a manner that will leave the reader with
a positive outlook on the situation.
Visual Elements: The document should be able to fit on one page, and you should try to make the paragraphs
as short as possible without leaving and information out. The reader needs to be left with a clear understanding of what the
purpose of the document is, so wordy sentences and un-bulleted points may make the document confusing.
Special Features: Due to the subject matter involving bad news, the reader may be feel uncomfortable,
encouraging the writer to digress from completely communicating the bad news by writing vague and lengthy sentences. By following
this trend, however, the reader will be left confused and not fully grasp the significance of the problem.
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