Reader Expectations

When communicating bad news, if your reader has any idea it is coming, they may already have a negative or skeptical attitude. Either way, they expect that the document will sufficiently inform them of the bad news, but in a manner that will not cause them to be more upset than need be. In other words, you must make sure you maintain a positive, inspiring tone to keep the reader from being discouraged by the bad news.

Format Requirements

Communicating bad news internally will generally be in memo form. Refer to the format section provided by the link below for a description of memo format.

Memo format

Organization

Like most documents, communicating bad news generally follows an introduction, body, and conclusion format. There are several key features in each section that are crucial to successfully creating bad news without being negative or offensive.

In the introduction you will want to begin with a buffer. This should be a statement that is positive and motivating that will break the ice for you to start moving toward the bad news.

The beginning of the body should contain a statement that forecasts the bad news without stating it directly. This will place you in a position to begin talking about the areas or subjects where you feel change and improvement is needed. Once you have finished describing your expectations, you then state the bad news. At your discretion you may add a sentence or two, describing why it is important that the changes or improvements be adhered to before stating the bad news.

The conclusion should be short, and return to a very positive tone that will leave the reader content about dealing with the ramifications of the bad news. Refer to the sample below for an example.

Visual Elements

Memos that communicate bad news should be simple, having limited variations of font size and spacing. For the body section, if you have several expectations or areas that the bad news concerns, a bulleted list will generally be appreciated by your reader. One line of space in between all paragraphs and bulleted items is sufficient. Unless you have a particular type of bad news that requires great detail or explanation, your document should not exceed one page.

Special Features

One of the most important requirements of writing bad news is the buffer and the forecasting statement. These sections allow the reader to anticipate and prepare for the bad news in the latter part of the document. This way he or she is not immediately overwhelmed by having to read the bad news right away.

Sample