Using the three-step writing process for writing negative messages.

     Last time I discussed that when it comes to writing a proper business message you should use the three-step writing process. Now it's time to discuss how to use the three-step writing process to deliver bad news to someone.

     When planning your message you need to take in the fact immediately that your audience is not going to like what you have to say to them. You need to make sure you think through your purpose of this message carefully to determine how straightforward it is such as turning down a job application, or more complicated such as having to give someone a bad review on performance. Once you have a clear purpose you also need to realize negative messages can sometimes feel extremely personal to the receiver. Selecting the right medium is also very important and it is advised to deliver the message in person to show respect and allow them to ask questions. One thing to remember is that trying to get the main idea across in your message is usually more difficult than just telling a person "no".

     When you begin to write your negative message keep a close eye on the effectiveness of it because if the audience feels the message is unclear it will just add on to their stress. When it comes to saying certain things make sure to choose positive words. For example, "Your request doesn't make any sense." can be perceived as being harsh as opposed to saying "Please clarify your request." So use language that shows respect and doesn't seem to sound as if you are accusing them which will hurt their pride.


     Finally, when it comes to completing your negative message pay very close attention to all details making sure everything is said clearly for the audience to understand, complete as to not leave any details out that can make the audience question something, and concise so the user doesn't have to spend a long time reading more and more bad news. You should make sure you have proofread the document for any grammatical errors and when everything checks out be sure to deliver it promptly and that the audience receives the message.


Below is a link showing intern doctors practicing how to deliver bad news to patients.
Delivering Bad News

Three-Step Writing Process

     When it comes to planning out how to write a proper business message there are many thoughts that may come into a persons mind such as "how should I say this" or "Does this have everything I want it to say". There is a simple three-step writing process that will help in making sure you create a more effective message.

     The first step is the planning stage. The planning stage is where you analyze the situation to find out purpose and also to develop a profile of who your audience will be. You must gather information that will fill the needs of your audience. In the planning stage you will also select the right medium to deliver your message. Before you begin to write your message, you should lastly make sure you have organized your information to make sure you can get your main point across and decide what kind of approach you will take whether direct or indirect.

     The second step is the actual writing. The main idea you must focus on when writing is to make sure you adapt to your audience. By maintaining a "you" attitude towards the audience, you build a better and stronger relationship and gain credibility through your positive emphasis and politeness. Make sure to control the tone of your voice to a conversation tone with proper voice and plain English. While you are composing the message remember to choose strong words that will get your point across to create more effective sentences through your message.

     The last step comes when you are done writing your message. The first thing to do once finished writing is to revise your message and evaluate its contents and make sure it is clear and readable to your audience. After you have ensured that your message is exactly spot on to what you want to say then you can choose an effective design layout that will give your message a professional appearance. Before its time to send your message out, you should go back through your message but this time to search for any errors in spelling, mechanics, or layout. Once all of this is done then you can distribute the message using the medium you chose during your planning and make sure everything that is needed to be sent is sent successfully.



Below is a link to an example as to how you would make sure you deliver bad news to your audience in the best way possible.
Business English Writing - Bad News