- To convey the bad news.
- To gain acceptance for it
- To maintain as much goodwill as possible with your audience
- To maintain a good image for your organization
- If appropriate, to reduce or eliminate the need for future correspondence on the matter.
2.
- Will the bad news come as a shock?
- Does the reader prefer short messages that get right to the point?
- How important is this news to the reader?
- Do you need to maintain a close working relationship with the reader?
- Do you need to get the reader's attention?
- What is your organization's preferred style?
3. Sequence for Indirect
Opening with a buffer, providing reasons and additional information, continuing with a clear statement of the bad news, and closing on a positive note.
4. A buffer is a neutral, noncontroversial statement that is closely related to the point of the message and it establishes a common ground with the reader. A buffer can become unethical when it is insincere or deceptive to the reader.
5. The purpose of stating your reasons before explaining the decision is because it helps maintain the issues at hand and defuses the emotions that always accompany significantly bad news.
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