5. GOOD NEWS LETTER
Primary purpose:
• Provide information or good news
• reassure the reader of something
Good news letter is:
• easiest to write
It provides
• positive news (e.g awarded contracts, job offers,
other requests.)
6. FEATURES OF GOOD NEWS
LETTERS
• An Inquiry:
• Identify the inquiry in the
subject line.
• Open politely and
positively
• Move directly to your main
point and make it
• Outline the terms (if
applicable)
• Reiterate your main point
• Close politely and
positively
• Use Direct Approach
• Consider your reader
• Give a personal touch
• Be concise
• Be friendly
• Check spelling and
grammar
• Use the correct format
• Conversational style
10. 554 Derby Lane
Lexington, Kentucky 40522
October 3, 2004
Dr. Leroy Johnson
435 Outer Loop
Toledo, Ohio 43620
Subject: Proposal Accepted.
Dear Dr. Johnson,
"I am delighted to inform you that we have accepted your proposal for a grant from the
Foundation. The Foundation is always eager to support much-needed charities such as yours.
Enclosed you will find a sheet detailing the terms of your grant, including the total amount,
accounting procedures, and how we will assess your progress. Please photocopy the sheet, then
sign, date, and return it by the end of June.
Congratulations on being chosen for the grant. We look forward to working with you in the near
future."
Sincerely yours,
Kim Paul
Charity Program Chair
12. BAD NEWS LETTER
• Bad news letters convey bad news
• They most often involve refusals
Writing a bad news letter:
• write it in such a way that encourages the
reader to read till end,
• Make the reader understand the reason for
the bad news
13. FORMAT
• Opening paragraph
• Middle: give the reasons why you cannot
grant the request--then deliver the bad
news.
• Closing paragraph
14. GOALS OF BAD NEWS LETTER
• Goal # 1:
communicate the bad news in a way that the
reader understands.
• Goal # 2:
keep the good will of the reader
17. October 11, 2010
Mr. John Anderson
1528 NE 173rd Avenue
Woodinville, WA 98072
Dear Mr. Anderson
Thank you for your letter of September 15. We appreciate your inquiry concerning your
Benson 500 motorcycle. We want to satisfy our customers with high-quality products and
service.
The Benson Bike Shop carries a one-year warrantee on all parts and labor under normal
usage. Page 6 of your owner's manual states that 2-cycle engine oil and unleaded gasoline
must be used for the warrantee to be in effect. Our inspection of you motorcycle engine
showed that 10W30 oil had been used, along with leaded gasoline. The use of incorrect oil
and gasoline has caused the problems you are experiencing.
Our skilled technicians can repair your motorcycle engine at the usual rate. The repairs are
guaranteed for 90 days. We are confident that we can restore your engine to excellent working condition, and
we would be happy to answer any maintenance questions you may have.
Please call our repair center at 425-564-7889 to tell us if you would like us to proceed with the repairs.
As soon as your engine is repaired you will be able to enjoy riding your Benson 500 once again.
Sincerely
Michael Simmons
Benson Service Center
19. Kimo Press
P.O. Box 8302
Bellefonte PA 16826
March 31, 2010
Stephen Kind
13 Horror Ave.
Portland, Maine 04663
Subject: An adjustment Refusal
Dear Mr. King,
Thank you for your letter of March 10, 2010 providing the outline of your novelette, “The Shaw shank
Redemption.” It sounds like the basis for a gripping story.
In the crowded publishing market, every publisher needs to set priorities if it is to fill its special niche, and
for Kimo Press, that has meant a focus on developing high-end Business Writing textbooks, most of
which are non-fiction, and as a result of this specialization, it would not be practical for your manuscript
to be taken on.
Fortunately, there are numerous larger publishers who produce a wider range of books, and one of them
may be more receptive.
Your imagination is clearly a high order, and we wish you all success in your career.
Cordially,
Chuck Fager,
Publisher
20. THINGS TO AVOID
• Don't deliver the bad news in the opening paragraph.
• Always try to tell what you CAN do before you say what
you CAN'T do.
• Explain the WHY before you deliver the bad news. For many
readers, once they see the NO they don't pay attention to
the WHY.
• Remember that a major goal is to maintain a positive
relationship with the reader. Do whatever you can to help
the reader understand and accept your message.
• When you are through writing the letter, make sure the
message that you cannot grant the request is clear.
21. CONCLUSION
Sometimes in business you simply cannot avoid
writing a letter that has bad news. However, you
can try to write the letter in such a way as to
maintain a good relationship with the recipient,
as well as breaking the bad news in the easiest
way. You don’t want to burn any bridges in
business, so it really is to your advantage to write
an effective bad news letter.
