Bad-news messages written in any language should follow the indirect plan for business writing, which calls for a buffer opening, followed in order by an explanation, the refusal and a pleasant close. Washington D.C. translators suggest that when a client from a global corporation crafts such a message, he should show that his decision is fair and reasonable so that he retains the reader’s goodwill. When possible, the The Marketing Analysts Translations suggest that clients offer an alternative, compromise or counter proposal to offset the refusal.
- Does the letter begin with a buffer that relates to the reader’s concerns?
- Does the buffer avoid stock opening?
- Does the buffer introduce the topics?
- Does the buffer avoid misleading statements?
- Will the buffer make the reader more receptive to the explanation?
- Does the buffer serve as a natural transition to the explanation?
- Is the explanation thorough?
- Will the explanation convince readers that the refusal is based on sound reasons?
- Does the refusal follow naturally from the explanation?
- Is the refusal the logical outcome of the explanation?
- Is the refusal tactful?
- Have you offered an alternative or a compromise whenever possible?
- Does the close avoid clichés?
- Does the message end on a pleasant note?
- Does the close avoid suggestion of future problems?