Three-Step Process to Convey Bad News, Essay Example

An example of a negative business message can be viewed in the following URL: http://www.rhetcomp.gsu.edu/~bgu/3130/negative.html. According to chapter 8, it is important to follow the three-step process to convey bad news (Bovee & Thill, 2013, 193). First, the negative message must be planned, next it must be written, and next it must be completed and revised. It is important for a business to deliver bad news in the best way possible to ensure that they will not offend the recipient, thereby ruining its image.

In the example provided, the letter is written to inform an individual that the company could no longer accept him for a professional development program because he has not satisfied his graduation requirements. As a result, he is no longer qualified. By doing so, the company delivers the first goal of negative message writing, which is sharing the bad news. Next, they help encourage its acceptance by stating that this individual may be eligible for next year’s program. In doing so, they also maintain the organization’s good image, as they note that they are simply rejecting the applicant for failing to comply with their requirements (Bovee & Thill, 2013, 194). However, this is said politely and it a manner that would not allow the applicant to take offense.

The letter could be made more effective by attempting to maintain the reader’s goodwill more significantly and also by managing the volume of future correspondence in the manner. As written, it is possible that the letter recipient may wish to repeal this decision because he will graduate shortly after the program begins. Therefore, it is important for the letter sender to be more specific about this requirement to prevent any unnecessary correspondence with the recipient.

References

Bovee CL, Thill JV. (2013). Business Communication Today. Pearson. p. 193

Bovee CL, Thill JV. (2013). Business Communication Today. Pearson. p. 194