In a memo, tell the person whose report you have read that the company/community/etc. WILL NOT be implementing the recommended solution
Northrop Grumman Corporation
In a memo, tell the person whose report you have read that the company/community/etc. WILL NOT be implementing the recommended solution to the problem he/she has proposed. You will have to be creative in offering reasons why the solution cannot be implemented (money, opposition from stockholders, higher command or management, etc., are typical reasons for such decisions).
Suggestions for “Negative News” Responses
- 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, reread it to ensure the denial is clear.
“Bad News” presentation (usually three or four paragraphs)
Opening paragraph: Show appreciation for the reader, but don’t deliver the “bad news” here. This is your buffer paragraph.
Middle: Give the reasons why you cannot grant the request–then deliver the bad news. This is the hard part to write. Remember that your goal is to help the reader understand and accept your decision. Try to state the refusal in a positive way.
Closing paragraph: If at all possible, state something you CAN do for the reader in the closing. In any case, provide the reader with a suggested action to remedy the situation. Close with a positive statement.
Subject: Business
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