Write a one-page letter to Greenfield’s construction manager informing him/her that you cannot make the requested change. Note that you have chosen to write a letter rather than simply making a phone call or writing an email because this message might be considered a kind of addendum to the contract; therefore, you want a written record and you want it to be more formal than an email.
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One of the most important features of a bad news message is the reason for the bad news, which ideally should be airtight and should not cause you to lose the good will of the recipient. The best reason in terms of maintaining good will is the zoning rule because that takes the decision out of your hands, but this client may know that the rule is often not enforced. However, you certainly can’t get into an explanation of why the company cannot bend the rule at this point. The most airtight explanation is the contract deadline, but customers never like to be told no on the basis of “policy,” and clients who are spending a lot of money are accustomed to having exceptions made in their favor. You want to explain the negative decision in a way that will allow you to keep the good will of this client, and both of the possible reasons that you could give have both strengths and weaknesses.
As you think about how to write this message, you need to consider what reason(s) you will give for saying no, how to present the reason(s), and whether you will offer anything to this client to soften the blow of the bad news. As you draft the message, you need to consider how you will write the buffer, reason, bad news, any other needed explanations, any alternatives, and a closing aimed at maintaining good will.
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Note that in writing this message, you will need to select the necessary information to include (as in the other writing assignments, some of the information is provided as background but would not be appropriate to include in the message), organize this information effectively for a bad news message, and put the information as much as possible in your own words and sentences. Planning and Drafting Bad news messages often start with a buffer that establishes goodwill with the reader. This is immediately followed by a clear and carefully worded statement of the bad news. The rest of the message provides support in the form of additional reasons, potential positives, possible alternatives. A bad news message concludes with any follow up actions for the reader or from the writer, and ends on a cordial note to re-establish the goodwill of the reader.
Use the following format: • Block letter formatting (see textbook) • One-inch margins all around • Left-only justification • 12-point regular Times New Roman font. (Although 11-point Calibri is Word’s default font, serif fonts like Times New Roman are more reader friendly for longer texts because the serifs draw the eye forward, while sans-serif fonts like Calibri are more effective for very brief texts in which you want to hold the eye.)
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