Giving bad news to both people within and outside of the company is something that must be done so carefully to maintain goodwill. When preparing a letter containing negative information, it is possible to make a bad situation look positive. This is not to say that an organization should ever not exhibit good business ethics. The way that a letter is typed can deemphasize the negative by stating the reason in third-person, being specific, avoiding negative words such as "not", and always present the situation with a positive outlook on the reader's future. You should only state the negative once in a clear, concise manner.
When preparing persuasive messages the writer must write with a different approach and dialogue. There are different formats for varying types of persuasive messages. When the audience is willing to comply or your audience is busy you should take the direct request pattern. With the direct request pattern you put the request or main topic in the subject line. The problem-solving pattern is used when the reader is not likely to do what you ask. With the problem-solving method, you will want to use a directed subject line that tells where you stand on the topic. When reader's object, there are several strategies that you can use to persuade the reader to do what you originally asked. Examples include showing the benefits, sacrifices made, and how the short term decision of the reader will benefit them in the long run.
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