Business

Writing the negative letter requires careful thought, clear phrasing using the right choice of words, and maintenance of goodwill.  Communicating a negative message must also take into consideration the intended recipient. A good business correspondence pays respect to readers and gives due consideration for those readers needs and viewpoints. In others, it must show empathy. On the other hand, it must also build support for the message which is being conveyed on behalf of the firms top management.  Whatever the scenario, an organized and positively worded business letter or memo will have a greater likelihood of obtaining a positive response or satisfactory outcome than a carelessly written one.

I. The main steps that a writer must take in drafting effective business communications basically include the following
                   
II. Business Letter for Store Managers

THE STORE MANAGER

Dear __________
Beginning early next week, we are moving to a four-hour work week.  After careful study, we deemed it fitting to give employees and managers an entire day off, with the expectation that you will return to work the following week with a rejuvenated outlook.  Besides aiming to increase productivity, a four-day work week will also enable the company to reduce energy costs. Employees likewise stand to benefit by saving on commuting or fuel costs.

With soaring gas and utilities prices, management has been brainstorming measures to survive the economic crunch. This firm has always sought to offer its employee force the best that it can. However, as you well know, business has been at a standstill over the last several months. Hence, it has become imperative to implement cost-cutting measures to remain viable and also retain the services of all.

We will try the 10-hour four-day work week arrangement for one week this coming month, and then move up to two weeks during the subsequent month. Once everyone has adjusted, we shall fully implement the new policy. From Monday to Saturday, stores will open an hour later and close an hour earlier. Stores will be closed on Sundays.

The new work schedule shall apply to all full-time employees, including managers. On the other hand, the working hours of part-time employees will be consolidated in one-, two-, or three-day work weeks, depending on how many hours they are scheduled to work.

Critical services such as utility and security personnel will continue to work their normal schedules, but other departments will now begin following this new schedule. Field sales personnel are expected to continue o telecommunicate with clients as the need arises.

We welcome suggestions and feedback that you feel may redound to the benefit of the firm and the entire employee force.

Looking forward to your cooperation.

Sincerely,

(NAME)
Public Relations Manager

A Business Memo for Store Employees

Date        January 31, 2010
To           All Store Employees
From       The Public Relations Manager

Subject   The Four-Day Work Week Challenge
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Are you up for the four-day work week challenge

A new working schedule that can deliver amazing benefits to employees while also translating to energy cost savings for the firm will be implemented beginning next week.

All store employees, including managers, will now be working ten hours for four days, Monday through Thursday, with no cut in salary.The new policy, in effect, is a green strategy that will result to reduced energy costs and lower carbon footprint. It is also aligned with the companys thrust of providing its workforce more opportunity for work-life balance.

If you take on the challenge, youll discover that you need to be quite efficient when you are working  for four straight days.  From Monday to Saturday, stores will open an hour later and close an hour earlier. Stores will be closed on Sundays.

We will try the 10-hour four-day work week arrangement for one week this coming month, and then move up to two weeks during the subsequent month. Once everyone has adjusted, we shall fully implement the new policy.  During the test phase, do let us know if you have any suggestions and feedback about this matter.

For your compliance.

An E-mail Message for Retail Customers and the Public

To        Our Valued Customer
Date     31 January 2010
From     The Retail Clothing Store
Subject  Four-Day Work Week Beginning Soon

We have great news for you, our valued customer.

Beginning the second week of this coming month, The Retail Clothing Store will be able to entertain your calls and inquiries two hours beyond regular working time.

The company is implementing a four-day work week which will entail 10 working hours from Monday to Thursday from all store managers and the rest of the employee force. This innovative green strategy is expected to result to reduced energy costs and lower carbon footprint. It is also aligned with the companys thrust of providing its workforce more opportunity for work-life balance

Please take note of the new store operating hours effective February 8, 2010. The Retail Clothing Store will open an hour later and close an hour earlier. Stores will be closed during Sundays.

We strive to provide you the best customer service possible, and we continuously welcome comments  suggestions from you.  In the meantime, watch out for more exciting promotions and events that we have lined up for you in the coming months.

Thanks for your unwavering support,

Management

If you no longer wish to receive communication from us HYPERLINK httpautocontactor.comappr.aspID1067624419ARID0D t _blank Cancel

III. Writing the negative letter or memo entails knowing the facts beforehand, and then phrasing the correspondence in a way that will elicit a good reaction. Politeness and length help (Locker  Kienzler, 2008, p. 349), and so does being clear and succinct.  In certain cases, even a negative message or situation can be recasted into a positive message, making it more persuasive (Locker  Kienzler, 2008, p. 348). Just as important as being polite in the way the letter is phrased is being careful not to alienate nor offend the reader, much less be misinterpreted, which often happens with impersonal messages or medium like the electronic mail. Proper wording depending on the targeted recipient is very crucial then. In a business environment, you want to maintain the attention and goodwill of your reader (Campanizzi, 2005, p. 46). Maintaining goodwill is very important especially after the negative decision has been conveyed. The least that you would want to do is to annoy your managerial team, subordinates, or clientele.

Just like with academic papers, it is important to write the  negative letter with a clear purpose in mind and then to develop the main theme or focus with supporting details, before bringing the matter to a close.  Effective business writing also makes proper use of the elements of style. Compared to a case study or essay, a negative letter or memo focuses more on the reader and as such may tend to go on the subjective side. A negative correspondence should also not be too lengthy, the way business case studies are, lest it lose reader attention.