Speech and Writing for Business Communication Negative Later
Letter 2: Negative Message
Assignment:
You are a recent college graduate and are applying for a number of jobs. Unfortunately, you receive two offers on the same day and need to accept one and decline the other. Write a letter to the hiring manager (see below) explaining your acceptance of another offer, keeping in mind the five goals of delivering bad news. You select the scenario that is most applicable to your current situation.
Preparation:
Review Chapter 11: Bad-News Messages
Format:
Use the modified block letter format for this assignment. There are two main ways to format a negative message letter; directly or indirectly. For this exercise, you will be utilizing the direct approach, since you do not need to maintain any formal relationship with the organization you are declining.
The format of your letter tells the reader a lot about you and your professionalism. Since you do not want to completely cut ties, it is important to leave a lasting respectful impression. Pay particular attention to your letter’s margins, line spacing, font type and size, and placement of letter parts such as the return address, date, inside address, salutation, complimentary close, and signature block.
The information for the job you are declining is Assistant Manager, Hilton Corporation.
The contact person for this position is Terrence Walters, Hiring Manager, Hilton Corporation, 555 SW 8th St., Miami, FL 33199.
Recommended Organization
Introduction/Opening: Begin your letter with the bad news. The indirect approach includes a buffer, however, the direct approach does not. Be sure to remain professional and concise in this section to not sound rude or ungrateful for the opportunity.
Body/Discussion:
In the first paragraph of the body include your reasons for the decision, without too much detail about the other position. Having the right balance of ambiguity is respectful to the employer you are declining. Use creativity when developing reasons for taking the other position over theirs.
Maybe the schedule was more flexible or the other position better for your skillset. These are just a few examples to consider when writing this section. In the second paragraph, you can add a positive spin to the situation if you desire. This could be as simple as saying you’ll keep this employer in mind for future endeavors or that you will recommend a qualified friend who should apply for the position.
Conclusion/Closing:
Begin your closing paragraph with a courteous transition and thank the employer for the opportunity. Conclude your letter by indicating how the reader may contact you if he has any questions.
Your Name Your mailing address, City, ST Zip code
Phone Number (optional); E-mail (optional)
_____________________________________________________________________________________
Month Day, Year
Name of Receiver, Title
Company Name
Mailing Address
City, ST Zip code
Dear Mr. / Ms. / Dr. / Professor / Recipient’s Last Name:
When writing a letter using the modified block format style, no lines are indented. Include your address
and, if you like, your phone number and/or email where you can be contacted. Skip two lines and include
the date. Skip two lines and include the name and address of the recipient of the letter. Skip one line
and write the letter’s salutation. Select the most appropriate title with the recipient’s last name followed
by a colon.
Skip one line to begin the first paragraph of your letter. Paragraphs are singles space with one blank line
between paragraphs.
The margins for a typical letter are 1 to 1.25 inch left and right side margins, a 1 inch margin at the top,
and at least a I inch margin at the bottom of the paper. Margins may be adjusted slightly to make your
letter fit on one page, or to space the information so that page breaks do not happen at awkward places.
Create a straight, left margin and all paragraphs and headings should be lined up with the left margin.
Single space within each paragraph and skip one line between paragraphs.
If your letter exceeds one page, use a second-page heading which includes your name, date, and page
number.
Close your letter with an invitation for further discussion and how you can be contacted. Skip one line and
create the complimentary close and signature block. Typical customary closings are Sincerely and
Cordially followed by a comma. Sign you name legibly in the two to four blank lines you skipped between
the customary close and your typed name.
Sincerely,
Your Signature (script font)
Your Name
Title
Enclosure: Name of enclosures (if applicable)
Letter 2: Negative Message
Assignment:
You are a recent college graduate and are applying for a number of jobs. Unfortunately, you receive two offers on the same day and need to accept one and decline the other. Write a letter to the hiring manager (see below) explaining your acceptance of another offer, keeping in mind the five goals of delivering bad news. You select the scenario that is most applicable to your current situation.
Preparation:
Review Chapter 11: Bad-News Messages
Format:
Use the modified block letter format for this assignment. There are two main ways to format a negative message letter; directly or indirectly. For this exercise, you will be utilizing the direct approach, since you do not need to maintain any formal relationship with the organization you are declining.
The format of your letter tells the reader a lot about you and your professionalism. Since you do not want to completely cut ties, it is important to leave a lasting respectful impression. Pay particular attention to your letter’s margins, line spacing, font type and size, and placement of letter parts such as the return address, date, inside address, salutation, complimentary close, and signature block.
The information for the job you are declining is: Assistant Manager, Hilton Corporation.
The contact person for this position is: Terrence Walters, Hiring Manager, Hilton Corporation, 555 SW 8th St., Miami, FL 33199.
Recommended Organization
Introduction/Opening: Begin your letter with the bad news. The indirect approach includes a buffer, however, the direct approach does not. Be sure to remain professional and concise in this section to not sound rude or ungrateful for the opportunity.
Body/Discussion:
In the first paragraph of the body include your reasons for the decision, without too much detail about the other position. Having the right balance of ambiguity is respectful to the employer you are declining. Use creativity when developing reasons for taking the other position over theirs.
Maybe the schedule was more flexible or the other position better fir your skill set. These are just a few examples to consider when writing this section. In the second paragraph you can add a positive spin to the situation if you desire. This could be as simple as saying you’ll keep this employer in mind for future endeavors or that you will recommend a qualified friend who should apply for the position.
Conclusion/Closing:
Begin your closing paragraph with a courteous transition and thank the employer for the opportunity. Conclude your letter by indicating how the reader may contact you if he has any questions.