Module 2a — Office
Correspondence
and Records
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Bad news letters
Bad news letters are most commonly a type of response letter. They are always difficult to write. Without being too forced about it, they should follow an indirect pattern of organization. The example in the previous activity demonstrates a recommended pattern for writing a response letter that does not necessarily give the news the reader was hoping for.
Click further to see some analysis of why this is a well written response letter.
On behalf of the Director-General of the ILO, I wish to thank you for your letter of 16 March 2003, inviting Mr. Somavia to be a keynote speaker at the academic conference entitled “Unlocking Human Potential – Linking the Informal and Formal Sectors”, in Helsinki, 17-18 September 2004. |
Statement of information or background to the response. The reference to previous letter is stated. A personal tone is struck through the use of the first person “I”. |
Unfortunately, due to prior commitments, Mr. Somavia will not be able to accept your kind invitation. I am however very pleased to inform you that Ms. Anne Trebilcock, Deputy-Director, Policy Integration Department, has been proposed to represent the ILO on this occasion. |
Statement of negative response. However, the tone is kept positive through the suggestion of an alternative solution. This is a good strategy if you can make an alternative suggestion. Otherwise, you will need to move on to the conclusion. |
This event would provide a most suitable platform at which to present the results of the International Labour Conference discussion on decent work and the informal economy, as well as the links with globalization highlighted in the ILO’s recent Report of the World Commission on the Social Dimension of Globalization. |
Reaffirmation of support for the original invitation to the ILO. |
I wish you every success with the EDGI-WIDER Conference and look forward to hearing about the outcome of the debate. |
Encouraging conclusion. |
With kind regards, |
This closure retains a warm tone. |