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Bad News Letter Example #1

06/16/2005

Louisiana State Board of Private Investigators Examiners 2051 Silverside Drive, Suite 190 Baton Rouge, LA 70808
February 9, 1999 Mr. Jim Kraker 698 Orange Street Harahan, LA 70325 Dear Mr. Kraker: Pursuant to the provisions of La. R.S. 37:3517 in the Rules and Regulations, your Apprentice License # 3590-012198-AP has lapsed. Accordingly, you are no longer authorized to perform the duties of a private investigator in the State of Louisiana. Any further activity on your part as such is in violation of Louisiana law. To continue your practice as a private investigator, you may obtain a valid private investigator license by simply passing the Louisiana State Private Investigator Licensing Exam. Exam dates are flexible and scheduled at your request. Upon passage of the exam, you will then have the option of becoming an Individual Licensee or an Agency Holder. In the meantime, the applicable statutes in the Rules and Regulations further require you to now surrender your certificate and registration card to the Board. This may be accomplished by mailing or delivering both the certificate and the registration card to the Board office at the address listed above. Please contact the Board office at (225) 763-3556 to schedule an exam date or for any further information concerning the licensing process. Yours truly,

Jim B. Brown Executive Director ll/CC Critical Evaluation:

a. The tone of the writer is very harsh. b. The writer has utilized the direct approach which should not be used in a bad news letter. c. Structure of a bad news letter i.e. Buffer, Explanation, Bad News and Redirect is completely absent. There is no buffer then the writer gives the bad news while explanation and redirect are mixed up together. d. This letter sounds and looks threatening as the courtesy is completely absent in this letter. e. The only aspect of the letter which is comparatively positive is that the writer has offered the alternatives as well.

Examples of Bad News Messages

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Bad News Letter Example #2

06/17/2005

Roy's Furniture
763 Magnolia Ave. Baton Rouge, LA 70820 555-0956 22 May 2000 Mr. Ray Gunther 4980 Clamp Rd. Houma, LA 70983 Dear Mr. Gunther: We regret to inform you that your check number 410 for $290.89 in payment for a dining table was returned by your bank for insufficient funds. Please resubmit the payment along with the bank's fee of $25.00 for a total amount of $315.89. Please enclose your payment in the specially marked envelope. We appreciate your prompt attention to this matter. Sincerely,

Critical Evaluation: a. Buffer is absent. b. The letter is courteous but not much as he clearly mentioned that the customers bank account had insufficient funds which could be a little disrespect the customer. c. The writer has offered compromises instead of alternatives. d. The writer has been successful in keeping the letter concise, complete and courteous.

Examples of Bad News Messages

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Bad News Letter Example #3

01/29/2007

Southern Pacific Bank

1112 Main Street New Orleans LA 70111 January 27, 1999 Cade LeCompte 163 Joshua Reed Dr. Houma LA 70360 Dear Mr. LeCompte: For the past two years we at Southern Pacific Bank have held the title on your 1995 model Ford Escort. We have valued you as a customer, and have always appreciated your timely payment. As I was going through my accounts receivable this month, I realized we have not yet received a payment for the month of January. As you know, your payment is due by the 5th of every month. We indeed give you a grace period of 10 days, which would make your payment due in our office by the 15th of every month. We would not like to see your credit with us blemished by one oversight. You do not want to let your account with us go over 1 month without payment. This will incur an additional 10% late charge (of your principal amount of $284.32.) You still have 14 days to correct this oversight. Please look over these payment options and decide which one is best suitable to your needs. The options include: 1. Express mail your check or money order in the amount of $284.32 to the address above. 2. Call one of our customer service representatives at 1-800-555-4334 to ask for the pay-by-phone option (for an additional charge of $3.00.) If you have any questions, please feel free to call me, or any of our customer service representatives. We value your account, and look forward to serving you in the future. Sincerely, Laure White Accounts Receivable Critical Evaluation:
a. The bad news letter is very well structured having all the elements of a bad news letter in proper order i.e. Buffer, explanation, Bad news and redirect. b. This letter is written is a very courteous manner and also keeping the you factor alive. c. The author however has failed to be clear regarding which date is the last date for payment of the dues. d. The author has provided the reader with proper alternatives for the situation. e. The letter could have been more precise.

Examples of Bad News Messages

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Bad News Letter Example #4

12/20/2004

Chase Manhattan Bank PO Box 65326 New York City, NY 45896

January 27, 2000 Bruce Johnson 879 Cedar Lake Avenue Baton Rouge, LA 70809 Dear Mr. Johnson, As a valued customer to our company, Chase Manhattan, we have appreciated your business with us. You currently are enrolled in our Platinum Visa rewards. As a customer with such great privileges, you have shown us to be a dependable client and are always timely with your payments. As of January 25, 2000, account number 2569875635 is now 60 days past due. Your minimum payment on your account is $125.00. As you are aware, there is a 15% late penalty for every 30 days your payment is late. We would like this situation to be solved as quickly as possible, leaving it off of your permanent credit line. Please call one of our accounts receivable representatives as soon as possible if there are any problems, or send your minimum payment to our office. We are pleased to assist you in any way, and if necessary, start a different payment plan for your Visa. If your payment has already been sent, please disregard this letter. Your credit will have no effect from this. If you should need special assistance, you can call me at 981-563-8942. Thank you for your time, and I look forward to solving this problem soon. Sincerely, Aaron Ross Accounts Manager Chase Manhattan Visa Critical Evaluation:
a. Buffer has been utilized very well in the letter. b. The writer has been very courteous. c. The writer has been very complete regarding the definition of the problem and the consequences. d. The letter contains the all the parts of a bad news letter. e. The writer has offered proper alternatives.

Examples of Bad News Messages

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Bad News Letter Example #5

12/20/2004

Louisiana State University School of Dentistry

PO Box 25104 January 31, 2000 Mr. Buck Strickland 7000 Texas Flat Rd. Kiln, MS 39556 Dear Mr. Strickland, We are sorry to inform you that your application for the dental internship has been denied. Acceptance for the position was done on a numerical basis, in which grades, classes, and experience were rated and assigned a score. While your grades and classes were above average, your lack of experience lowered your overall score. We recommend volunteering or working at a local dental office to gain more experience. Thank you for applying. We strongly encourage you to reapply after you have completed some time in a dental office. If you have any questions, please feel free to call the Office of Internships at (504) 555-8888. Sincerely, Baton Rouge, Louisiana 70894

Joe Meer Dean of Admissions

Critical Evaluation:
a. The letter directly gives the bad news to the reader without using the buffer while in a bad news letter a buffer should be used first to allow the reader to understand what is the letter about. b. The letter is not properly structured i.e. absence of buffer, explanation, bad news & redirect. c. The writer doesnt offers the reader with appropriate alternatives instead compromises are being offered to the reader. d. This letter isnt courteous at all.

Examples of Bad News Messages

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Bad News Letter Example #6

12/20/2004

La Vista Hotel
5248 Brightside View Baton Rouge, LA 70820
(225) 555-4243 January 25, 2000 Mrs. Candi Dayte 3091 Havenotyme Ave. Baton Rouge, LA 70668 Dear Mrs. Dayte: I appreciate you coming to interview for the position as a front desk manager at La Vista. Your application and resume were quite impressive. Unfortunately, the position you applied for has been filled by someone with more experience in management. We believe that you are more qualified for positions such as daytime bartender or hostess at our restaurant. We'd like you to consider applying for either of these positions. Please call us to schedule an interview at (225) 555-4243. We look forward to seeing you again. Sincerely,

Rose McGowan Human Relations Critical Evaluation: a. The buffer used in the letter doesnt clearly defines what bad news is about to come to the reader. b. The explanation is absent. c. The letter although is very courteous. d. Proper alternatives were offered to the reader.

Examples of Bad News Messages

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Bad News Letter Example #7

01/29/2007

Resource Management
30444 Fifth Avenue New York, NY 90432
January 28, 2000 Mrs. Susan Smith 12457 Veterans Blvd. New Orleans, LA 70395 Dear Mrs. Smith: I have been looking forward to speaking at the ABA conference in May. It has been many years since I have been to New Orleans and enjoyed the delicious cuisine. However, I am unable to attend. I failed to check my calendar at home before scheduling with you and have since noticed that my son's high school graduation will be held that same weekend. Because of the inconvenience I have caused you, I have included the names of three other motivational speakers who I highly recommend. If I can help you in engaging one of these speakers, please let me know. 1. Mr. Rickie Chutz--rchutz@earthlink.net 2. Mr. Robert Hubbard--rhubbard @aol.com 3. Mrs. Margaret Peak--mpeak@lpsb.org Once again, I apologize for not being able to speak at your conference and for any inconvenience I have caused you. Sincerely, Marcia Ball Vice-president Critical Evaluation: a. b. c. d. Proper buffer is absent as well as the structure of a bad news letter is absent. The letter isnt much courteous. Good alternatives have been offered by the writer. The letter gives the feeling that the writer is irresponsible and proud.

Examples of Bad News Messages

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Bad News Letter Example #8

12/20/2004

CheapRates Insurance Company 3205 Hickory Crest Lane Baton Rouge, LA 70820 (225) 76-CHEAP
February 1, 2000 Louis G. Brouque 787 Highland Road Baton Rouge, LA 70802 RE: Policy # 09LA345765 Dear Mr. Brouque: We have not received your monthly payment of $62.50 for your auto insurance, due on January 7, 2000. As a result of your non-compliance with our previous two attempts to collect payment, your policy has been canceled. However, it is not too late to get reinstated. Please come to our office immediately to make payment in person. The new auto insurance laws are very strict. If you are stopped without insurance, your vehicle may be impounded. If you are involved in an accident that is not your fault and you are uninsured, you lose the right to collect the first $10,000 of your claim. Please come in or give us a call. We CAN help! Thank you, William G. Anderson, Account Representative CheapRates Insurance Company (225) 76-CHEAP, Ext. 3452 wanderson@cheaprates.com Critical Evaluation: a. The letter directly mentions the bad news which may not motivate the reader to read the complete letter and reply. b. Structure of a bad news letter is completely absent. c. This letter has a lack of courtesy. d. This letter neither offer compromises nor alternatives in fact it is giving threats to the reader.

Examples of Bad News Messages

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Bad News Letter Example #9

12/20/2004

Westside Tennis Club 2312 Memorial Dr. Houston, TX 77049 (713) 465-0934
May 1, 2000 Ms. Jane Smith 342 Kellywood Dr. Houston, TX 77024 Dear Ms. Smith: I have received your application for head coach for the Westside Tennis Club Swim Team. However, the position has already been filled. Since the swim team season begins at the end of this month we needed to fill the position immediately. Nonetheless, we were quite impressed by your resume. You seem to have all the qualities we were looking for. It was just a matter of timing. I will keep your resume on file and contact you if there are any changes. I hope that you keep us in mind and reapply next summer. We appreciate your interest and wish you the best of luck in your continued search.

Sincerely, Martha Goodson Aquatics Director Critical Evaluation: a. b. c. d. A proper buffer is absent in the letter and so is the structure of a bad news message. The letter is very courteous and would motivate the reader to reply. The concepts of conciseness and completeness have been very well integrated in the letter. This letter fails to offer any alternatives to the reader however there are compromises being offered.

Examples of Bad News Messages

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Bad News Letter Example #10

12/20/2004

United Global Warehouse

A Division CBT-T Corporation 1635 Sunshine Blvd. Baton Rouge, La. 70821 Phone: 1-800-942-7647 January 31, 2000 Daniel Johnson P. O. Box 18843 Baton Rouge, La. 70893 Dear Mr. Johnson, Thank you very much for applying with CBT-T Corporation. We sincerely appreciate your interest and the time you afforded us. We were very much impressed with your background and credentials. However, in the final analysis we have decided on another applicant for the Warehouse position. As a courtesy, we will keep your application on file to be considered for future positions. Thanks again for your interest in the CBT-T Corporation, and best wishes for success as you search for the right employment opportunity. Sincerely,

Margaret O'Brien Operations Manager Critical Evaluation:

a. b. c. d. Buffer is short but effective. It gives the reader a sense of what the letter is about. Explanation is absent. Letter do consists of some courtesy but could have been more courteous. Author hasnt offered any alternatives.

Examples of Bad News Messages

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Bad News Letter Example #11

12/20/2004

Wonderful Apartments Complex

1021 River Street * Baton Rouge, LA 70806 September 18, 2001 Mr. Boyd Montgomery Wonderful Apartment Complex 1021 River Street, Apartment #2 Baton Rouge, LA 70806 Dear Mr. Montgomery: I am informing you of a violation that you have committed at the Wonderful Apartments Complex. On September 14, 2001, neighboring tenants photographed you exposing yourself nude in the parking lot. This is both a state and Wonderful Apartments Complex violation. In addition, the contract you signed specifically states: "nudity in public is not tolerated on these premises." It also states that tenants who perform these violations will be asked to move out by the end of the current month. This means that you will have to be moved by 7:00 A.M. on September 30, 2001. There will be no exceptions to this rule. If you have any questions or comments concerning this matter, contact me at (225) 343-5756. Sincerely

What action is the writer asking the reader to take? Are all of the consequences clear? Is the reasoning behind the bad news logical? Why or why not?

Examples of Bad News Messages