Informative and Positive Message Formula
Following is your generic, basic informative message outline, for letters, memos, emails etc. In its simplest form, each element can be a short paragraph:
1) Give any good news and briefly summarize key points. It's always wise to build ethos and/or goodwill here, as well. Assume this is the only paragraph most readers will bother to read.
2) Give details, clarification, background. This would be where you give specific dates, places, answer obvious questions the first section is likely to raise.
3) Present any negative elements -- as positively as possible ("positive emphasis"). Place elements of the message that the reader will not like here in the middle of the letter, in part to "bury" it and also to ensure that the key information has been conveyed (above) before the reader becomes angry.
4) Explain any reader benefits. Note the benefits come right after any bad news; ideally, this shifts the reader's attention away from the bad and back to the benefits. Often using a bulleted list here will also add emphasis.
5) Use a goodwill ending. It should be Positive, Personal and Forward Looking. Ideally this ending is specific to both the reader and the information conveyed in the letter. This is the last element to be read and should not be wasted on simple niceties, so use it wisely to point the reader's attention to the benefits of your information etc.