Negative Letter Checklist

Subject Line:

Is the subject line neutral or, if negative, does it offer a solution to the bad news?

Reason: 

Is the reason for the negative news given first?

Is the reason developed, logical and convincing?

Refusal/Negative News:

At some point, is the negative news crystal clear?

Is the negative news “invisible to skimming”?  Is it connected to a larger paragraph?

Does the negative news use positive emphasis and you-attitude to avoid placing blame on the reader?

Alternatives/Compromises:

Does the letter present alternatives or compromises.

Are the alternatives specific?  If the reader is referred to other people or organizations, have you given them names and phone numbers etc?

Positive Ending:

Does the message close with a positive, forward-looking ending?

Does the positive message directly relate to the topic?

Editing and Formatting:

Is the writer’s zipper up or down?