Indicate the ways in which a bad-news message can be ended on a positive note
The closing paragraph of a bad-news message should demonstrate empathy without further reference to the bad news. A pleasant closing paragraph should close with an empathetic tone and achieve the following goals:
a . De-emphasize the unpleasant part of the message. End on a positive note that takes the emphasis away from the bad news previously presented. A statement of refusal (or bad news) in the last sentence or paragraph would place too much emphasis on it. Preferably, reasons (instead of bad news) should remain uppermost in the audience's mind. When no reasonable counterproposal is apparent, the sender might be able to offer a silver lining thought that turns the discussion back into the positive direction.
b. Add a unifying quality to the message. Make your final sentence an appropriate closing that brings a unifying quality to the whole message. Repetition of a word or reference to some positive idea that appears early in the message serves this purpose well. Avoid restatement of the refusal or direct reference to it.
c. Include a positive, forward-looking idea . This idea might include a reference to some pleasant aspect of the preceding discussion or a future aspect of the business relationship, resale or sales promotion, or an offer to help in some way.
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