List the guidelines that you should follow when developing the reasons section of a bad-news message
If a message is based on a sound decision, and if it has been well written, recipients will understand and accept the reasons and the forthcoming refusal statement as valid.
To accomplish this goal, begin with a well-written first paragraph that transitions the reader smoothly into the reasons section. Then develop the reasons section following these guidelines:
a. Provide a smooth transition from the opening paragraph to the explanation. The buffer should help set the stage for a logical movement into the discussion of the reasons.
b. Include a concise discussion of one or more reasons that are logical to the reader. Read the section aloud to identify flaws in logic or the need for additional explanation.
c. Show audience benefit and/or consideration. Emphasize how your audience will benefit from the decision.
d. Avoid using "company policy" as the reason. Disclose the reason behind the policy, which likely will include benefits to the reader.
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