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  Bad News Correspondence

Example 2

 

To:
From:
Subject: Travel Request
Date: 6 June 1999


Thank you for your interest in new, emerging online technologies. The travel committee reviewed your request to attend the Syllabus Conference in Santa Clara, California in July.

The university increased its travel budget this year by $5,000. However, with the increase in requests we’ve received and because we are close to the end of a fiscal year, we have used all our travel funds for the year. As much as we would like to fund your request, we just do not have the money to do so. Remember, though, that if you have departmental funds available, you may use those. You may also want to check to see if any divisional monies are still available.

I do hope you will be able to attend the conference. Please contact me if you need help finding another source of funding.

 

Discussion: The example above is much more effective than example one. The writer does a good job of using a common ground statement and placing the reasons before the bad news. In addition, the memo is written with you-attitude. By providing alternatives and offering to help, the writer shows concern for the reader, who consequently will probably react more favorably towards the news and the writer.

 

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