Negative messages are necessary, they must be used to give the bad news, have the reader understand and accept the message and maintain as much goodwill as possible. Try to omit the subject line unless there is a chance readers might overlook the message. To present a negative message to someone outside the company, organize it in this manner: Reason for bad news, give the bad news once and clearly, an alternative solution and a goodwill ending. When presenting bad news to a superior you must describe the problem, tell how it happened, describe the options for fixing it and recommend a solution and ask for action. The most common types of negative letters are rejections, refusals, disciplinary notices, negative performance appraisals, layoffs and firings.
Persuasive messages primarily are to get the reader to act, provide information on how to act, and overcome any obstacle that would prevent someone to act. There are four ways to create persuasive messages but we will be focusing on just two, direct request pattern and problem solving pattern. Direct request is self-explanatory, it involves asking immediately for information or service that you want, give the readers information they will need and then ask again. Problem solving is magnanimous, you start by describing the problem you both share, give the details of the problem, explain solution to the problem, show that any negative elements are outweighed by advantages, summarize any additional benefits and then ask for the action you want.
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