Sample Bad News Latter

As a nutritionist of Hawaii Health Organization, decline an invitation from  the Director of Hawaii Food Bank for a campaign on “food and nutrition for all”.

                                                                                  

Ms. Iris Arakaki, Director

Hawaii Food Bank 

2345 Mokapu Drive 

Pearl City, HI 96782

June 4, 20xx 

Dear Ms. Arakaki

Thank you for your letter inviting me to participate in your worthy cause. As a nutritionist for the Hawaii Health Organization, I agree with your concern for people in need of basic necessities.

In October, the month of your campaign, I will be in New Guinea to help establish a health facility there for the under-nourished people in that area. I am scheduled to leave in September and return in January. So as much as I would like to help, I will not be available.

You may be assured that I would like to help your campaign in any way I can. Best of luck to you in this year's annual food drive.

Very truly yours,

 Doreen Kaniho

Nutritionist

Bad news messages use the indirect approach and starts with something positive

Notice how the overall tone of the letter is positive and polite with an eye to keeping good relations. The writer may not be able to help now, but that doesn't mean she can't (or won't) help in the future

The negative news is presented tactfully, and the reasons for refusal offered (the reader should know why the favor can't be granted)

So that the reader can still accomplish his/her goals, an alternative is offered whenever possible