writing a bad news letter

Bad News Letter:

In this letter, you will give bad news to a client. Your message should buffer bad news, present valid reasons for the refusal, de-emphasize the bad news, and close positively.

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  1. Letters should be written using the writing plan outlined on page 202 of your textbook.
  2. Letters should be ½ to 1 page in length and should adhere to the professional letter formatting guidelines provided on page A7 (block letter format) in the appendix of the textbook.
  3. Information provided in the letter should be accurate, concise, and grammatically correct (1/2 point will be deducted for each error).
  4. Writing will be evaluated according to the standards outlined in the Bad News Letter Rubric (provided below).

Your Task: Write a refusal letter that maintains good relations with your client. Address it to Ms. Gail Anderson, 314 Landry Parkway, Dallas, TX 75087.

As a vice president of a real estate brokerage, you serve many clients, and they sometimes ask your company to contribute to their favorite charities. You recently received a letter from Gail Anderson asking for a substantial contribution to the National Court Appointed Special Advocate Association. On visits to your office, she has told you about its programs to recruit, train, and support volunteers in their work with abused children. She is active in your town as a CASA volunteer, helping neglected children find safe, permanent homes. She told you that children with CASA volunteers are more likely to be adopted and are less likely to reenter the child welfare system. You have a soft spot in your heart for children and especially for those who are mistreated. You sincerely want to support CASA and its good work. But times are tough, and you can’t be as generous as you have been in the past. Ms. Anderson wrote a special letter to you asking you to become a Key contributor, with a pledge of $1,000.