Sending Negative Organizational News
Strengths
One of the strengths of the letter is that the executives can easily understand the content of the message because the letter opens with bad news, a strategy that directs an approach for the negative news applies. In the first sentence, the executives get the message that the organization needs to reduce its operational costs.
The additional strength of the letter is that it provides extensive reasons as to why the organization needs to reduce its operational costs. For instance, the letter notes that the organization is operating on a stringent budget, yet the executives are spending a lot of money on conference trips.
Weaknesses
Personalization of the negative message is a weakness that is evident in the letter. The writer of the letter is personalizing the issue of reducing operational costs in the organization. The letter uses first person and active voice, which enhance personalization of the issue.
Moreover, the letter has negative phrases, which weaken an effective delivery of bad news. Negative phrases such as ‘I don’t need to repeat this’ and ‘this does not make sense’ weaken professional reserve of the message. Ending with a threatening message rather than a positive one is also a weakness that is apparent in the letter.
Revised Message
Dear Traveling Executives,
The organization has noted with great concern that its operating costs are unsustainable. The accounting department has suggested that the only means of enhancing sustainability of the organization is by cutting operational costs by at least half. Therefore, the organization is recommending that every department should cut its operational costs for the organization to sustain itself across the year.
Since conference trips are consuming a significant amount of the operating costs, the organization needs to reduce expenses associated with them. Audit reports show that air travel, car hire, hospitality, and hotel stay are some of the conference expenses that need reduction.
Hence, regarding cost reduction, we are going to serve you with a notice showing the nature of expenses that the organization wants to reduce so that you can provide your views about cost reduction.
Looking forward for a fruitful engagement with you.
Sincerely ,
A. Kosca ,
Travel & Meeting Services.
Rejecting Job Application
Strengths
The strength of the letter is that the first sentence acknowledges and thanks the applicant for submitting an application for a job. Moreover, the letter ends with a positive remark that encourages the applicant to continue applying for jobs elsewhere; hence, one of the strengths of the rejection letter.
Weaknesses
An explanation as to why the applicant did not qualify for the job is a weakness of the rejection letter. The letter insinuates that the organization rejected the application because it was submitted late and the boss did not have time to examine all the applications. Personalization of the reasons for rejection is an additional weakness. The letter suggests that the rejection of the application was due to headache, which prevented the boss from examining all the applications.
Revised Rejection Letter
Dear Charlie,
Thank you for submitting your application for the summer program. We received many applications that underwent a rigorous review process and, unfortunately, you did not emerge as one of the successful applicants.
Thank you for applying for the position and I encourage you to try your best next time when you see a position that fits your qualification well.
Wish you all the best in your career endeavors.
Yours sincerely.