Difference between Routine and Good News Message in one hand and Bad News Message on the other


Before expressing ideas, one needs proper organization to ensure that the ideas are presented clearly and logically, increasing the likelihood that the readers will react positively to the message, irrespective of the nature (both good and bad). While the good news and also the routine messages are easier to write, one should need to deploy diplomatic skill and professional tact while composing the negative or bad news conveying messages.
A letter that conveys pleasant messages are referred to as “good-news” letters whereas, letters that are not expected to generate any emotional reaction, neither pleasant or unpleasant, are referred to as routine letters. Generally, the deductive (or direct) approach is used while composing a good-news or even a routine message when the reader (or listener) is supposed to be pleased, receptive, interested or even neutral (neither pleased nor displeased) to the message. Here, major idea is presented first, followed by supporting ideas. When good-news appears in the beginning, the message immediately puts readers in a pleasant state of mind, rendering them receptive to the details that follow.
But the task of composing message comes to a real challenge while conveying a bad-news message. Here the reader (or listener) is expected to be displeased or uninterested with the message. Hence, the inductive (or indirect) approach should be used where the circumstances and evidences are placed first so as to lead up to the main idea. Generally, a bad-news message starts with a neutral tone; moves to the reasons for the refusal or whatever bad news it may be; then it states the bad news but in a positive tone using positive words and de-emphasizing negative ideas (for e.g., instead of saying “I can’t go there”, its better to say “I wish I could go there”). Finally, the message is closed with an off-the-subject thought.
In spite of so many differences between the composition of a good-news and a bad-news message, the ultimate aim of both of them is to convey the message to the reader in such a tone that the later supports the decision and will be willing to continue positive and long lasting relationship with the writer.

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