Negative Messages: Choosing the Right Approach for the Situation

Author: Barbara M. Chavez

When delivering a negative message one must choose one of the two approaches in writing to ones audience, either by using the Direct Approach or the Indirect Approach.

Direct Approach: Firmness is needed and your audience prefers bad news first. Bad News --> Reasons --> Positive Close.

Indirect Approach: Audience will be displeased and is emotionally involved. Buffer --> Reasons --> Bad News --> Positive Close.

The best way to find out which approach is more appropriate for your audience is to know whether the bad news will come to a shock for the audience or not a shock.  In a business situation it is more effective to use the Direct Approach. If the bad news are intended to individuals its more effective to use the Indirect approach, to prepare your audience for what is coming to them. It simply depends on the level of bad news; on who or what it is affecting, if the bad news are harsh it would be best to help prepare your audience for it by using Indirect.

The length of a message depends on your audience's preference, as far as short messages that get straight to the point or nice and long to prepare them for bad news. For a company or corporation many bosses prefer the short and to the point messages, and for that its best to use the Direct Approach.

When it comes to a minor changes or a routine  scenario in a business, the Direct Approach is more effective to use on your audience. Your audience might not have an emotional investment in the situation or the consequences are considerable. However, if the minor changes will affect individuals, then the Indirect Approach is preferred in that situation. Depending on the relationship with your audience will also allow you to determine which approach is best for you to use. If you want to maintain a close working relationship with your audience, then the Indirect Approach suits best.

The use of the Direct Approach might be needed when trying to get your audience's attention. If you have attempted to send repeated Indirect messages to someone and they have not yet responded, then a Direct message is needed to get their attention.

Every company, corporation and organization has their own prefferred style when composing a message. Some prefer a blunt and direct message, while others will prefer a gentle and indirect message.

Don't lose sight of your purpose and your audience. A sensitive, personal tone can be more important to your readers than your choice of message organization.

Read more on, which approach will deliver your message successfully to your audience:

Gail Marie, eHow Contributor
http://www.ehow.com/way_5173239_tips-direct-indirect-business-email.html