Delivering Sensitive/Negative Message in Writing - Essay Example

The Director, Tiny Tot Day Care, (Address). 7 June Mr. & Mrs. Brady, (Address). Dear Mr. & Mrs. Brady, Ref: Regret. Thank you for bringing yourfour-years-old son, Brett, to Tiny Tots Day Care three months ago. It has been our pleasure to serve him in our home for the past two months, although he has not been able to get along well with other children. Since this center has several children, it requires that each of them should be able coexist peacefully with others. Our center also requires that each of the children who are admitted treat their teachers with maximum respect to enhance their ability to serve them.

However, the other children in the center happen to experience difficult moments because of your son’s conduct towards them. As at now, your son has beaten six of the children and he has disrespected one of our teachers. We appreciate your efforts to attend several conferences that we have held to try and resolve this matter although they have not born much fruits since your child continues with his misconduct. Currently, we have several parents of the other children who are threatening to withdraw their children if we continue to have your child in this center.

The misconduct and disrespectfulness of your son has made the center to propose that you try looking for another center for your son since we cannot be able to continue to having him here. However, in the future, if he happens to change this behavior we might consider him back to our center. We wish you the best in your efforts in finding him another day care center. We can advise you to find him a center that is based on children behavior change for him to grow into a better person. Kind Regards, (Insert signature).

(Insert Names). Director/Owner, Tiny Tots Day Care. Observation I have done my communication in this letter very well. Although according to emedia (2012), it is hard to write messages that convey bad news, I have tried to minimize the effects of my bad news through writing indirectly. In addition, I have tried to use almost all the rules that should be considered when writing negative messages. An indirect letter written to convey bad message should have the following four parts a buffer, reason and information part, statement of bad news and a closing positive note (emedia, 2012).

In this letter, my first paragraph makes up our buffer while my second one explains reason for writing the letter and it gives more information about the issue causing us to write this letter. I use my third paragraph to state the negative message I am conveying and use the fourth paragraph as my closing positive note. I have also very cautiously selected the language I have used in this letter. I had made an effort of avoiding negative and offending words as much as possible to minimize the negative emotions that might be raised by my negative message.

However, I have encountered some difficulties in filling the communication strategy sheet especially in the last parts. Communication Strategy Worksheet Stage One: Planning a Message A Audience My audiences are Mr. and Mrs. Brady, the parents to one of the children in our centre called Brett. This is the only kind that my audiences have so in my paper I had to put this into consideration. P Purpose The purpose of this communication is to inform my audience that we have made a decision of expelling their son from the Tiny Tots Day Care.

F Focus To use the Indirect approach of writing as a way of minimizing the effects of negative message E Emotion I will need my audience to take away the negative emotions about the decisions we are expressing to them through the writing of this letter. F Format The format we use for this communication is the letter. I Introduction Your son has not been able to get along well with other children. B Body Your sons has not been able to get along well with other children. Your son has been beating the other children.

Your son has been disrespecting the teachers. We have made an attempt to correct him though unsuccessful Parent of other children are threatening to withdraw their children. We have decided to expel your child from the centre. The parents should find another centre for the child. O Organization This communication will have four paragraphs. Paragraph one will explain the first point, paragraph two will explain the second to the fifth point, paragraph three will explain the sixth point and paragraph four, the seventh point.

C Conclusion I will conclude with point seven that will be a positive closing note. V Visuals I have used visual processing in addition to narration. References Emedia. (2012). Writing Bad News Messages. Retrieved from: http://emedia.leeward.hawaii.edu/hurley/modules/mod3/3_docs/badnews.pdf. On 7 June 2012.