February 23, 2024

What Buffering Technique Are You Using If You Provide Objective Information in Your Opening?

When a reader receives negative information from you, whether in the form of a memo or letter, it is called bad news. Bad news can disappoint, upset, and even anger a reader, so business writers often use buffering techniques to soften the blow. Buffering techniques include providing objective information, delivering the bad news with empathy, and closing the message pleasantly.

The best way to write a buffer is to start with a neutral statement on which the reader and writer can agree, such as a compliment, praise, or appreciation. Then, transition smoothly into an explanation. The last part of the buffer should be a brief summary of the bad news. Then, conclude with a positive statement that promotes goodwill and sets the stage for future correspondence.

What buffering technique are you using if you provide objective information in your opening?

When writing a negative business message, you should consider using the indirect pattern. This includes an opening buffer, presenting the reason, cushioning the bad news with facts, and closing pleasantly. By following this indirect pattern, you can convey the bad news with empathy, reduce the negative impact of your message, and maintain goodwill with your readers. Using these strategies will also help you avoid putting your audience on the defensive. You should use buffering techniques when addressing large groups, especially when you want to avoid causing offence.

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