Sunday, February 9, 2014

How to Email Bad News - Via Netiquette IQ




This blog and my book "Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email" have very definitive advice on how to convey bad news in an email. Recently, I came across this excellent article by Shelly Bowen and I really wanted to share it with my readers as it verifies and very nicely adds to much of what I have stated. The one thing to take away from the blog is that to delay almost always makes the news seem worse but being proactive often makes the end result better. Her idea of starting with a solution is also a great thought. 

Please enjoy the blog and may you never need to use the advice!
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"Bad news isn't wine. It doesn't improve with age."
                   -Colin Powell


 By Shelly Bowen published December 29, 2013 Contentmarketinginstitute.com
 Bad News? How Your Email Content Can Deliver It Tactfully - Look on the bright side
Companies change direction. Leadership shifts. People make mistakes. Sometimes a brand needs to communicate an uncomfortable story to its audience… while not making it sound worse than it is.You might try the straightforward approach:
·         CFO was fired; changes ahead.
·         Our customer service department was not trained well.
·         We no longer carry “ABC Brand.”
But those statements sound so alarming. Scary even. Questions immediately pop up in your head — what does this mean to me? Maybe I shouldn’t use you anymore? Worse, these statements are what I call Eye-Stoppers. The eye stops there as someone thinks, “Ok, thanks for letting me know. Moving on to something else now.” Or “Yeah, I don’t really care or need more bad news.” Delete.

Start with the solution, instead
Your email content should start with the solution to the issue. What you’re going to do about it gives people something positive to consider and want to know more about. Then you can follow up with a brief description of the event that led to the solution, and offer apologies and discounts if warranted.
Another way to think about writing effective email content for your consumers is to stop talking about yourself (“we did bad, sorry”) and talk about what changes or benefits this turn-of-events provides your reader.
·         New CFO lowers prices
.
·         New customer service training leads to custom recommendations.
·         “XYZ Brand” is now available.
(Compare these to the statements above.)Of course, this doesn’t work if the bad news is really truly terrible, like someone died or was seriously injured. And for corporate communications, a straightforward approach with a positive outcome may work better.

Email content writing best practices
Here are some more targeted email writing and design best practices for dealing with bad news (or any news, really) by email:
·         Headline: Pique curiosity, but use familiar, specific words to make the reader comfortable.
·         Voice: Consider your audience members and how they’d like to be spoken to by your brand in this situation.
·         Discount: If you have a discount or time-sensitive call to action, get this benefit up top and in bold type. The rest of the news can be quieter, in body copy.
·         Phone: Phone numbers build confidence, especially in the face of bad news. People may not use them, but you seem accessible.
·         Links: Hyperlinked words leap from the page — scan your linked words and see if they provide comfort, confidence, and guidance to next steps.
·         Boxes: Boxed content often gets read first or is lingered over. Box all of your positive benefits to the reader — the good things they should remember.
·         Examples of promotion: Examples often get people thinking about what they need. Showing exact $$ off is much more alluring than % off.
·         Value-add content: Show you care by providing links to helpful information that is not “selling.”

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