Good-news memos or memos addressed to an audience interested in our ideas are relatively easy to write. Such memos can be written deductively in an impartially straightforward method. However, memos that convey bad news need to be written carefully, inductively, and with a positive tone. But bear in mind that being inductive is not synonymous with being vague. The writer has to convey the bad news tactfully, yet in a clear manner.
It is important to mention any details concerning the bad news that would help the employees deal with the situation, and be better prepared in case it reoccurs. After all, the purpose of these memos is for an organization to learn, rather than pinning blame or just ruining our day.
Here is a sample to help you draft your own:
To: All Company Operatives
From: Jim Carrick/CEO
Subject: Downsizing of Company Departments
We are deeply dismayed to announce to you that our revenue for the year 2016-2017 is unexpectedly low, and the company is facing a state of financial crisis and bankruptcy. after exhausting every other option, The management has decided that in order to cut down the expenditures of the company, we have no recourse left save for one; downsizing.
We have endeavored to our best abilities to avoid this situation; however, now that there is no other way we could steady our economic crisis; we are regretful to inform you that we will have to dismiss the jobs of a number of our employees working in numerous departments.
We are mainly looking forward to terminate the positions that are being held by novices, part-time employees and interns. However, unfortunately we shall also have to terminate the jobs of some of our full-time employees as well who have been with us for some time, and have contributed work from which the company has thrived and has earned profit.
We are grateful to you all for your endeavors and diligence towards your work with our company. We shall appreciate it if you cooperate with us in this unfortunate time that has bulldozed us into this quagmire.
We assure you that it is only a temporary measure, and we hope to be back into profitable business soon. Once our situation stabilizes and we look for new employees, you shall be the first ones we will contact. Meanwhile, I encourage you all to take this time to reflect, regroup and rethink your careers; be it by acquiring new skills for a future post in our company, or for the next milestone on your roadmap.
The company shall assist you in getting a new job with our business contacts, and is also ready to support you with subordinate pays until you secure a new job.
Computer Bills LLC
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