Final answer:
To convey bad news in a letter, give an honest explanation and, if needed, apologize towards the end. Avoid blaming the reader and use professional, accessible language. Always proofread the letter before sending.
Step-by-step explanation:
When conveying bad news in a letter, it is essential to maintain a professional and respectful tone. One effective approach is to provide an honest explanation for the bad news, which is option 3 in the given choices. This can involve explaining the circumstances that led to the negative outcome with clarity and without placing undue blame on the reader. Additionally, apologizing in the last paragraph, if appropriate, can help to soften the impact of the bad news, showing empathy and understanding towards the reader's situation.
It is not recommended to use 'you' to blame the reader, as option 2 suggests, because it can be confrontational and may lead to a defensive reaction. Regarding the use of 'letterese,' it is generally better to avoid overly formal or outdated language that can make the message seem impersonal. Instead, ensure the language is professional yet accessible.
Proofreading the letter is crucial to avoid errors and ensure the message is conveyed as intended. If the situation is complex or sensitive, one might opt for a more direct form of communication, such as a personal conversation.