Final answer:
The buffer of a negative message should be neutral, noncontroversial, and avoid being vague or overly apologetic. It should fairly represent uncertainty without undermining credibility, using inclusive language and avoiding an 'I told you so' approach.
Step-by-step explanation:
The buffer of a negative message should ideally fulfill several criteria to be effective and professional. Primarily, it should be neutral and noncontroversial, setting a tone that is neither aggressive nor overly apologetic. When crafting this part of the message, using language that fairly represents uncertainty can help soften the message without diluting it. Phrases such as "It seems that," "It appears to me that," or "There might be risk" can invite the receiver to a constructive conversation without putting them on the defensive. It is crucial that while doing this, the buffer doesn't express any sort of "I told you so" sentiment as this can appear unprofessional and could sour the relationship.
An effective buffer should avoid being vague as this can lead to further confusion or misunderstandings. Instead, it should clearly articulate concern in a manner that demonstrates a sensible approach to delivering bad news. A buffer that implicitly says no, without shutting down the conversation, can start the message on a path towards a productive dialogue. Apologies, on the other hand, should be used judiciously and not be an admission of unfamiliarity with the topic as this can undermine the credibility of the message. Overall, it is essential to communicate with an awareness of cultural expectations and to use inclusive language that helps maintain a professional tone.