Final answer:
Deemphasizing bad news by embedding it within text and using softer language can deliver the message kindly. Being clear, concise, and inviting feedback helps maintain professional and effective communication. Avoiding complex terms and text language ensures the message is understood correctly.
Step-by-step explanation:
A good way to deliver bad news kindly is to deemphasize it by embedding it in the middle of a paragraph or by using parenthetical expressions. This approach allows for a softer delivery while still communicating the necessary information. It's important to be clear, concise, and to the point without creating unnecessary polarization in the conversation. By fairly representing uncertainty through the use of phrases such as "it seems that," or "it appears to me that," you can invite the reader into a more constructive conversation. Moreover, words like "possible," "likely," "plausible," and "risk" can help soften the tone while maintaining a credible concern.
It is equally crucial to avoid abstract terms and generalizations, which may confuse rather than clarify your message. An effective writing strategy includes being honest and transparent, with a willingness to receive feedback for clarity. For instance, when responding to criticism that your message is too negative, you can craft a diplomatic and persuasive argument that acknowledges the gravity of the situation without being unduly bleak, by emphasizing the careful consideration of pros and cons.
When communicating in professional settings, it is essential to use proper language and avoid colloquial text language. Ensuring that the message is received as intended often requires another reader's perspective to identify ambiguities or complexities that the writer may not notice.