Final answer:
The reasons section of a negative message should provide detailed yet concise explanations, organized logically into paragraphs that support your case. Diplomatic communication is key, avoiding inflammatory language and weak apologies.
Step-by-step explanation:
In the reasons section of a negative message, you should present enough detail for the audience to understand your reasons. This means providing facts to support your case while maintaining concise language. Additionally, it's essential to organize your thoughts logically; if there are multiple main points, they should be divided into separate, clearly focused paragraphs. When responding to criticism, such as a claim that your message is a "real downer," the approach should be diplomatic and persuasive. This involves introducing the issue, explaining your position, addressing counterarguments, backing your stance with evidence, and offering a conclusion without making absolute claims or apologizing, as it may weaken your persuasion.
Effective communication also requires choosing words carefully to avoid inflaming the situation and focusing on problem-solving rather than assigning blame. In business interactions, it's important to stay calm, listen actively, ask open-ended questions, restate what others have said for clarity, and remain respectful. In case of unresolved conflict, it may be necessary to consult a supervisor or the HR department.