Delivering bad news is never easy, whether it’s in your personal life or your professional one.
However, there are ways to craft an email that conveys the message clearly and empathetically.
The key is to be direct, honest, and considerate of the recipient’s feelings.
In this article, we’ll look at 20 examples of well-written emails that deliver various types of bad news.
From job rejections to project delays to service cancellations, these sample emails will give you a framework to handle difficult written conversations with tact and professionalism.
Let’s dive in.
20 Sample Emails Delivering Bad News
Here are 20 examples of emails that break unfortunate news in an effective and empathetic way:
1. Informing a candidate they didn’t get the job
Subject: Your application for the Marketing Manager position
Dear Samantha,
Thank you for taking the time to meet with our team about the Marketing Manager role at ABC Company. We were impressed by your skills and experience.
Unfortunately, after careful consideration, we have decided to move forward with another candidate who is a better fit for the position at this time. Please know that this decision was not easy, as you have excellent qualifications.
We will keep your resume on file and reach out if another position becomes available that matches your background and interests. We wish you all the best in your job search and future professional endeavors.
Please let me know if you have any questions or would like additional feedback.
Regards,
John Smith
ABC Company
HR Manager
2. Notifying employees of budget cuts
Subject: Important update on department budgets
Hi everyone,
I’m writing to inform you of some difficult but necessary changes we are making to our department budgets for the remainder of the fiscal year.
As you know, our company has faced financial headwinds over the past quarter due to unforeseen market challenges. After exploring various options, leadership has determined that we must reduce expenses in several areas, including cutting our department’s budget by 10%.
What this means:
– We will need to find ways to trim costs on supplies, subscriptions, travel, and other discretionary spending
– Some planned investments in new equipment and technology will be put on hold
– Open headcount will be frozen for the next 6 months
I realize this news is disappointing and that these cuts will require us to reassess some of our plans and initiatives. However, these temporary measures are critical for the long-term financial health and competitive position of our company.
We will be holding a team meeting on Wednesday at 10 am to discuss these changes further and brainstorm cost-saving ideas. Please bring your questions and suggestions. In the meantime, feel free to come speak with me if you have concerns.
Thank you in advance for your understanding and cooperation as we navigate this challenging time together.
Michael
Department Director
3. Notifying a customer their shipment is delayed
Subject: Update on your ABC Company order #12345
Dear Valued Customer,
Thank you for your recent order from ABC Company. We appreciate your business and are committed to providing you with excellent service.
Unfortunately, we are writing to let you know that your order #12345 placed on June 1st will be delayed in shipping. We experienced an unexpected inventory shortage of one of your items, which will take an additional 5 business days to replenish and send out.
We sincerely apologize for this inconvenience and the impact it has on receiving your order in a timely manner. We are working diligently to expedite your shipment as soon as the item is available.
To make this right, we would like to offer you one of the following:
1) 15% off your order
2) Free shipping on your next purchase
Please reply to this email with your choice and we will apply the selected offer to your account immediately.
At ABC Company, we pride ourselves on getting orders to our customers efficiently. We fell short of that commitment in this case, but we aim to make your next experience a positive one.
Thank you for your patience and understanding. Please let me know if there is anything else I can assist with.
Best regards,
Emily Jones
ABC Company
Customer Service
4. Informing a customer of a price increase
Subject: Changes to your ABC Service subscription plan
Dear Michael,
We hope this email finds you well. At ABC Service, we are constantly striving to deliver the best products, features, and customer experience. You are a valued customer and we appreciate your loyalty.
We are writing to notify you of upcoming changes to the prices of our subscription plans, which will take effect on September 1, 2023. As of that date, the price of your current “Premium” plan will increase from $49/month to $59/month.
We understand that price increases are never welcome news. Please know that we did not take this decision lightly. However, this adjustment is necessary for us to maintain the quality of service you expect and rely on, and to continue investing in innovations and improvements to our platform.
Your plan and billing will continue as normal until September 1st. No action is needed from you at this time. If you wish to review your subscription options or make any changes, you can do so anytime by logging into your account settings or contacting our support team.
As a gesture of appreciation for your continued business, we would like to offer you a special 20% discount on your next add-on purchase. Use coupon code LOYAL20 at checkout.
We value your partnership immensely and are committed to providing you with the tools and services you need to succeed. If you have any questions or feedback, our team is here to help.
Sincerely,
The ABC
Service Team
5. Turning down a business proposal
Subject: Partnership proposal from XYZ Company
Dear John,
Thank you for reaching out to ABC Company with your proposal for a joint marketing campaign targeting our shared customer base. We appreciate you thinking of us as a potential partner.
Our team has carefully reviewed your proposal and found many promising ideas that could be mutually beneficial. You put a great deal of thought and creativity into the campaign concepts and strategy.
However, after weighing the opportunity against our current priorities and resource constraints, we have decided not to move forward with a partnership at this time. We are amid several major initiatives that require our marketing team’s full focus and budget, so we do not feel we could do your proposal justice.
We would be happy to keep the conversation open for potential collaborations in the future when our bandwidth frees up. Perhaps we could revisit this idea in Q1 next year and see if the timing is more suitable. We respect the work XYZ Company does and are grateful for your interest.
Please let me know if you would like to discuss further. Wishing you and your team continued success.
Best regards,
Emily Johnson
ABC Company
Partnerships Manager
6. Providing constructive feedback on subpar work
Subject: Design drafts for Project X
Hi Tom,
I hope your week is going well. I wanted to share some feedback on the initial design mockups you sent over for Project X.
First off, I can see the great effort you’ve put in and there are several strong aspects to what you’ve developed so far – namely the overall color scheme and illustration style. I think those elements will work well for our goals and audience.
However, I do have a few significant concerns:
– The layouts feel cluttered in places and the key message is getting lost. Let’s aim to simplify and streamline so the core points pop more.
– Some of the font choices are hard to read. I’d suggest sticking to 1-2 fonts max in legible sizes.
– The CTA buttons don’t stand out enough from the other visual components. We want those to be unmissable so users know exactly what action to take.
I’ve attached an annotated version of the mockups with more specific notes and suggestions. Could you please review and incorporate that feedback into the next iteration? I’d like to see cleaner, bolder designs that drive home our product benefits and desired user actions.
Let’s plan to regroup early next week to go over the revised drafts together. I’m confident that with a few key tweaks, we’ll have an impactful set of designs that achieves our objectives and wows the client.
Looking forward to seeing your ideas evolve. Don’t hesitate to reach out if you have any questions!
Thanks,
Sarah Creative Director
7. Addressing a customer complaint about poor service
Subject: Your recent experience with ABC Company
Dear Jessica,
Thank you for reaching out and sharing your feedback about your experience with ABC Company’s support team. I sincerely apologize for the long delays and lack of follow-up you encountered while trying to resolve your software issue.
I fully agree this is not the level of service we aim to provide, nor what you deserve as a loyal customer. Your business means a great deal to us and it’s disheartening to know we failed to deliver the responsive, helpful support you needed in this case.
I have thoroughly reviewed your case notes and discussed your experience with our head of customer support. We identified a significant lapse in our ticketing process that caused your request to slip through the cracks without appropriate escalation and resolution. This is not acceptable and we are taking immediate steps to prevent future incidents by implementing new training and oversight measures.
To rectify the situation, I’ve personally seen to it that your software problem is fully resolved as of this morning. Our senior technical specialist has upgraded your account with the patch and configuration you originally requested. He will continue to monitor your case and is on standby in case you run into any further snags.
Additionally, I’ve issued a $200 credit to your account, which will be reflected on your next billing statement. I realize this doesn’t make up for the frustration and inconvenience you experienced, but I hope it demonstrates our commitment to your satisfaction.
You have my direct line and email if you have any other issues or concerns. I am committed to restoring your faith in ABC Company and ensuring you get maximum value from our products going forward.
Sincerely,
Michael Jones
VP of Customer Success
ABC Company
8. Notifying a candidate they were not accepted to a program
Subject: Your application to the ABC Leadership Program
Dear Priya,
Thank you for your application to the ABC Leadership Program for the upcoming fall semester. We deeply appreciate your interest and the time and care you put into your submission.
Our selection committee reviewed applications from many impressive and highly qualified individuals, yourself included. Your background, achievements, and passion for making an impact through principled leadership stood out.
Unfortunately, after much difficult deliberation, we are not able to offer you a spot in this year’s cohort. We had an exceptionally competitive applicant pool and a limited number of seats, which meant turning away many strong candidates. Please know this decision is not a reflection of your capabilities or potential.
We encourage you to reapply for future semesters, as we would be eager to reconsider your candidacy. You may also be interested in other development opportunities through ABC Institute such as our mentoring program and skills workshops – information is available on our website.
Thank you again for your aspirations to grow as a leader and for considering our program as part of your journey. We wish you nothing but success in your future endeavors.
Warmly,
ABC Leadership Program Team
9. Communicating a project delay to a client
Subject: Update on Project X timeline
Dear John,
I hope you’re doing well. I’m reaching out with an important update regarding our timeline for Project X.
Over the past few weeks, our team has encountered several unforeseen technical roadblocks while integrating the new CRM system with your existing sales workflows. Despite our best efforts and initial projections, these issues are proving more complex to troubleshoot than we anticipated.
Consequently, I regret to inform you that we will need to delay the launch of Phase 2 by approximately 3 weeks beyond our original target date of August 1st. I realize this is not ideal and that you were counting on that milestone to kick off your fall sales campaigns. Our team takes full responsibility for this setback.
Please know we are doing everything in our power to resolve the remaining issues as quickly as possible without compromising the quality and integrity of the final product. We have our top engineers and project managers working extended hours for coding and testing and are bringing in additional resources to expedite the process.
I will personally ensure you receive regular status updates so you can plan accordingly on your end. We are also looking into whether we can adjust the scope of Phase 2 to deliver a critical subset of functionality on the original date, with the remaining components to follow. I will keep you closely informed of that option.
I want to assure you that ABC Company remains fully committed to the success of this project and to supporting your team’s sales enablement goals. We greatly value our long-standing partnership and sincerely regret any inconvenience this delay may cause.
Can we set up a call for early next week to discuss this matter further? I’m happy to walk through our updated plan in more detail and answer any questions you might have.
Thank you in advance for your patience and understanding. It is deeply appreciated.
Sincerely,
Emily Johnson
ABC Company
Director of Client Delivery
10. Informing a team member their work is being reassigned
Subject: Changes to the product launch team
Hi Mark,
I hope you had a good weekend. I need to talk to you about some changes we are making to the structure and responsibilities of the product launch team.
As you know, this is a high-stakes project with an aggressive timeline. Leadership has been evaluating the team’s skills and workload to optimize the way we work.
After careful consideration, I regret to inform you that we have decided to reassign your graphic design tasks to Stephanie going forward. Please don’t interpret this as a poor reflection on your work – your contributions have been solid and appreciated. However, we feel your skills are better applied to the ongoing web maintenance piece, especially given your strong understanding of our content management system.
I realize this shift may come as a disappointment, as I know you were excited to take on a highly visible design role for the launch. But I want to stress that the web maintenance stream is just as integral to the project’s success, and your expertise there will be extremely valuable. This move is in no way a demotion.
I’ve already spoken to Stephanie and plan to have Engineering backfill some of her other tasks to free her up for the launch designs. Can you please connect with her this week to bring her up to speed on the creative brief and assets to date? Let’s aim to have that handoff completed by Friday.
I’m happy to discuss this further and answer any questions. I also welcome your input on how we can make this a smooth transition and set everyone up to do their best work.
Thanks for your understanding and flexibility. It makes all the difference on a high-pressure project like this one.
Regards,
Emily Launch
Team Lead
11. Informing a customer their warranty claim was denied
Subject: Your ABC Company warranty claim #4567
Dear Mr. Thompson,
Thank you for submitting a warranty claim for your ABC Deluxe Toaster, model #T500, purchased on June 1, 2021. We appreciate the opportunity to review your request.
Our service team has closely examined your toaster, claim details, and warranty terms. Unfortunately, we found that the damage to your toaster is consistent with the impact of a significant drop, which voids the warranty under our Accidental Damage clause (Section 3.2). Therefore, we regret to inform you that we cannot cover the cost of repairs in this case.
We understand this news may be frustrating, especially as you hoped to resolve the problem without additional expense. However, we must adhere to the stated limitations of our warranty to be fair and consistent with all customers.
While we cannot provide complimentary service in this instance, we would be happy to assist you in one of the following ways:
1) Repair your existing toaster at our discounted out-of-warranty rate of $39
2) Provide a 20% discount on the purchase of a new toaster
If you would like to proceed with either of these options, please respond to this email or call our service team at 888-555-TOAST. We will do our best to get your toaster fixed or replaced promptly.
If you have any other questions about our warranty process, I’m here to help. I appreciate your understanding, and we value your business.
Sincerely,
Robert Jones
ABC Company
Customer Support
12. Rejecting an event sponsorship request
Subject: XYZ Conference sponsorship
Dear Sarah,
Thank you for reaching out to ABC Company regarding sponsorship opportunities for the upcoming XYZ Conference. We appreciate you considering us as a potential partner.
Your conference looks to be a very compelling event with an impressive speaker lineup and agenda. We can see how our involvement could be a good fit given the audience profile and focus on industry innovation.
However, after reviewing your prospectus and sponsorship options against our current marketing strategy and budget, we have decided not to participate as a sponsor this year. Please know that this decision is not a reflection of the quality or value of your event. We simply have already allocated our sponsorship funds to other industry conferences that more directly align with our key initiatives for the coming year.
We would still be very interested in staying informed about your conference, as we may wish to revisit sponsorship next year if our marketing plans change. If you could keep us on your mailing list for future event announcements and programs, that would be much appreciated.
Thank you again for your consideration, and best wishes for a successful conference.
Regards,
John Smith
ABC Company
Marketing Director
13. Notifying employees of a reduction in benefits
Subject: Important update to ABC Company’s employee benefits
Dear ABC Company Employees,
I am writing to inform you of some upcoming changes to our employee benefits program. As you know, the rising cost of healthcare has put significant pressure on businesses nationwide, and ABC Company has not been immune to these challenges.
After extensive analysis and difficult deliberations, we have made the hard decision to adjust our employer contribution to health insurance premiums, effective January 1, 2024. On average, employees will see a 10% increase in their premium contributions. We will be holding information sessions over the coming weeks to walk through the details of the new plans and answer any questions.
We recognize that any reduction in benefits is never welcome news, and we did not make this decision lightly. However, this change is necessary to maintain the financial stability of ABC Company and to continue investing in other areas important to our employees, such as professional development and workplace amenities.
It is important to note that we still offer a robust benefits package relative to industry benchmarks, including dental and vision coverage, 401k matching, and generous paid leave. We are also actively exploring ways to help employees better manage healthcare-related costs, such as expanding our wellness program incentives and negotiating group discounts with local providers.
If you are facing a particularly difficult situation with these benefits changes, please reach out to your HR business partner to discuss what options may be available. Our employees are the backbone of this company, and we want to support you through this transition however we can.
We will continue to keep you informed as we finalize plan details for 2024. Thank you, as always, for your hard work and dedication.
Regards,
ABC Company
Leadership Team
14. Delivering unfavorable feedback from a performance review
Subject: Your 2023 performance review
Hi Tom,
I hope you’ve had a chance to review the written feedback from your 2023 performance evaluation. I appreciate you taking the time to go through the self-assessment process and to meet with me to discuss your progress and goals.
As we discussed, while you made some solid contributions this past year, there are several areas where your performance fell short of expectations for your role and level. Specifically:
1. Your productivity and on-time delivery of key projects lagged in Q2 and Q3 when we faced those unexpected vendor delays. We needed you to demonstrate more creative problem-solving and communication to navigate those roadblocks.
2. Feedback from your peers suggests you could be more proactive in cross-functional collaboration. Multiple colleagues mentioned feeling out of the loop on projects where your piece had downstream dependencies.
3. On the client management front, we had two instances of dissatisfied customers escalating issues that should have been caught and resolved by your team. Attention to detail and responsiveness are critical in maintaining our service quality standards.
I know that this past year brought some ambitious goals and unforeseen challenges. And these pieces of critical feedback certainly don’t negate your strengths and successes in other aspects of your work. However, as we look ahead to 2024, we will need to see meaningful improvement in the three areas above for you to be fully successful in your role.
I am committed to helping you develop in these areas. I’ve noted some specific action items in the evaluation document for us to work on together – things like regular project check-ins, stakeholder communication protocols, and service recovery training. Let’s make sure to revisit these in our 1:1s and measure progress each quarter.
I’m confident that with focused coaching and effort, you can take your performance to the next level. You have a lot of potential, and I look forward to seeing your growth. My door is always open if you have questions or need support.
Let’s touch base again in a couple of weeks to make sure you’re clear on the next steps and feeling good about the development plan. In the meantime, keep up the good work, and don’t hesitate to reach out.
Thanks,
Sarah
Engineering Manager
15. Notifying travelers of a flight cancellation
Subject: ABC Airlines flight 123 cancellation and rebooking options
Dear Valued Customer,
We regret to inform you that your ABC Airlines flight 123 from New York to London on June 15th has been canceled due to operational disruptions from the incoming storm system. We sincerely apologize for the inconvenience and short notice.
Our team has been working diligently to rebook all affected passengers. We have reserved a seat for you on the next available flight to your destination, ABC flight 456, departing on June 16th at 11:00 am from gate 32. Your existing seat preferences and any special service requests have been carried over to this new booking.
If this rebooking option does not work for your travel plans, you have the following choices:
1. Rebook to a later ABC Airlines flight at no additional cost, subject to availability. You can make that change directly in the My Trips section of our website or mobile app using your original confirmation code.
2. Request a full refund to your original form of payment by filling out the web form at ABC.com/refunds. Refunds will be processed within 5-7 business days.
3. Opt to receive the value of your canceled flight in the form of a travel voucher, valid for use on any ABC Airlines route within one year of issue. The voucher amount will also include an additional $100 as a gesture of goodwill for your inconvenience.
If you choose to proceed with the ABC flight 456 rebooking and have a connecting flight to your final destination, our team will work to adjust that subsequent flight to align with your new inbound arrival time. You will receive a separate notification when that connecting flight change is confirmed.
Should you need lodging in New York due to the overnight delay, we have negotiated discounted rates with our partner hotels. Visit ABC.com/hotels and enter promo code ABC123 for more information and to book.
For the latest flight status updates and FAQs related to the storm disruptions, please visit our website or check our social media channels. If you need further assistance, don’t hesitate to reply to this email or contact our reservations team at 888-555-1234.
On behalf of everyone at ABC Airlines, thank you for your patience and understanding. We know travel plans are important, and we are committed to getting you to your destination safely and as quickly as possible.
Warm regards,
ABC Airlines
Customer Care Team
16. Terminating a vendor contract
Subject: ABC Company and XYZ Inc. service agreement
Dear John,
I am writing regarding the service contract agreement between ABC Company and XYZ Inc. dated January 1, 2021. Over the past several months, we have had multiple discussions about ABC Company’s changing business needs and our concerns about XYZ Inc.’s ability to meet certain service-level commitments.
Throughout this period, both parties have worked in good faith to resolve the identified issues and bring performance back in line with the agreed contract terms. While we appreciate the efforts of the XYZ Inc. team, we have not seen the sustained improvements necessary for ABC Company to meet our operational and client support obligations.
Therefore, after much consideration, we have made the difficult decision to terminate our contract with XYZ Inc. effective June 30, 2023, as per section 8.2 of the agreement. This letter serves as formal notice of that termination.
We have begun the process of migrating to a new vendor for the services previously covered by the contract. To ensure continuity for both our companies, we have prepared a transition plan detailing the steps and timelines for securely transferring all relevant data, documentation, and knowledge to the new provider. I have attached that plan for your review.
We will need your team’s cooperation in executing this plan over the next 60 days. I propose we set up a joint meeting for early next week to walk through the specifics and agree on transition roles and responsibilities on both sides. Please let me know your availability.
We want to reiterate our appreciation for the partnership with XYZ Inc. over the past two years. Your team’s services have contributed to ABC Company’s success, and this decision was not reached lightly. We simply have reached a juncture where we need a different scale and scope of support.
I am personally committed to making this transition as smooth as possible. Please don’t hesitate to reach out to me directly with any questions or concerns. I look forward to our teams working together to close this chapter of our business relationship on a professional, proactive note.
Regards,
Sarah Johnson
Director of Operations
ABC Company
17. Announcing a product recall to customers
Subject: Important safety recall of ABC Cool-Pro Refrigerator
Dear ABC Cool-Pro Refrigerator Owner,
At ABC Appliances, the safety and satisfaction of our customers is our top priority. We are contacting you because our records show that you purchased an ABC Cool-Pro refrigerator, model number ABR-500, between January 1, 2022, and March 31, 2023.
We have recently discovered a potential safety issue affecting certain units of this model. In a small number of refrigerators, the electrical wiring in the compressor can overheat, posing a potential fire hazard. While we have received only a few reports of smoking or fire to date, any risk to our customers is unacceptable. Therefore, we have decided to recall all potentially affected units.
If you have an ABC Cool-Pro refrigerator, model ABR-500, please take the following steps:
1. Locate the model and serial number printed on the label inside your refrigerator. The affected units have serial numbers beginning with R500.
2. If your unit is part of this recall, unplug the refrigerator and stop using it immediately. We recognize the inconvenience, but your safety must come first.
3. Contact ABC Appliances to process the recall and receive your choice of remedy. You can:
a) Receive a free replacement unit shipped to your home plus a $300 compensation for spoiled food. We will also remove your old unit at no cost.
b) Return your refrigerator to your place of purchase for a full refund plus $300.
You can initiate your recall by filling out the form at www.abcappliances/recall or by calling our dedicated recall hotline at 888-555-6789. We have increased our staffing to handle your request as quickly as possible, but please bear with us if wait times are longer than usual.
If you have any other questions about this recall, your replacement options, or ABC Appliances’ commitment to safety, don’t hesitate to visit our website at www.abcappliaces.com/recallfaq or reach out to our customer support team. We will be updating our online resources as more information becomes available.
Please know that we take this matter extremely seriously and are doing everything we can to make it right for our customers. Your trust means everything to us, and we are committed to upholding that trust with transparency, decisive action, and industry-leading safety standards.
Thank you for your attention to this important recall notice and your loyalty to ABC Appliances products. We will continue to update you as we work to serve you better.
Sincerely,
The ABC Appliances Team
18. Giving critical feedback on a project proposal
Subject: RE: Proposal for XYZ Project
Hi Tom,
Thank you for sending over your initial proposal for the XYZ Project. I appreciate the time and thought you’ve put into fleshing out the concept and outlining the key deliverables and timelines.
You’ve captured some intriguing ideas here, and I can see the potential value for our customers, particularly in the new features around data visualization and collaboration. The integration with our existing platform also shows promise.
However, I do have some significant concerns about the proposal in its current form that I feel we need to address before moving forward:
1. Resource estimates: The staffing projections seem quite lean given the scope and complexity of the work. Particularly in the design and QA phases, I worry that we’re underestimating the level of effort required. We need to pressure test these numbers to ensure we’re not setting ourselves up for burnout or missed deadlines.
2. Technical dependencies: The proposal references several third-party tools and libraries, but it’s not clear if we’ve properly vetted these for security, scalability, and licensing implications. I’d like to see a more detailed assessment of the risks and trade-offs of these dependencies before we commit to them.
3. Customer validation: While the internal enthusiasm for this concept is great, I don’t see much hard data around customer demand or willingness to pay for this new offering. I think we need to do more upfront research and testing with real users to validate the core value proposition and feature set. It would be risky to invest heavily without that due diligence.
4. Competitive landscape: The proposal could benefit from a deeper analysis of the competitive landscape. A couple of the key features, like real-time collaboration, are becoming table stakes in this market. I want to make sure we’re differentiated enough to stand out and command a premium.
I know these points may seem discouraging, but I believe in the fundamental vision behind this proposal. With some sharpening and additional due diligence in the areas above, I’m confident we can refine this into a winning plan.
What I propose as the next steps:
1. Let’s schedule a working session to review the resourcing model and pressure test the assumptions. I’ll loop in Sarah from Engineering for a reality check.
2. Can you coordinate with Security and Legal to properly vet the proposed technical dependencies and document any risks or required mitigations?
3. I’ll touch base with Marketing on commissioning some quick customer research to validate the key hypotheses here. Let’s aim to have that data in the next 2-3 weeks.
4. Could you beef up the competitive analysis with a deeper dive into key players X, Y, and Z? I want to see how our planned feature set and pricing compare.
Let’s reconvene in 3 weeks to review progress and align on any necessary revisions to the proposal. If we can address these open items with rigor, I’m optimistic this could be a strong contender for next quarter’s roadmap.
Thanks again for kicking off this conversation and for your receptivity to feedback. Onward to the next iteration!
Best,
John
Director of Product
19. Notifying residents of disruptive construction
Subject: Upcoming construction work near Shady Acres Apartment Complex
Dear Shady Acres Residents,
I am writing to inform you of upcoming construction work adjacent to the Shady Acres Apartment Complex that will temporarily affect access and cause disruption over the next two months.
Starting Monday, August 5th, the city will be commencing major repairs to the stormwater drainage system along the eastern boundary of our property. This work is necessary to address persistent flooding and erosion issues stemming from our recent heavy rainfall events. Ultimately, this infrastructure upgrade will improve safety and water management for our complex and surrounding neighborhood, but it does come with some short-term inconveniences.
What to expect over the construction period:
– Excavation work and heavy machinery operating Monday-Friday from 7 am-5 pm
– Temporary closure of the East Parking Lot to accommodate construction staging. We will be temporarily reassigning parking spaces to the South and West Lots. Please see the attached map for your new spot number.
– Rerouting of the eastern pedestrian walkway to the south side of building C. Please follow all posted detour signs.
– Periods of elevated noise, dust, and vibration, particularly for residents in buildings C and D. We recommend keeping windows facing the construction area closed during work hours.
We recognize the frustrations these disruptions can cause, and are taking steps to minimize the impact on your daily lives and living environment:
– Proactively relocating residents in line-of-sight units in buildings C and D to temporary accommodations on the other side of the complex for the duration of the project. Please contact the leasing office if you would like to discuss this option.
– Arranging for weekly exterior window cleaning for buildings C and D to mitigate construction dust.
– Providing complimentary earplugs and white noise machines to residents upon request
– Extending pool and fitness center hours to 10 pm on weekdays as an outlet for relaxation and recreation
We have been working closely with the City’s Department of Public Works to optimize project timelines and methods. They are committed to finishing the work as quickly and efficiently as possible, with a target end date of October 1st, barring unforeseen delays.
I want to reassure you that the safety and quality of life of our residents are our top priority during this time. Our team will be closely monitoring the work in progress and advocating for the community. We have set up a dedicated email (construction@shadyacres.com) and phone line (888-555-1234) to field any of your questions or concerns. Please don’t hesitate to reach out.
We will be providing weekly email updates on construction progress and any important changes to access or amenities. For the most up-to-date information, please visit the resident portal on our website, where we have added a construction updates section.
On behalf of the entire Shady Acres management team, thank you in advance for your patience, understanding, and cooperation as we complete these necessary improvements. I’m confident that the short-term challenges will be outweighed by the long-term benefits to our property and your living experience.
Please let me know if you have any immediate questions. We are here to support you.
Best regards,
Sarah Johnson
Shady Acres Property Manager
20. Communicating a data breach to affected customers
Subject: Important Notice: Data Security Incident at ABC Company
Dear Valued Customer,
I am writing to inform you of a data security incident at ABC Company that may have involved your personal information. We take the protection of your data extremely seriously and want to provide you with information about what happened, what information was involved, and the steps we are taking to address the situation.
On April 14, 2023, our security team discovered unauthorized access to one of our customer databases. We immediately launched an investigation and engaged leading cybersecurity experts to assess the scope of the incident.
Our investigation determined that an unknown third party gained access to the database between March 30 and April 14 using stolen employee credentials. The information in the affected database included customer names, email addresses, phone numbers, and encrypted password data. At this point, we have no evidence that any of this data has been misused, but we want to make you aware out of an abundance of caution.
It is important to note that this database did not contain any financial information, such as credit card numbers or bank account details. That data is stored separately in a highly secure, encrypted system that was not compromised in this incident.
In response to this incident, we have taken the following actions to protect your information and prevent future incidents:
– Immediately cut off the unauthorized access and secure the affected database
– Reset all employee access credentials and implement multifactor authentication across all systems
– Initiated a forced reset of all customer account passwords out of an abundance of caution
– Engaged independent cybersecurity experts to conduct a comprehensive examination of our IT environment and recommend further security enhancements
– Notified federal law enforcement and relevant regulatory agencies
As an additional precaution, we are offering you two years of complimentary credit monitoring services through ExperianIDWorks. This service helps detect misuse of your personal information and provides identity protection support. For more information and to sign up, visit the ExperianIDWorks website and use the enrollment code provided below.
We have also set up a dedicated call center to answer any questions you may have about this incident and the credit monitoring services. The call center can be reached at 888-555-1234 between 9 am and 9 pm Eastern Time, Monday-Friday.
On behalf of everyone at ABC Company, I sincerely apologize for this incident and any concern it may cause. We take our responsibility to safeguard your data very seriously. While we have invested heavily in state-of-the-art security, it’s clear we need to do more. We are committed to learning from this incident, further strengthening our defenses, and regaining your trust through our actions.
Thank you for your patience and understanding as we navigate this challenging situation. We value your business and relationship with ABC Company and look forward to continuing to serve you. Please don’t hesitate to contact us with any questions or concerns.
Sincerely,
John Smith
CEO, ABC Company Experian
Enrollment Code: ABC123XYZ
P.S. For more information and ongoing updates, please visit our dedicated incident response page at www.abccompany.com/datasecurity.
Wrapping Up: Writing Bad News Emails Professionally
Delivering bad news is never pleasant, but handling such situations professionally is a hallmark of strong leadership and emotional intelligence.
When writing a bad news email, it’s crucial to strike a delicate balance between empathy, transparency, and problem-solving.
The key principles to follow are:
- Be clear and direct about the issue. Don’t obscure the core message or leave room for false hope or misunderstandings.
- Show empathy and acknowledge the recipient’s perspective and potential disappointment. Use a caring, human tone.
- Provide context and rationale. Help the recipient understand the reasons and processes behind the decision.
- Focus on solutions, alternatives, or meaningful next steps. Try to provide a path forward or a silver lining.
- Display accountability. Own the decision and its consequences rather than passing blame.
- Invite open communication and feedback. Make yourself available for follow-up discussions.
With practice and attention to tone and structure, you can hone the art of delivering unwelcome news with clarity, tact, and a human touch.
Done right, even a difficult message can build trust and strengthen relationships in the long term.