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Chapter 9 Negative Messages
MULTIPLE CHOICE
1. What perception could reduce the bad feelings associated with receiving disappointing news?
a. belief by the receiver that the decision was biased
b. belief by the receiver that the matter was treated seriously
c. failure by the receiver to understand the reason for the rejection
d. belief by the receiver that the news was revealed insensitively
ANS: B
The bad feelings associated with disappointing news can generally be reduced if the receiver
believes that the decision was fair, thinks the matter was treated seriously, knows the reason
for the rejection, and feels that the news was revealed sensitively.
2. Which of the following is the best advice when communicating bad news?
a. As long as the bad news is delivered tactfully, you don’t have to give the reasons
for the bad news.
b. To show sensitivity, you should always deliver bad news using the indirect
method.
c. Because bad news disappoints, irritates, and sometimes angers the receiver, such
messages must be written carefully.
d. Consider your primary goal in delivering bad news to be informing the reader and
continuing ongoing correspondence regarding the situation.
ANS: C
a. The bad feelings associated with disappointing news can generally be reduced if the
reader knows the reasons for the bad news.
b. Bad news can be delivered using the direct or indirect pattern, depending on the
situation.
c. Bad-news messages must be written carefully, since bad news can disappoint, irritate,
and sometimes anger the receiver.
d. When you communicate bad news, your primary goal is to make the reader understand
and accept the bad news; a secondary goal is to eliminate future correspondence.
3. In frustration, Cassie posted a comment on Twitter about her co-worker’s perpetual lateness
complaining that he was a lazy slacker. What is her post considered?
a. slander
b. libel
c. harmless
d. appropriate
ANS: B
4. Omar doesn’t agree with his company’s hiring decision and wants to send a letter of support
to an unsuccessful candidate. Which of the following should he do?
a. offer to be a future reference for the candidate
b. avoid dangerous words and apologies
c. use his home computer and write on plain paper
d. have his co-worker proofread it before sending it out
ANS: C
If you want to communicate your personal feelings or opinions, use your home computer or
write on plain paper (rather than company letterhead) and sign your name without title or
affiliation.
8. In a recommendation letter, Gavin falsely states that former employee Carly was lazy in
performing her job. How might this action be considered?
a. as slander
b. as libel
c. as a little white lie
d. as legitimate
ANS: B
Gavin’s written comments are false, so his action is considered to be libel.
9. Chandra makes an abusive statement about Dylan. Under what circumstances would this
language NOT be open to legal action?
a. Chandra’s statements are true.
b. Chandra sends the message by e-mail to two other employees in the department.
c. Chandra makes the comments to Dylan in private.
d. Chandra’s statements are not damaging to Dylan’s reputation.
ANS: C
a. Abusive language is actionable if it is false, published, and damaging to one’s good
name.
b. Abusive language is actionable if it is false, published, and damaging to one’s good
name.
c. If Chandra’s comments are made in private, they will not be actionable.
d. Abusive language is actionable if it is false, published, and damaging to one’s good
name.
10. Marcellis sent a letter to a teacher who had requested a tour of his company. In the letter he
included the sentence Although we would like to have your class visit our factory, much of the
work area is too dangerous for group tours. What has Marcellis done that might lead to legal
difficulties?
a. He is guilty of the “good-guy syndrome.”
12. When should the direct pattern be used to communicate bad news?
a. never
b. when you don’t know your reader
c. when firmness is necessary
d. when maintaining goodwill is important
ANS: C PTS: 1 DIF: 2 REF: p. 207
OBJ: 9-2 TOP: Examining Negative News Strategies
BLM: HIGHER ORDER
13. Daiyu is sending her customer a final notice letter about his unpaid lawn care bill. Which of
the following strategies should she use?
a. persuasive
b. direct
c. goodwill
d. indirect
ANS: B
14. Amber will be writing a bad-news letter to a customer and wants to follow the four-part
indirect plan. In what order should she organize her letter?
a. bad news, reasons, buffer, pleasant close
b. buffer, bad news, reasons, pleasant close
c. buffer, reasons, bad news, pleasant close
d. reasons, bad news, buffer, pleasant close
ANS: C
The indirect plan consists of four parts in this order: buffer, reasons, bad news, and pleasant
close.
15. Viktoria shipped the wrong order to a customer and is unable to re-send the correct order until
a new shipment arrives in two weeks. Which of the following should she make sure to include
in her letter to the customer?
a. a direct opening
b. an apology
c. a compliment
d. good wishes
ANS: B
Apologies to customers are especially important if you or your company erred. They cost
nothing, and they go a long way toward soothing hard feelings.
16. What does the following sentence convey? It is with deep regret that I have to cancel
tonight’s hockey game, and we will do everything in our power to reschedule within a week’s
time.
a. facts
b. implied refusal
c. empathy
d. best news
ANS: C
Empathy is the ability to understand and enter into the feelings of another. One of the hardest
things to do in negative messages is to convey sympathy and empathy.
17. Gordon must write a bad-news message to a client, telling her that his report will be late.
What should he do first?
19. Which sentence is the best example of an effective buffer in a bad-news letter telling a job
applicant that the position has been filled?
a. I have before me your application of November 28, wherein you applied for the
medical clerk position.
b. We are very sorry to have to tell you that the medical clerk position has been filled.
c. We enjoyed meeting you last week to discuss your qualifications for the medical
clerk position.
d. We are thrilled to have an applicant with your stellar qualifications.
ANS: C
a. This buffer is trite and uses outdated, pretentious language.
b. This buffer is not effective because it reveals the bad news immediately.
c. This buffer is effective because it gives a compliment without misleading the reader.
d. This buffer is not effective because it conveys a false impression that good news
follows.
20. Chavi has decided that she must apologize to a customer in her buffer. Which of the following
is the best example of an effective apology?
a. We apologize for any inconvenience this has caused.
b. You have every right to be concerned, and we sincerely apologize for the delay in
filling your order. To prevent this from occurring again, we have upgraded our
software and retrained our order takers.
21. Which sentence would be the best opening for a letter from a local nonprofit organization
refusing a request for a charitable donation?
a. This is to inform you that your kind letter of May 14 has been directed to me for
reply.
b. We have received your letter requesting a donation to your annual fund-raiser.
c. The services you provide for homeless families in our community are necessary
and important.
d. Although we admire what your organization does for our community,
unfortunately we are unable to donate to your fund-raiser at this time.
ANS: C
a. Avoid beginning letters with wordy, unnecessary introductions such as This is to
inform you that ...
b. Avoid obvious statements such as We have received your letter ...
c. The services you provide for homeless families in our community are necessary and
important is an effective buffer because it compliments the receiver but doesn’t suggest that a
contribution will be made.
d. An opening buffer should be not be negative and should not reveal the bad news.
24. What is the best placement for a statement of bad news in a message?
a. in a subordinate clause
b. at the beginning of a sentence
c. at the end of a paragraph
d. at the beginning of a paragraph
ANS: A
The best placement for a statement of bad news in a message is in a subordinate clause.
25. What is the best advice for delivering the bad news?
a. Use the active voice.
b. Don’t imply the bad news because it may be overlooked.
c. Suggest a compromise or alternative.
d. Describe what can’t be done in great detail.
ANS: C
a. Use the passive voice when delivering bad news.
b. It is sometimes possible to avoid a direct statement of refusal by implying the bad
news.
c. A refusal is not so depressing if a suitable compromise, substitute, or alternative is
available.
d. Messages are far more effective when you describe what you can do instead of what
you can’t do.
27. To reduce the shock of bad news, where should you place the painful idea?
a. in a dovetailed sentence
b. in the first sentence of your body paragraph
c. in the last sentence of your body paragraph
d. in a subordinate clause
ANS: D
A technique that reduces shock is putting a painful idea in a subordinate clause. Subordinate
clauses often begin with such words as although, as, because, if, and since.
28. Which of the following sentences most effectively implies the refusal?
a. I’m sorry that I won’t be able to speak at the graduation ceremony, but I’d like to
be considered in future years.
b. Although I’ll be in Europe on business on the date of the graduation ceremony, I
could speak to students prior to that date.
c. Although I am unavailable to speak at the graduation ceremony, I can recommend
another speaker.
d. Thank you for your kind invitation to speak at this year’s graduation ceremony.
ANS: B
a. I’m sorry that I won’t be able to speak at the graduation ceremony, but I’d like to be
considered in future years states the refusal explicitly.
b. Although I’ll be in Europe on business on the date of the graduation ceremony, I could
speak to students prior to that date effectively implies the refusal.
c. Although I am unavailable to speak at the graduation ceremony, I can recommend
another speaker states the refusal explicitly.
d. Thank you for your kind invitation to speak at this year’s graduation ceremony does
not mention the refusal at all.
29. Which of the following is one of the hardest things to do in a negative message?
a. provide an explanation
b. choose positive words
c. use good judgement
d. convey empathy
ANS: D
One of the hardest things to do in negative messages is to convey sympathy and empathy.
Empathy is the ability to understand and enter into the feelings of another.
30. After you have explained the bad news using sensitive language, how should you close the
message?
a. with an explanation of the bad news
b. with a pleasant statement that promotes goodwill
c. with a neutral buffer to cushion the bad news
d. with an apology
ANS: B
After explaining the bad news sensitively, close the message with a pleasant statement that
promotes goodwill. The closing should be personalized and may include a forward look, an
alternative, good wishes, freebies, an off-the-subject remark, or resale information.
33. Which of the following is the best closing sentence for a bad-news letter?
a. Once again, we want to express how sorry we are that we are not able to offer you
the position.
b. We wish you the best in your job search.
c. If you have further questions about this decision, please feel free to call me
immediately.
d. We regret that we are unable to consider your application.
ANS: B
a. Don’t apologize in the closing paragraph.
b. This is an effective closing because it offers good wishes to the reader.
c. Don’t invite further correspondence in the closing paragraph.
d. Don’t refer to the bad news in the closing paragraph.
34. Which statement would be most effective in a letter refusing a request for a donation from an
outsider?
a. Even though our budget won’t allow a contribution this year, we hope to be able to
contribute next year.
b. Please accept our sincerest apologies for being unable to donate to your cause.
c. We are unable to contribute this year because of budget constraints.
d. Unfortunately, company policy prevents us from donating to your cause.
ANS: A
35. Which statement would be most effective in a bad-news message written by a manager to an
employee?
a. No, you may not be reimbursed for the extra night you stayed after the conference
ended.
b. We are so sorry that we are unable to reimburse you for the extra night you stayed
after the conference ended.
c. Although your extra night cannot be reimbursed, we will process the remainder of
your expense claim immediately.
d. Please be advised that your extra night stay is not reimbursable.
ANS: C
Although your extra night cannot be reimbursed, we will process the remainder of your
expense claim immediately is the most effective statement because it de-emphasizes the bad
news by placing it in a subordinate clause. It also emphasizes the good news by placing it in
an independent clause.
36. Which statement would be most effective in a bad-news letter declining an invitation?
a. Although I’m already booked the night of your dinner, I would be happy to speak
to your organization some time next year.
b. I regret to inform you that I am unable to speak to your professional organization.
c. I’m not interested in addressing your professional organization.
d. Although I’m not authorized to tell you why, I can’t speak at your dinner.
ANS: A
Although I’m already booked the night of your dinner, I would be happy to speak to your
organization sometime next year is the most effective statement because it implies the refusal
and offers an alternative.
37. When a business must send a donation refusal letter to a worthwhile organization, what should
the message do?
a. present an itemized financial account to explain the lack of funds
38. What is the best way to decline an invitation to speak or make a presentation?
a. provide a detailed explanation to soften the refusal
b. blame it on company policy so there are no hard feelings
c. be vague about the reasons
d. avoid a buffer so your refusal is clear
ANS: A
When you must decline an invitation to speak or make a presentation, you generally try to
provide a response that says more than I can’t or I don’t want to. Because responses to
invitations are often taken personally, make a special effort to soften the refusal.
39. In what major way do bad-news letters to customers differ from other bad-news messages?
a. They always include an apology.
b. They omit the reasons for the bad news for legal purposes.
c. They usually include resale or sales promotion emphasis.
d. They always imply the bad news.
ANS: C
Customer letters differ from other bad-news messages in one major way: they usually
include resale or sales promotion emphasis.
40. What is the first thing most companies do for damage control when a problem arises?
a. Consult the company’s legal counsel.
b. Call the customer involved, if possible.
c. Write a letter to the customer involved.
d. Ignore the problem if it is unlikely to happen again.
ANS: B
When a problem occurs, most companies will first call the customer to describe the problem
and apologize; then a follow-up letter is written.
42. What can companies do to manage negative news about themselves on social networking
sites?
a. focus only on the positive comments
b. monitor comments and respond immediately
c. try not to take the comments seriously
d. block negative customers from the site
ANS: B
Many companies employ tech-savvy staff members to monitor comments and respond
immediately whenever possible.
43. Estelle received poor customer service from a company for the second time in a row. She
decided to air her grievance online. According to your textbook, why would she choose such a
public way to complain?
a. so she has a permanent record of her complaint
b. because she is seeking attention
c. to help other customers avoid the same problem
d. to receive a discount from the company
ANS: C
Airing gripes in public helps other consumers to avoid the same problems and may improve
the complainer’s leverage in solving a problem.
44. What is the best advice for writing a letter that turns down a customer’s claim?
a. State the bad news objectively, or imply it.
b. To avoid taking responsibility, be sure to Make it clear that the customer is at fault.
c. Use strong emotional, subjective language to show the customer how much you
care.
d. Use big words and long sentences to impress the reader.
45. Sometimes companies need to announce rate increases to services. Because this news is often
met with hostility, what should companies focus on when delivering these messages?
a. connecting the increase to benefits
b. blaming the government
c. being as direct as possible
d. hinting at the bad news
ANS: A
The important steps in these negative messages are explaining the reasons and connecting the
increase to benefits.
46. Which of the following is a new way for companies to announce their rate and price
increases?
a. during focus groups
b. on their blog
c. by telephone
d. by letter
ANS: B
In today’s digital environment, rate and price increases may be announced on line.
47. Which statement would be most effective in a letter to a customer denying a claim?
a. If you had followed the instructions, you wouldn’t have overheated the battery
pack.
b. You can purchase a replacement battery pack at a 20 percent discount.
c. Per company policy, we are unable to replace battery packs that have been
damaged due to customer misuse.
d. We apologize, but unfortunately we cannot replace your battery pack at this time.
ANS: B
You can purchase a replacement battery pack at a 20 percent discount is the most effective
statement because it gives the customer a discount without granting the claim to replace the
battery pack at no charge.
Language: English
II
Alfric lost desire for sleep, the girl being as skilled in the arts of love
as she was beautiful. But later they fell to talking.
A dim shaft of moonlight streamed through the window and etched
her face against the dark, a faint mysterious rippling of light and
shadow and loveliness. He drew her closer, kissed the smooth cheek,
and murmured puzzledly: "Who are you? Why are you working in a
place like this, when you could be the greatest courtesan in the
world? Kings would be your slaves, and armies would go to battle
with your name on their lips—if they only knew you."
She shrugged. "Fortune does strange things sometimes," she said. "I
am Freha, and I am here because I must be." Her slim fingers
ruffled his harsh black hair. "But tonight," she breathed, "I am glad
of it, since you came. And who are you, stranger?"
"I am Alfric, called the Wanderer, son of Beodan the Bold, son of
Asgar the Tall, from the hills and lakes of Aslak."
"And why did you leave your home, Alfric?"
"I was restless." For a bleak moment, he wondered why, indeed, he
had ever longed to get away from the wind-whispering trees and the
cool blue hills and the small, salty, sun-glinting lakes of home—from
his father's great hall and farmstead, from the brawling lusty
warriors who were his comrades, from the tall sweet girls and joys of
the hunt and feast—Well, it was past now, many years past.
"You must have come far," said Freha.
"Far indeed. Over most of the world, I imagine." From Aslak, pasture
lands of hengists, to the acrid red deserts of Begh Sarrah, the scrub
forests of Astrak and Tollaciuatl, the towered cities of Tsungchi—
along the great canals which the ancient Empire had built in its last
days, still bringing a trickle of water from the polar snows to the
starved southlands—through ruins, always ruins, the crumbling
sand-filled bones of cities which had been like jewels a hundred
thousand years ago and more—
Her cool hands passed over his face, pausing at the long dull-white
scar which slashed across his forehead and left cheek. "You have
fought," she said. "How you have fought!"
"Aye. All my life. That scar—? I got it at Altaris, when I led the
Bonsonian spears at the storming of the gates. I have been war-
captain, sitting beside kings, and I have been hunted outlaw with
the garms baying at my heels. I have drunk the wine of war-lords
and eaten the gruel of peasants and stalked my own game through
the rime-white highlands of Larkin. I have pulled down cities, and
been flung into the meanest jails. One king put a price on my head,
another wanted me to take over his throne, and a third went down
the streets before me, ringing a bell and crying that I was a god. But
enough." Alfric stirred restlessly. Somehow, he felt again uneasy, as
if—
Freha pulled his face to hers, and the kiss lasted a long time.
Presently she murmured, "We have heard some rumors of great
deeds and clashing swords, here in Valkarion. The story of the fall of
Altaris is told in the marketplaces, and folk listen till far into the
night. But why did you not stay with your kings and war-lords and
captured cities? You could have been a king yourself."
"I grew weary of it," he answered shortly.
"Weary—of kingly power?"
"Why not? Those courts are nothing—a barbarian ruling over one or
two cities, and calling himself a king and trying drearily to hold a
court worthy of the title. The same, always the same endless
squabbling, carrion birds quarreling among the bones of the Empire.
I went on the next war, or to see the next part of the world, and
erelong I learned never to stay too long in one place lest the
newness of it wear off."
"Valkarion is ever new, Alfric. A man could live his life here and
never see all there was."
"Perhaps. So they told me. And it was, after all, the old seat of the
Empire, and its shrunken remnant of territory is still greater than any
other domain. So I came here to see for myself." Alfric grinned, a
wolfish gleam of teeth in the night. "Also, I heard tales—
restlessness, a struggle for power between Temple and Imperium,
with the Emperor an old man and the last of his line, unable to get a
child on his young queen Hildaborg. It seemed opportune."
"How so?" He thought she breathed faster, lying there beside him.
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