Letter memo reports
Keep it short put revelent information on the paper practice good organization
Keep the focus your center - reader center
Keep your correspondence focused on reader"I received the report today" not as good as "Your report arrived today."
Exercise sort out important information reorganize sentenience
Structure to deliver good and bad news
When you're delivering good news in a letter or memo, use a direct approach. Put the good news in a summary statement at the beginning, then fill in the details. End with a goodwill statement.
When delivering bad news, you should know how to do it in two different ways. Directly and Indirectly (the only exception to the "bottomline" rule).
Study the structural approach used by different cultures in their correspondence if you want to make a good impression

Indirect approach
Begin with a neutral or pleasant opening statement related to the subject. This is the buffer. Give the reasons or circumstances leading to the bad news. State the bad news in as positive terms as possible. Give a helpful suggestion or alternative, if one exists. Close with a goodwill statement.
encounter less resistance feel more prepared for bad news easy to accept

Don't mislead the reader with an opening that's too positive (It's a glorious day for workers everywhere; however, you didn't get the job.). Keep the explanation short. Too much detail is hard to get through when you're nervous. Make sure the reader is clear about the bad news. Don't use negative language if there's a positive way to say the bad news. You've just given bad news: end with a goodwill statement, not artificial cheer.