If your audience expects bad news or prefers a “bottom line” approach, present the bad news along with a brief rationale upfront. For example, to relay that a report will be late try, “The extra time required to convert our accounting system means that our departmental compliance report will be submitted on April 1 instead of March 15.” This is preferred to presenting the “bad news” after a lot of explanation.
This “direct” approach saves time and immediately satisfies your audience’s curiosity about your purpose. The brief rationale helps readers accept your decision. These messages are often shorter than indirect messages because they deal with simpler situations which require little explanation.