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hi iamp;#39;m madhalika a business communication coach the best way to deliver negative news on email is to be positive hereamp;#39;s how you do it generally the recommendation in email writing is to use the active voice this means you use sentences where the subject of the sentence performs the verbs actions for example john sent the report in this sentence john the subject performs the action a sentence such as this in the active voice is strong direct and has a clear tone however in a negative situation a sentence in the active voice could come across as rather harsh and very negative consider this sentence john didnamp;#39;t send the report the sentence is in the active voice and places the blame squarely on john the sentence is negative and doesnamp;#39;t give john the benefit of doubt in fact you come across as someone who is assigning blame and since john is copied in that email you can be sure that john wonamp;#39;t sit with you at large the next time itamp;#39;s