writing of business

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Assignment 2: Block Business Letter

Choose one of the following professional scenarios

Professional Scenarios

1. Saban is a top performing industrial equipment salesperson for D2D. After three years of working with his best client, he receives a text message from Pat (his direct manager) assigning him to a completely different account.

Pat has received complaints that Saban gets all of the good clients and is not a “team player.”

Saban responds to the message and asks for a meeting with Pat to discuss this change. Pat responds with another text message that reads: “Decision final. Everyone needs to get a chance to work with the best accounts so it is fair. Come by the office and pick up your new files.”

Moments later, Saban sends a text message to Karen, his regional manager and Pat’s boss. It simply reads, “We need to talk.”

2. Amber, Savannah, and Stephen work for Knowledge, Inc. (a consulting company). While on a conference call with Tim Rice Photography (an established client), the group discusses potential problems with a marketing campaign. Tim Rice, lead photographer and owner of Tim Rice Photography, is insistent the marketing is working and changes are not needed.

Amber reaches over to put Tim on “Mute” but accidently pushes a different button. She immediately says to Savannah and Stephen that the marketing campaign is not working and that “…Tim should stick to taking pretty pictures.”

Tim responds, “You know I can hear you, right?”

3. James shows up to work approximately five minutes late this morning, walks silently (but quickly) down the hallway and begins to punch in at the time clock located by the front desk.

Sarah, the front desk manager, says, “Good morning, James,” but James ignores her, punches in, and heads into the shop to his workplace. Sarah rolls her eyes, picks up the phone, and dials the on-duty manager to alert her that James just arrived and should be reaching his desk any moment.

4. Paul works for the website division of SuperMega retail company. He receives an email late Friday afternoon that explains a new computer will launch at the end of next June and it will be in high demand with limited stock. Also contained in the three-page-message is that customers will be able to preorder the item 30 days before launch according to the production company. Paul is asked to create a landing page for consumers who are interested in learning more about the product.

By mistake, Paul sets up a preorder page for the product that afternoon (well in advance of the company authorized period) and late Friday evening consumers begin to preorder the product. Sharon, Vice President of Product Sales at SuperMega, learns of the error Saturday morning and calls Paul to arrange a meeting first thing Monday morning. Sharon explains to Paul on the phone that the company intends on canceling all of the preorders and Paul responds that the company should honor the preorders because it was not a consumer error. After a heated exchange, Paul hangs up on Sharon when she insists that the preorders will be canceled because of Paul’s error.

Write a Block Business Letter from the perspective of company management. It must provide bad news to the recipient and follow the guidelines outlined in Chapter 7: Delivering Bad-News Messages in BCOM9 (pages 116-136).

The message should take the block business letter form from the posted example; however, you will submit your assignment to the online course shell.

The block business letter must adhere to the following requirements:

  1. Content:
    1. Address the communication issue from the scenario.
    2. Provide bad news from the company to the recipient.
    3. Concentrate on the facts of the situation and use either the inductive or deductive approach.
    4. Assume your recipient has previously requested a review of the situation via email, letter, or personal meeting with management.
  2. Format:
    1. Include the proper introductory elements (sender’s address, date, recipient’s address). You may create any details necessary in the introductory elements to complete the assignment.
    2. Provide an appropriate and professional greeting / salutation.
    3. Single space paragraphs and double space between paragraphs.
    4. Limit the letter to one page in length.
  3. Clarity / Mechanics:
    1. Focus on clarity, writing mechanics, and professional language/style requirements.
    2. Run spell/grammar check before submitting.

The specific course learning outcomes associated with this assignment are:

  1. Plan, create, and evaluate professional documents.
  2. Write clearly, coherently, and persuasively using proper grammar, mechanics, and formatting appropriate to the situation.
  3. Deliver professional information to various audiences using appropriate tone, style, and format.
  4. Analyze professional communication examples to assist in revision.

Points: 150

Assignment 2: Block Business Letter

Criteria

Unacceptable

Below 60% F

Meets Minimum Expectations

60-69% D

Fair

70-79% C

Proficient

80-89% B

Exemplary

90-100% A

1. Submission meets the content requirements outlined in assignment details.

Weight: 30%

Submission content missing multiple required elements, has multiple issues with development of content, or does not relate to the stated requirements.

Submission missing at least one noted content requirement and has multiple issues with development of provided content items.

Submission is missing at least one requirement or has specific development issues with provided content items.

Submission includes all stated requirements and most are well developed.

Submission includes all stated requirements and is well developed.

2. Assignment meets the format requirements outlined in assignment details.

Weight: 25%

Assignment makes little or no attempt to meet the stated format requirements.

Assignment is missing at least two format requirements (or there are major errors as noted in comments).

Assignment is missing at least one format requirement and/or has 4-5 minor errors.

Assignment includes all stated format requirements and has 2-3 minor errors.

Assignment includes all stated format requirements and has 0-1 minor errors.

3. Audience, purpose, and overall effectiveness of the Block Business Letter.

Weight: 30%

The Block Business letter is not properly targeted, the purpose is unclear, and/or the message is ineffective in achieving its goal(s).

The Block Business letter has major errors in at least two of the areas (audience, purpose, or overall effectiveness).

The Block Business letter has a major error in at least one of the areas (audience, purpose, or overall effectiveness).

The Block Business letter mostly addresses the proper audience, generally achieves its purpose, and is somewhat effective.

The Block Business letter addresses the proper audience, achieves its purpose, and is effective.

4. Clarity, writing mechanics, professional language/style requirements.

Weight: 15%

More than 8 errors present.

7-8 errors present.

5-6 errors present.

3-4 errors present.

0-2 errors present.

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