Reference no: EM132216146

Indirect Message Writing Assignment

Rejecting a Meeting Location: As executive director of the Northwest Human Resources Institute, you have been gathering information to help the organization’s board of directors decide where to hold its annual meeting three years from now. Specifically, the board has asked you to investigate two possible sites: Seattle, Washington, and Portland, Oregon. In both cities you received good help from representatives of the chamber of commerce, but Collin Mallard of Seattle was particularly helpful. He went out of his way to show you the city and give you insider information on its attractions and restaurants. He also took you to the hotels with appropriate facilities for your event and introduced you to the managers. Overall, he was a delightful tour guide. You were hoping to send your organization’s business his way.

Unfortunately, the board has decided on Portland for the meeting. Now it is your job to inform Mr. Mallard that Seattle’s bid has been turned down. Certainly, you will express your thanks for his help. You can also report that the decision was a close one and that Seattle will be considered for later years. Send your message to Mr. Mallard via letter. Remember that the board will see a copy.

Fill in any additional details that are needed to write the letter. Remember to include all parts of a business letter including your company letterhead/ return address.

Indirect Message Components

Instruction Components (Followed assignment instructions)                         

Type of message: Business Letter (Rejecting a Meeting Location)

Relational context: Collin Mallard, an official with the Seattle, Washington Chamber of Commerce, went above and beyond to provide you with pertinent information about his city’s capabilities to host your organization’s event. When you travelled to Seattle he arranged for you to meet with key service providers to discuss their services and tour their facilities. He also showed you what Seattle had to offer in the way of entertainment and activities for your meeting attendees. You could not have asked for a better information-gathering experience.    

Purpose of message: Reject a bid from Seattle (Mr. Collin Mallard) to host your company’s annual meeting

Situational Details:

Your organization’s board of directors made the decision to go with Portland

Your organization’s board of directors will receive a copy of this letter

The decision was a close one

You want to leave the possibility open to hold the annual meeting there in future years

Form Components (Incorporated course concepts)                              

Indirect Message Approach

Lead with Buffer

Include reasons for situation or decision

Use Positive Language to give the bad news

Offer any additional information that will be helpful or promote goodwill

Courteous close specific to the situation

Professionalism: professional tone and language; respect, courtesy; “you” focus

Form: Business Letter

Your organization’s letterhead/return address

Professional salutation and close

English writing skills – grammar, spelling, punctuation, paragraph form

Complete – Proofread

Conciseness, clarity, and conversational,

Readability

Spelling, grammar and punctuation