Revise the email using the organizational strategy below.

1. Buffer
2. Justification
3. Bad news + redirection
4. Positive action closing

This is to let you know that attending the conference in May, Henry, is out of the question. Perhaps you didn't remember that budget planning meetings are scheduled that month.

We really need your expertise to help keep the updating of our telecommunications network on schedule, the entire system- which is shaky at best- might fall apart. I'm really sorry to have to refuse your request to attend this conference. I know this is small thanks for the fine work you have done for us. Please accept our humble apologies.

In the fall I'm sure your work schedule will be lighter, and we can release you to attend a conference at that time.

Example

Here is Unit 26 to guide you if needed

  
 
 

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Indirect Information or Action Requests If you expect resistance to your request, an indirect approach is more effective (see unit 11 on indirect message organization). Ideally, you'll make such persuasive pitches in person or on the phone so that you can use a full range of verbal and non-verbal cues (see unit 27 on persuasive messages). When it's important to have present your argument in writing, however, such requests should be clear and easy to spot, but buffered by goodwill statements and reasonable justifications, as shown in Figure 24.5 below. TO Subject smitha@gmail.com Add Cc Add Bcc Request return receipt Furnace Repair Needed Attach a tie Insert Invitation 11 Z U T VT A Hello Mike, Strategically vague TEED We've been nothing but impressed by the furnace and air conditioner installed by Redmond Heating & Air five years ago. We've recommended you to several friends because of your exceptional customer service. e} A few days ago, however, our furnace suddenly stopped working. It's a bit of a mystery because we've been changing the filter regularly every month for the past five years and had you in here for regular check-ups every year, as per the terms of the warranty. When we checked the warranty, however, we saw that it expired a week ago. Talk about bad timing! } Tx Plain Text Given that we've been such responsible and loyal customers, and that we've sent business your way a few times, we're wondering if we can still get you out here to repair the furnace under the terms of the warranty. Can we pretend that it's expiring next week instead of last week? I know this must be a busy time for you and we're asking a lot already, but since it's starting to drop below zero outside, could you please come as soon as possible. We'd be forever in your debt if you could help us out here! Many thanks, Belinda Deadlines and/or implementation detalls Figure 24.5: Use the indirect approach to write requests the receiver may not be happy about. Use a buffer to set up request Context and background Justification for request Information or action request, to which you will expect some resistance Indirect Information or Action Requests If you expect resistance to your request, an indirect approach is more effective (see unit 11 on indirect message organization). Ideally, you'll make such persuasive pitches in person or on the phone so that you can use a full range of verbal and non-verbal cues (see unit 27 on persuasive messages). When it's important to have present your argument in writing, however, such requests should be clear and easy to spot, but buffered by goodwill statements and reasonable justifications, as shown in Figure 24.5 below. TO Subject smitha@gmail.com Add Cc Add Bcc Request return receipt Furnace Repair Needed Attach a tie Insert Invitation 11 Z U T VT A Hello Mike, Strategically vague TEED We've been nothing but impressed by the furnace and air conditioner installed by Redmond Heating & Air five years ago. We've recommended you to several friends because of your exceptional customer service. e} A few days ago, however, our furnace suddenly stopped working. It's a bit of a mystery because we've been changing the filter regularly every month for the past five years and had you in here for regular check-ups every year, as per the terms of the warranty. When we checked the warranty, however, we saw that it expired a week ago. Talk about bad timing! } Tx Plain Text Given that we've been such responsible and loyal customers, and that we've sent business your way a few times, we're wondering if we can still get you out here to repair the furnace under the terms of the warranty. Can we pretend that it's expiring next week instead of last week? I know this must be a busy time for you and we're asking a lot already, but since it's starting to drop below zero outside, could you please come as soon as possible. We'd be forever in your debt if you could help us out here! Many thanks, Belinda Deadlines and/or implementation detalls Figure 24.5: Use the indirect approach to write requests the receiver may not be happy about. Use a buffer to set up request Context and background Justification for request Information or action request, to which you will expect some resistance