Bad News Letter: Problem with a contract work building project

Scenario

You (student name) _______ are a new graduate from TRU and have started a small contracting business called (name of your business) __________. You submitted a winning proposal to develop a coffee shop kiosk space (or small food service outlet, you decide) on campus in the Old Main building. Thompson Rivers University student union (TRUSU) is managing your contract. Your main contact person is I.M. Right (could be male or female), President of TRUSU.

You are excited about this contract because you are newly graduated, you have had some other contract work but nothing this big. If you are successful with this project, there is the potential for ongoing contract work at TRU or other locations. You want to get this job right!

Unfortunately, this project is running into problems. I.M. Right keeps changing their mind about the square footage you must work with; they are calling you late in the evening to talk about the project and the high end-finish that I.M. Right wants is over the budget you were given for the project.

Write a formal letter (use an indirect writing plan: no bad news in the first paragraph; it should be positive) to I.M. Right and address these concerns in a way that preserves the relationship and your contract. While sticking to the facts outlined in this scenario, students may embellish the details. This could be highlighting the positive aspects of your relationship with I.M. Right or describing the high-end finish. Review lectures and links in Moodle in regards to delivering bad news and writing in an indirect writing plan.

Instructions: There are two parts to the Bad News Letter Assignment

1. Audience Analysis

Write three paragraphs (separate from the letter), explaining your GOAL for the letter (paragraph 1) and analyzing both AUDIENCE NEED (paragraph 2) and at least 3 BARRIERS (paragraph 3) facing this communication. Although many details about your audience have not been provided in the scenario (gender, age, nationality, etc), use the information you do have (occupation, responsibilities, personality traits, etc) to guide your analysis.

2. Formal Letter

You must create and include letterhead and other features (date, salutations, opener and closer) make the letter as professional and real as possible.