COMM 6019

Indirect Letter Assignment (10%)

Submit to Dropbox by Feb. 8, 10:00 p.m.

LEARNING OUTCOMES ASSESSED:

1. Compose workplace documents including emails, letters, and a research report

2. Analyze an audience and tailor a message to that audience

3. Apply principles of grammar, punctuation, and editing appropriate to professional writing

4. Prepare documents according to basic principles of formatting and visual communication in various

written documents

5. Demonstrate critical thinking skills in reading, writing, and discussion

THE SCENARIO

You are the manager of the Supply Chain Department of a large London-based company, and it is mid-

August 2018. Last week, you had a conversation with John Stanton, a business consultant with whom

you worked very well on several occasions in the past. While you were talking about your families, he

mentioned that his daughter was just about to finish her second semester of study in the Supply Chain

Program at Fanshawe College, and then he suggested that you should hire her as a co-op student over

the Fall Term (September-December). You carefully avoided making a promise. First, you mentioned

that you went to Fanshawe, too, and commented positively on how much the Lawrence Kinlin School of

Business has grown over the years. Next, you mentioned that you hire co-op students from Fanshawe

every year, and that you collect applications in the first month of each college term so you can make a

selection for the following term.

You assumed that John Stanton understood that there are clear procedures in place for hiring co-op

students at your company, and that he would inform his daughter, so she could apply for the next round

and John Stanton did not insist. However, now youve just received a letter from John Stantons

daughter, Ann Stanton, who wants to know if she can start working for your company as soon as the Fall

Term starts. You cannot offer Stantons daughter a co-op position, because you have already selected

two co-op students to work in your department over the Fall Term, at the end of an application process

that included an examination of the students resumes and cover letters, as well as a series of interviews

(the students had submitted their application packages in May 2018, as required). You are also a little

stunned by Annes attitude, as you would have expected a student in her second semester in college to

be more aware of professional expectations in such situations. (You expected her to apply for a co-op in

the future, following the proper procedures, rather than think that she would be accepted overnight.)

You will have to

reject

Ann Stantons request, but you

do not want to offend

her father in the process.

Consider the power dynamic involved and choose your words carefully. (As a manager, you are in the

decision-making position, so you want to come across as clear and in control, but also kind, considerate,

forward-looking, and positive. You know that you might have to work with John Stanton in the future

and do not want your future interactions to be affected negatively by this situation.)

THE TASK

Write an indirect pattern letter to

Ann Stanton

.

Reject her request

but seek to present your case so that

you can maintain a good relationship with John Stanton. (You are writing to the daughter, but you are

certain that the father will read the letter, too.) Use your critical thinking skills and your writing skills to

write a letter that will be received positively or at least neutrally, in spite of the bad news it has to

convey.

EXPECTATIONS & FORMAT

Follow the block letter format. Create a letterhead for the company and make up Ann Stantons address.

Follow all the indirect letter conventions included in this weeks lecture. Review previous course

materials as needed for general information concerning any relevant structure, format, tone, or stylistic

aspects.

GRADING

As this is a communications course, all assignments will be graded on content, organization, style and

correctness. Here are some aspects I will consider as I grade your assignment:

1.

Does your letter follow the block letter format?

2.

Does your letter employ the appropriate opening/ body/ closing structure for

indirect

pattern

messages?

Many students lose a lot of marks on this assignment because they do not follow the indirect pattern

structure and reveal the bad news in a tactless manner, mention it several times, etc. Study the

lecture notes carefully.

3.

Does your letter follow the principles of effective workplace communication?

4.

Is your letter an appropriate response to the situation outlined above?

5.

Is your letter free of writing errors?

A rubric for this assignment has been linked to the corresponding Submissions folder. It would be

a good idea to have a look at it as you start working on your lette