INDIRECT LETTER ASSIGNMENT (10%) Submit by June 2, 11:59 p.m. SCENARIO: You are a Food and Nutrition Manager working for a London ON company*. It is mid- August 2021. Last week, you had a conversation with John Stanton, a Food Service* supplier with whom you have worked very well on several occasions in the past. He suggested that you use his son Tim as a co-op student in your organization over the Fall Term (September- December). This suggestion was unsolicited. It arose after an informal conversation that opened with a seemingly innocuous question - "How is your family?" The conversation came around to the fact that Stanton's son is enrolled in a hospitality program at Fanshawe College. You carefully avoided making any promises. First, you mentioned that your first diploma was from the same Fanshawe program, and commented positively on how much the program has grown over the years. Next, you mentioned that [your organization] hires co-op students from various Fanshawe programs twice a year, and that you always collect applications several months in advance, so that you can make your selections for the Fall and Winter terms. You have not served on the Selection Committee for the last round, but you have done it several times in the last few years, so you are familiar with the process. 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 son, so he could apply for the next round - and John Stanton did not insist. However, now you've just received an unsolicited letter from Tim Stanton, who wants to know if he can start working in your company in September. You cannot offer Stanton's son a co-op position, because your company has already selected two co-op students for the Fall Term, at the end of an application process that included an examination of the students' portfolios, as well as a series of interviews (the students had submitted their application packages months earlier, as required). You are also a little stunned by Tim's attitude, as you would have expected a student from a reputable Fanshawe program to be more aware of professional expectations in such situations. (You thought Tim might apply for a co-op in the future, following the proper procedures, rather than expect to be accepted overnight.) You will have to reject Tim Stanton's request, but you do not want to offend his father in the process. Consider the power dynamic involved and choose your words carefully. As a professional with some power of decision in this circumstance, 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. YOUR TASK: Write an indirect pattern letter to Tim Stanton. Reject his request but seek to present your case so that you can maintain a good relationship with John Stanton. (You are writing to the son, but you are certain that the father will read the letter, too.) Use your critical thinking and your writing skills to compose 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 an address or letterhead for your organization and make up Tim Stanton's address. Follow all the other indirect letter conventions included in our 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? 3. Does your letter follow the principles of effective workplace communication, especially tone components: specific, general-level language, no clichs, etc.? 4. Is your letter an appropriate response to the situation outlined above? 5. Is your letter free of writing errors? 6. Is your letter organized according to the correct pattern? NB: A rubric for this assignment has already been linked to the Dropbox and will be available the moment the Submission folder opens to receive your assignments. It's a good idea to use the rubric as a "control list" before you submit, to make sure that your work meets all 4 categories of requirements. 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