Using your text, handouts and homework for reference if you wish, write the indirect-format negative news letter (with complete format) to Andrew in context with the scenario below: 

You volunteer as the treasurer for the British Columbia chapter of your professional association. Your association encourages members to use its Professional Development Fund to go to conferences and seminars. A portion of the annual association dues pays for the approved professional development (PD) of members; approval is based on the availability of funds, merit of the conference or seminar, member not having received PD funds for three years, and member’s willingness to give an oral presentation on his/her return. You and your committee approve PD requests and travel expense claims. One week ago, you received an expense claim from a member, Andrew Bissonnette. He had attended the annual meeting of the American branch of your association in Denver, Colorado in February/March. The committee had approved his request to make the trip. Andrew submitted this list of expenses: Denver Park Plaza Hotel (Feb 28 – March 2) $ 750 Meals and Room Service $ 350 Airport Transportation (Feb 28, Vancouver) $ 20 Airport Transportation (March 2, Denver) $ 35 Airfare (United Airlines) $ 935 Overcoat (Nordstrom’s) $ 865 Andrew included a note saying that he was claiming the overcoat because it snowed while he was in Denver and his raincoat did not keep him warm enough. He pointed out that the conference activities were spread across the city, between the university and the hotel, so he had to do considerable traveling outdoors. The Professional Development Committee was not impressed with Andrew’s expense claim. One member stated, “What kind of overcoat did he buy for $865? Is it made of gold cashmere?” Another added, “Who would go to Denver in February with only a lightweight raincoat? Maybe he’s trying to rip us off!” The committee decided to eliminate the cost of the coat and send him a cheque for the rest of his expenses. They asked you to write him a letter to accompany the cheque. In anticipation of Andrew’s displeasure, the association’s chairperson, Donna, told you: “Remind him, tactfully, about the travel expense info he received with his original application form.” Because Andrew has a high profile in the association (and he is well liked) any negative reaction from him may jeopardize the committee’s promotion of professional development funds. Finally, he is an excellent speaker and everyone is looking forward to his presentation on the Denver conference. You are worried that if he feels insulted he will refuse to give this presentation.

Answer rating: 100% (QA)

Dear Andrew We are writing to you in reference to the travel expense claim you submitted to the Brit... View the full answer