Writing a routine message in business work.

Writing Exercise #1

Courtney Farrell

Scenario #1: Deadline change

Your manager, Monica, calls with a new directive for your current client project. You have been

working on the project for a year, and you and your client have a good business relationship.

You are two months away from the project deadline, and the client wants the deadline bumped

up by three weeks. Monica says it is due to an unforeseen market change, and it is critical. The

project will be worthless if it is not received by the new deadline. You know that meeting this

new deadline will be particularly challenging due to some personal vacations and training plans

that your project team members had planned during this timeframe.

Monica is going to a meeting with the client in two days. She is expecting to know how you will

handle this situation before then. You can either respond to her directly after you talk with

your team members, or you can copy her on the email that you send to your team members

to address this issue.

Your task: Write a response to Monica’s directive. Your email will either be addressed to

Monica or directly to your team members with Monica copied on the email. Write:

1. FIRST: Use the writing process for routine messages: Plan-Draft-Review. Write the

Plan using Audience • Idea Development • Message Structuring in an outline format

(Linked HERE). Make sure each of your outline points are complete sentences. When

you turn in your completed message, your writing process outline should follow your

response to Monica’s inquiry. Naturally, you would not send your notes to Monica or

your team members, but I would like to see your thought process in preparation to

write. Again, put these outline notes at the end of your message.

2. Use an email format for the final composition of your response to Monica or to your team

members.

3. Make your response more readable by using bold, italic, and lists where appropriate.

Note: You do not need to use all of these formatting options. Simply use the ones that

make your document easier to read. Remember, she is going to a meeting and wants to

use it for reference. Use Times/New Roman, 12 point type.

4. Your email should be about 350 – 500 words. Be concise in your response and at the

same time be sufficient.

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5. If you need help on your work the Tutors are available in Glenn 206 or in Siskiyou Hall.

Revise: 1. Use the COB Rubric as a “revision checklist.” Remember, this checklist or “rubric” tells

you what will be evaluated in your writing assignment.

Final Delivery:

1. Turn in your final draft of WE#1. The final draft includes both your message as well

as the outline (Message first, Outline second – put these in one document). Follow

the Writing Exercise link in BB, then find the labeled link for the assignment: Turnitin

Link – Writing Exercise #1.

2. Name your document: WE #1, Your Last Name_ Your First Name.

3. Not following directions may result in an “unacceptable” paper. The professional

workplace requires that we understand and follow directions. If you don’t understand

something please ask.

Due Dates: MONDAY, MARCH 13, by 5PM through Turnitin.com

NO LATE WORK WILL BE ACCEPTED Final Grade: The assignment is 100 points. It will be scored according to this assignment guide

and the College of Business writing rubric. Your grade will appear in Blackboard.

SEE NEXT PAGE FOR OUTLINE INFORMATION

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Write the plan using Cardon’s Audience • Idea Development • Message Structuring scheme in

an outline format. This example should help you get started. Remember, this is only an outline

of your thoughts, but I do want you to write in complete sentences.

I. Audience: Monica, your Manager, or your Team Members with Monica copied on the

message

A. Make your observations about Monica and her directive.

B. Make observations about your team.

C. Who will you address your response to – Monica or your team members?

II. Idea Development

A. Clearly state the business problem you are addressing.

B. Begin to outline her directive and how you will respond using the information you

have.

C. How will you deliver this message to Monica or your team?

D. If you are addressing your team, what will be your expectations of them?

E. How will you address your team’s scheduled vacations and training plans?

F. If you ask your team to change their plans or work out a solution, what would that

be and how will you prevent them from becoming upset?

G. If you are addressing Monica, how will you respond and what solutions will you

offer?

III. Message Structure

A. Write your main idea or the first sentence or two of your email.

B. Key point 1 (Monica’s Directive)

1. Support or explanation for your “key” point.

2. Continue adding details as needed.

C. Develop as many “Key points” as you need to respond to Monica’s directive.

Carry on with the outline until you have all your thoughts ordered.

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