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Two Negative Message Letters

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Write TWO Negative Message letters (one Bad News on any topic and One Arguable Claim (complaint Letter). It is important that you choose a topic that will allow you to develop the letter sufficiently to make the length guidelines, and will also demonstrate your skills as a writer. Write in the concise style characteristic of good business writing and in a language and tone appropriate to your audience and purpose.

One needs to be an Arguable Claim Letter (non routine) - which means that there is no warranty or 'contract' and you have a problem that needs resolution. Prepare both letters using the Indirect, Negative Message Pattern.

These letters convey negative information, so they open with a buffer that sets a professional tone that is sensitive to the reader. The buffer is followed by the explanation, then the bad news and ends by trying to leave the reader with a goodwill closing.

You might write for reasons such as the following:
A letter to the editor, complaining about a particular issue of interest to the community.
A performance appraisal letter that contains negative information.
Rejection to a job candidate
A letter regarding dissatisfaction with an item that is no longer in warranty or where you have no sales receipt
Dissatisfaction with a travel or dining experience
Problems with billing for something (such as a phone bill, power bill etc)

In all cases, imagine the kind of correspondence that you may be called upon to write in your current position or in the business you hope to enter.

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Dear Ms. Smith:

It was a pleasure to meet with you last Thursday. Thank you so much for taking the time to visit our headquarters to meet our interview team. Your experience in the apparel industry is quite impressive. We enjoyed hearing your thoughts on the industry and the changes that have transpired in the last few years. We enjoyed meeting you and appreciate your interest in ABC Clothing Company.

As you can imagine, we had a record number of qualified applicants for the Head Buying position. In fact, the quality of the applicants was the finest I have seen in all my years of ...

Solution Summary

This solution includes two negative message letters, one an arguable claim letter, the other one bad news on any topic. Both letters follow the indirect, negative message pattern.

See Also This Related BrainMass Solution

Message for changes in retail store operations to stakeholders

Suppose you are part of the following scenario:

- You are a public relations manager who must present information regarding changes in a retail store operations to three sets of stakeholders of a retail clothing chain. The stakeholders are store managers, employees, retail customers and the public. You must explain adjustments that allow employees to come to work on a fewer days a week in an effort to compare rising gas prices and save money on store operations.

- Stores will close on Sundays. On Monday through Saturday, stores will open an hour later and close an hour earlier. Full-time employees, including managers will work for 10 hour days a week. Part-time employees will consolidate their hours in 1-, 2- or 3- day workweeks, deepening on how any hours they are scheduled to work. No stores are closing, but no new stores are opening.

- While constructing your messages, determine the characteristics of your audience and consider the appropriate communication type and style for each audience.

- Develop one paper that contains three parts:

- Complete Part 1: Business writing steps. Outline the steps you must take in drafting the business communications. This document can take the form of a list, a flow chart or a Web diagram.

- Complete Part II: Portfolio. Write three messages by selecting one message format for each audience. Explain the changes in the retail store operations. The three messages contain potentially negative information; address the information presented in the scenario so your audience might perceive it in a positive way.

Audiences Message Formats
Store managers A business letter
Store employees A business memo
Retail customers and the public An e-mail message

- Complete Part III: Reflection. Write a reflection on your writing, and compare and contrast the business writings in this assignment with academic papers you have completed.

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