Indirect Message Writing Assignment
Rejecting a Meeting Location: As executive director of the Northwest Human Resources Institute, you have been gathering information to help the organizationâ€s board of directors decide where to hold its annual meeting three years from now. Specifically, the board has asked you to investigate two possible sites: Seattle, Washington, and Portland, Oregon. In both cities you received good help from representatives of the chamber of commerce, but Collin Mallard of Seattle was particularly helpful. He went out of his way to show you the city and give you insider information on its attractions and restaurants. He also took you to the hotels with appropriate facilities for your event and introduced you to the managers. Overall, he was a delightful tour guide. You were hoping to send your organizationâ€s business his way.
Unfortunately, the board has decided on Portland for the meeting. Now it is your job to inform Mr. Mallard that Seattleâ€s bid has been turned down. Certainly, you will express your thanks for his help. You can also report that the decision was a close one and that Seattle will be considered for later years. Send your message to Mr. Mallard via letter. Remember that the board will see a copy.
Fill in any additional details that are needed to write the letter. Remember to include all parts of a business letter including your company letterhead/ return address.
Indirect Message Components
Instruction Components (Followed assignment instructions)
Type of message: Business Letter (Rejecting a Meeting Location)
Relational context: Collin Mallard, an official with the Seattle, Washington Chamber of Commerce, went above and beyond to provide you with pertinent information about his cityâ€s capabilities to host your organizationâ€s event. When you travelled to Seattle he arranged for you to meet with key service providers to discuss their services and tour their facilities. He also showed you what Seattle had to offer in the way of entertainment and activities for your meeting attendees. You could not have asked for a better information-gathering experience.
Purpose of message: Reject a bid from Seattle (Mr. Collin Mallard) to host your companyâ€s annual meeting
Situational Details:
Your organizationâ€s board of directors made the decision to go with Portland
Your organizationâ€s board of directors will receive a copy of this letter
The decision was a close one
You want to leave the possibility open to hold the annual meeting there in future years
Form Components (Incorporated course concepts)
Indirect Message Approach
Lead with Buffer
Include reasons for situation or decision
Use Positive Language to give the bad news
Offer any additional information that will be helpful or promote goodwill
Courteous close specific to the situation
Professionalism: professional tone and language; respect, courtesy; “you� focus
Form: Business Letter
Your organizationâ€s letterhead/return address
Professional salutation and close
English writing skills – grammar, spelling, punctuation, paragraph form
Complete – Proofread
Conciseness, clarity, and conversational,
Readability
Spelling, grammar and punctuation
