Business Communication Competencies: Writing a Negative-Message Email

The purpose of this assignment is to write a brief, effective negative-message email that demonstrates the business communication competencies of being professional, clear, concise, and evidence-based, and is appropriately receiver/relationship-centric (tone is of special important here).

The Lucas & Rawlins (2015) criteria for effective written business communication apply as well consider readings from Fairhurst (framing) and Munter & Hamilton (technical aspects of effective business writing).

Write a concise, yet appropriate email in response to the case that appears on page 2 of this assignment sheet.

-Write an email to Ms. Friedman letting her know that you have not selected her facility for your upcoming company event.

*Please type this assignment formatted as an email into a Word document, including a “Subject Line: XXX” at the top of the message, then proceed as if writing an email.

 -Consider carefully your receiver (Ms. Friedman), and your goals (instrumental, relational and identity), before and as you write.

-Focus on the first four Lucas and Rawlins (2015) competencies: Professional, Clear, Concise, and Evidence-based.

-Your language/framing choices, overall tone and selection of evidence will be especially important given the context and goals for this message.

-Be sure to include an appropriate, effective subject line, greeting and signature line.

In your position as vice president of sales and marketing for North Woods Paper Company, Ltd., you have been working closely with two hotel managers in the seaside resort town of Smuggler’s Cove.  Soon after you selected Smuggler’s Cove as the site of your annual sales meeting, you wrote the managers of the town’s two major hotels, inquiring about their facilities.  Both managers responded with enthusiasm, giving you all you wanted, and more. Apparently, competition for guests is keen among the hotels in Smuggler’s Cove.

Frankly, both managers impressed you. When you visited the hotels, they both worked very hard to convince you of the superiority of their facilities. You were more favorably impressed with Ms. Mary O. Friedman, manager of the Sea Breeze Hotel.  Her willingness to help was obvious from the start. Unfortunately, you did not select the Sea Breeze.

You selected the Smuggler Hotel over the Sea Breeze, primarily because of location. The Smuggler’s manager is Ms. Emily Jayhawk. The Smuggler is near the center of town—near the shops, restaurants, theaters, and such.

The Sea Breeze is delightfully located on a quiet, secluded beach, but far from the downtown activities. As your salespeople will travel by air and will be without ground transportation, you think that a downtown location is important. Other than this one factor, the two hotels are about equally attractive. Both have adequate guest rooms, meetings rooms, and dining facilities. Their rates are about the same. The decision was a close one.

Now you must tell Ms. Friedman that you are rejecting her persuasive appeal.  Because you like her and believe that she did her utmost to be of service, you’ll skillfully soften the refusal. You want her to know that you appreciate her efforts to help.

-As one of the foci of this assignment is evidence-based, but also concise, carefully select the information you choose to include in the letter.  Some of these details are important; others are not.

-Carefully consider all three of your goals:  instrumental, relational, and identity.

-You may invent information as necessary, including your address and other contact information, the receiver’s address, and any other details that may be needed.