ADMN 233 Assignment 3 Template Assignment 3 Instructions Assignment 3 is worth 20% of your final mark. It should be completed and submitted after you finish Chapter 11 in your textbook. This assignment is divided into four parts, corresponding to the topics in Unit 3 (Chapters 8 to 11) of your textbook. In this assignment, you will apply the 3-x-3 writing process to write e-mails, memos, and letters to inform or persuade your readers. Part 1: Routine E-Mail Messages and Memos (25 marks) Part 2: Routine Letters and Goodwill Messages (25 marks) Part 3: Persuasive and Sales Messages (25 marks) Part 4: Negative Messages (25 marks) The writing tasks you will complete in this assignment are based on real-world scenarios that describe a variety of situations. • Read every scenario carefully in order to understand the work that you must accomplish. • Adjust your writing to your audience. In some cases, you will be asked to review sample texts that are poorly written—this is an opportunity for you to assess the relevancy of the information these texts communicate. • Decide what information is important to your reader and what information is not. • Include additional facts that you consider important. You may need to reorganize the information in order to communicate to your reader in a clearer and more efficient way. General Instructions 1. Limit your answers to a maximum of one sentence per mark, unless instructed otherwise. For example, if a question is worth three marks, ensure that you write three complete sentences. 2. Integrate the lessons you have learned as you complete this assignment. 3. Read textbook pages that relate to specific questions. Review the following pages in the Welcome and Orientation section of this course Web site before you complete this assignment: a. Marking Guide b. Questions of Style c. Applying the 3-x-3 Writing Process Plagiarism Plagiarism is submitting or presenting someone else's work as your own. It includes copying words from an assignment you wrote in this course into a new assignment; copying your instructor’s comments and presenting them as your own; and copying headings, outlines, sentences, paragraphs, tables, and graphics without permission or citation. Plagiarizing someone else's writing is not allowed at Athabasca University. For information about plagiarism and intellectual honesty, consult the following page from the Athabasca University Calendar: http://www.athabascau.ca/studserv/inthonesty.htm. ADMN 233 markers use anti-plagiarism software. The consequences for plagiarism and academic misconduct are severe. If you are caught plagiarizing someone else’s text, you will obtain a zero on this assignment. A letter describing this offence will be appended to your student record. You risk being suspended or expelled from Athabasca University. Part 1 Routine E-Mail Messages and Memos 25 marks (Questions 1 and 2) Refer as needed to material in Chapter 8. Read the instructions for each activity. Answer all questions clearly and concisely. Include examples to support your answers. Activity A – Routine memo Question/Task 10 marks 1. Carefully review Judith’s draft memo. Refer to Figure 8.3 Hard-Copy Memo That Responds to Request on page 163 in your textbook as an example of good general organization. Do not refer to it for specific wording. Help Judith improve her writing techniques: • Rewrite the content of this memo after rethinking the memo’s purpose. • Follow a direct sentence structure. • Focus on the principal action: calling a meeting. • Focus less on her and more on the reader. • Clarify the subject line. • Clarify the actions that the reader of this memo should take. • Shorten the entire memo so that it does not waste a reader’s time. • Follow rules of parallelism to create sentences with identical structures. • Develop paragraphs that outline a single theme in the first sentence and develop that theme in subsequent sentences. • Use graphic highlighting where relevant to improve your text’s readability. Activity B – Routine e-mail Question/Task 15 marks 2. Write an e-mail to all Borealis College students, staff, and faculty regarding the new procedures. Warn all Web authors whose Internet sites are presently affected by this measure that you will review all personal Web sites to assess new College criteria for online content. Inform future Web site writers that they must submit a proposal to you, the College Webmaster, for approval. This proposal must outline the Web site’s purpose, describe its content, and include information about its potential readers. The situation you are dealing with is fictional; use your imagination to complete this task. Refer to the Checklist for Writing Routine E-mail Messages and Memos on pages 173 and 174 in your textbook and use the following details to guide you: Task Details Your task: Write an e-mail memo Your readers: College staff, students, and faculty Your institution: Borealis College Your title: College Webmaster Text purpose: To inform and warn about consequences Text style: Formal Text length: 3 paragraphs Text format: Memo Use the following memo format and include your name, title, and the name of your institution. Use today’s date. Summarize the central idea you wish to communicate in your subject line. Date: To: From: Subject: Select relevant information from Scenario 2 to plan your e-mail. Begin each paragraph with a central idea and develop each idea in subsequent sentences. Write two or three sentences per paragraph. • Describe the purpose of your e-mail and explain the problem your college is facing. • Announce the new procedures that Web authors will have to follow. • Include possible consequences for overlooking these new measures. • Provide contact information so that your readers can reach you if they wish to discuss with you the new procedures for publishing information on Borealis College’s Web sites. For Marker’s Use: Part 1 Subtotal: /25 Part 2 Routine Letters and Goodwill Messages 25 marks (Questions 3 to 8) Refer as needed to material in Chapter 9. Read the instructions for each activity. Answer all questions clearly and concisely. Include examples to highlight your comments. Activity A – Routine letter Questions/Tasks 10 marks total 3. What advice would you give Gordon about his letter opening to make it clear, concise, and to the point? Review relevant advice on page 192 in your textbook. You may also consult page 190 to examine how to write the opening for an order letter. (2 marks) 4. What advice would you give Samantha about her letter body to make it clear, concise, and to the point? Review to the Checklist for Writing Direct Requests on pages 194 and 196 in your textbook. (2 marks) 5. What advice would you give Luigi about his letter closing to make it clear, concise, and to the point? Review relevant advice on pages 200 and 201 in your textbook. (2 marks) 6. Rewrite Gordon’s letter opening to improve its style and organization. (2 marks) 7. Rewrite Luigi’s letter closing to improve its style and organization. (2 marks) Activity B – Goodwill letter Question/Task 15 marks 8. On behalf of CARING CANADA, write a goodwill letter to thank the Director of Moose Delights for the company’s generous support. Be clear, concise, and to the point. Refer to the following Task Details as a guide: Task Details Your task: Write a goodwill letter Your reader: Mrs. Joan Sweets, General Director, Moose Delights 1st Street, Moose Jaw, Saskatchewan S4S 2V3 Your institution: CARING CANADA Your title: Marketing Manager Text purpose: To give thanks Text style: Informal, personal Text length: 4 paragraphs Text format: Company heading and address at top of letter Begin your letter by reproducing your company’s letterhead. CARING CANADA 100 Bay Street, Suite 222 Toronto, Ontario, Canada • Use today’s date. • Address your letter to your reader; include her name and title, and the name and address of the institution she directs. • Select relevant information from Scenario 4 to plan your letter. • Adopt a “you” view. • Refer to the checklist for writing goodwill messages on pages 205 and 206 in your textbook. • Begin each paragraph with a central idea and develop the idea in subsequent sentences. • Write two or three sentences per paragraph. • Summarize the central idea you wish to communicate to your reader by praising the success of her company’s initiative. • Spotlight Mrs. Sweets’ contribution as a leader among private company owners. • Describe in personal terms how Moose Delights contributes to the CARING CANADA Christmas fund drive and helps children in less developed countries. • Conclude with compliments and thanks. Close with your name and include your company title. For Marker’s Use: Part 2 Subtotal: /25 Part 3 Persuasive and Sales Messages 25 marks (Questions 9 to 11) Refer as needed to material in Chapter 10. Read the instructions below carefully, and answer all questions clearly and concisely. Questions/Tasks 9. Brian Morgan wrote a highly ineffective persuasive message. His letter contains problems that need to be corrected in order to make it more effective. List five weaknesses that appear in this letter. Your analysis should incorporate concepts and strategies described on pages 216 to 221 in your textbook and summarized in Figure 10.1 Four-Part Indirect Pattern for Sales or Persuasion on page 218. (5 marks) 10. Suggest five changes that Brian needs to make to improve his letter’s persuasiveness. Support your explanation by referring to components of a persuasive message outlined in your textbook. (5 marks) 11. Once you have identified weaknesses in Brian’s letter, rewrite it in order to make the message more effective and persuasive. (15 marks)  Apply the suggestions you made in the previous question.  Ensure that you include relevant components of a persuasive message,  Write a persuasive favour request following an indirect pattern. For Marker’s Use: Part 3 Subtotal: /25 Part 4 Negative Messages (Question 12) 25 marks Refer as needed to material in Chapter 11, in particular to techniques for delivering bad news to a reader sensitively. Read the instructions below carefully, and answer the question clearly and concisely. Scenario 6: Lawnmower Warranty Tara Lang works as the customer service manager for Motor-Mates. The company manufactures a variety of gasoline-powered tools (e.g., weed trimmers, chain saws, and lawnmowers) for commercial landscaping customers. Motor-Mates offers an extensive and generous warranty plan for all its products. However, the warranty requires that regular maintenance be performed by a qualified technician. Improper maintenance procedures void the warranty. Recently, an important and long-time customer, ABC Landscaping, returned a malfunctioning lawnmower that was still under warranty. This company demanded an immediate replacement or a refund of the $3,500 purchase price. Upon inspecting the lawnmower, however, a Motor-Mates technician found that the lawnmower engine had been damaged by an unqualified technician. Company policy clearly states that improper service voids equipment warranties and no exception will be made in this case. However, it may be possible to repair the engine or accept the damaged lawnmower as partial credit toward a new model. Question/Task 25 marks 12. Refer to the Checklist for Delivering Bad News to Customers on page 258 in the textbook to help Tara write an effective letter to Mr. David Jensen, General Manager of ABC Landscaping. • Explain why Motor-Mates will be unable to honour the customer’s request to replace the lawnmower or refund the full purchase price. • Do your best to retain this customer’s goodwill to ensure that ABC Landscaping will consider purchasing your lawnmowers in the future. • Provide a compromise solution. For example, consider offering to repair the damaged engine or accept the damaged lawnmower as partial credit for a new model. • Write one or two sentences in the passive voice to deliver bad news to your reader. Keep writing in the active voice in all other sentences. For Marker’s Use: Part 4 Subtotal: /25 Total Assignment: /100%