Write a Professional Email Message (in the form of Figure 5.1 on page 76 of BCOM

Question

Write a Professional Email Message (in the form of Figure 5.1 on page 76 of BCOM7) from the perspective of a character in the scenario. The email should discuss the communication issue provided in the scenario and should be addressed to another character from the scenario.

The message should take the form of an email; however, you will submit your assignment to the online course shell.

The professional email message must adhere to the following requirements:

1. Content:

Address the communication issue from the scenario.

Request a face-to-face meeting to discuss the issue (at a specific time).

Concentrate on the facts of the situation and avoid using overly emotional language.

Assume your recipient is learning about the situation for the first time through your communication.

2. Format:

Use a descriptive subject line or heading.

Include an appropriate and professional greeting / salutation.

Use email form including: To:, From:, Subject:, and Signature.

3. Clarity / Mechanics:

Focus on clarity, writing mechanics, and professional language/style requirements.

Run spell/grammar check before submitting.

4. Your assignment must:

Be typed, single-spaced, using Times New Roman font (size 12), with one-inch margins on all sides. Your professor may provide additional instructions.

5. Submitting your assignment:

Submit your assignment through the online course shell only.

6. The specific course learning outcomes associated with this assignment are:

Plan, create, and evaluate professional documents.

Deliver professional information to various audiences using appropriate tone, style, and format.

Analyze professional communication examples to assist in revision.

USE ONE OF THESE PROFESSIONAL SCENERIOS

1. Saban is a top performing industrial equipment salesperson for D2D. After three years of working with his best client, he receives a text message from Pat (his direct manager) assigning him to a completely different account.

Pat has received complaints that Saban gets all of the good clients and is not a “team player.”

Saban responds to the message and asks for a meeting with Pat to discuss this change. Pat responds with another text message that reads: “Decision final. Everyone needs to get a chance to work with the best accounts so it is fair. Come by the office and pick up your new files.”

Moments later, Saban sends a text message to Karen, his regional manager and Pat’s boss. It simply reads, “We need to talk.”

2. Amber, Savannah, and Stephen work for Knowledge, Inc. (a consulting company). While on a conference call with Tim Rice Photography (an established client), the group discusses potential problems with a marketing campaign. Tim Rice, lead photographer and owner of Tim Rice Photography, is insistent the marketing is working and changes are not needed.

Amber reaches over to put Tim on “Mute” but accidently pushes a different button. She immediately says to Savannah and Stephen that the marketing campaign is not working and that “…Tim should stick to taking pretty pictures.”

Tim responds, “You know I can hear you, right?”

3. James shows up to work approximately five minutes late this morning, walks silently (but quickly) down the hallway and begins to punch in at the time clock located by the front desk.  

Sarah, the front desk manager, says, "Good morning, James," but James ignores her, punches in, and heads into the shop to his workplace. Sarah rolls her eyes, picks up the phone, and dials the on-duty manager to alert her that James just arrived and should be reaching his desk any moment.

4. Paul works for the website division of SuperMega retail company. He receives an email late Friday afternoon that explains a new computer will launch at the end of next June and it will be in high demand with limited stock. Also contained in the three-page-message is that customers will be able to preorder the item 30 days before launch according to the production company. Paul is asked to create a landing page for consumers who are interested in learning more about the product.

By mistake, Paul sets up a preorder page for the product that afternoon (well in advance of the company authorized period) and late Friday evening consumers begin to preorder the product. Sharon, Vice President of Product Sales at SuperMega, learns of the error Saturday morning and calls Paul to arrange a meeting first thing Monday morning. Sharon explains to Paul on the phone that the company intends on canceling all of the preorders and Paul responds that the company should honor the preorders because it was not a consumer error. After a heated exchange, Paul hangs up on Sharon when she insists that the preorders will be canceled because of Paul’s error.

1. Saban is a top performing industrial equipment salesperson for D2D. After three years of working with his best client, he receives a text message from Pat (his direct manager) assigning him to a completely different account.

Pat has received complaints that Saban gets all of the good clients and is not a “team player.”

Saban responds to the message and asks for a meeting with Pat to discuss this change. Pat responds with another text message that reads: “Decision final. Everyone needs to get a chance to work with the best accounts so it is fair. Come by the office and pick up your new files.”

Moments later, Saban sends a text message to Karen, his regional manager and Pat’s boss. It simply reads, “We need to talk.”

2. Amber, Savannah, and Stephen work for Knowledge, Inc. (a consulting company). While on a conference call with Tim Rice Photography (an established client), the group discusses potential problems with a marketing campaign. Tim Rice, lead photographer and owner of Tim Rice Photography, is insistent the marketing is working and changes are not needed.

Amber reaches over to put Tim on “Mute” but accidently pushes a different button. She immediately says to Savannah and Stephen that the marketing campaign is not working and that “…Tim should stick to taking pretty pictures.”

Tim responds, “You know I can hear you, right?”

3. James shows up to work approximately five minutes late this morning, walks silently (but quickly) down the hallway and begins to punch in at the time clock located by the front desk.  

Sarah, the front desk manager, says, "Good morning, James," but James ignores her, punches in, and heads into the shop to his workplace. Sarah rolls her eyes, picks up the phone, and dials the on-duty manager to alert her that James just arrived and should be reaching his desk any moment.

4. Paul works for the website division of SuperMega retail company. He receives an email late Friday afternoon that explains a new computer will launch at the end of next June and it will be in high demand with limited stock. Also contained in the three-page-message is that customers will be able to preorder the item 30 days before launch according to the production company. Paul is asked to create a landing page for consumers who are interested in learning more about the product.

By mistake, Paul sets up a preorder page for the product that afternoon (well in advance of the company authorized period) and late Friday evening consumers begin to preorder the product. Sharon, Vice President of Product Sales at SuperMega, learns of the error Saturday morning and calls Paul to arrange a meeting first thing Monday morning. Sharon explains to Paul on the phone that the company intends on canceling all of the preorders and Paul responds that the company should honor the preorders because it was not a consumer error. After a heated exchange, Paul hangs up on Sharon when she insists that the preorders will be canceled because of Paul’s error.

Explanation / Answer

I have choosen 4th scenario.

From : paul@supermega.com

To : sharon@supermega.com

Subject : Advantages and necessity of preorder policy

Hello Sharon,

Greetings!!

I applaud that SuperMega retail company has come up with great marketing strategy of preorder of limited stock product. Looking at brand value of retail company I will insist to employ the already shared policy with customers. In this cut-throat competition withdrawal of such policy will backfire the company.

Though it is mistake on my side to go live with the preorder page much in advance, I do really feel cheated on customer part to not take these orders by company even after allowing to do so. We can implement one solution. We can disable the order or book button from the preorder page henceforth till 30 day preorder period arrives. But till then orders which we have received should be taken to proceed. Cancelling preorder policy will not damage the company image as customer will surely raise their voices on various social media platform. Preorder is best way of marketing as customers will visit website for the product and browse through other products as well.

This issue will also affect employee morale. Since you have already communicated to prepare page for the preorder and same is live now, cancelling this policy will create confusion among employees while they receive work instructions. They will not implement any solution till last moments arrives.

So for the betterment of work environment and company brand value I urge not to cancel this policy.

Thanks & regards,

Paul

Manager, Website division,

Mob no. +1 (834) 234 234

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