Professional Writing – Week 2 Written Assignment: Business Letter Sending a Negative Message Like last week’s case study, this assignment has two parts. In part one you’ll answer questions guiding you through a three-step writing process. In part two, you’ll write a message based on a case study in the textbook. The assigned case study is Case 3: “Not this Time: Letter denying debit adjustments to Union Bank of California customer,” in chapter 9, on p. 271. (Alternative numbering: Ch. 10, p. 297) Step One: Answer the Required Three-Step Process Questions (pp. 3-4). Answer the questions not necessarily in complete sentences, but fully. Make sure your name appears on the document and submit it in the same file as the letter. Step Two: [also covered in the Assignment document] Write the message, as directed in the “Your Task” section of Case 3. Use the appropriate formatting for this business message, specifically, a formal business letter. Create a letterhead for Union Bank. It can be as simple as the name, address, city/state/zip, phone numbers, and email address of the bank centered and bold-faced at the top of the page. All you will then need to add as a heading will be the date, flush left, a few spaces below it. Date format is January 17,1953 or 17 January 1953. Your writing to one of your oldest customers, so be professional. This is a formal document; no abbreviations. Use at least one-inch margins on the sides. Top and bottom margins depend on the length of the letter. Use Arial or Times New Roman, 12 pt, single-spacing within the paragraphs, double between. · Remember that Word does not default to the spacings mentioned above. You have to get into the paragraph panel in the home tab and change the settings to “single”� and “Spacing Before”�: zero and “Spacing after”�: zero; oryou can go to that little button right above the word “paragraphs,”� click the down arrow and select 1.0. ·For max credit, the letter should appear to have been written by a professional in terms of both content and appearance. Follow the prescribed structure for the letter; that is, use the indirect method. Why? Because you’re delivering bad news. Begin the first short introductory paragraph by establishing goodwill (these are some of your oldest customers) and stating the purpose of the letter, that is, establishing context. In the body, develop two-to-three paragraphs, depending on how much you write. Keep the paragraphs short; once you hit about the fourth or fifth sentence, it’s time to start a new one. Do not begin or include your decision anywhere in the introductory paragraph. The decision should appear no earlier than the last sentence of the second paragraph. ·Before getting to the decision, begin a new paragraph following your very brief intro paragraph and establish your case, your logic, your reasons for reaching the decision you have yet to deliver. Use the ammunition the textbook gives you in the case study to build strong, detailed support for your denial of their request. ·Once you have completed explaining your reasons, state your decision. Don’t say “we” instead of “I”�; be straightforward and forceful (don’t leave any doubt as to what your decision is); don’t apologize (if your reasons are good, why should you even feel the need to?); don’t defend your decision by saying it’s a result of company “policy.” Once you’ve given your decision, start a new paragraph and offer the Caldwells some sort of alternative, no matter if it’s just a small consolation. Offer them something. You can’t give them what they want, and they’re some of your best customers, but maybe you can give them something. [Not covered in the Assignment document]
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