MEMO Date: August 10, 2023 To: Students, Written Communications

MEMO
<
Date: August 10, 2023
<
<
To: Students, Written Communications in Business
<
<
From: Susan Basso McCauley, Lecturer in Writing
<
<
Subject: Instructions for Negative Message
<
<
<
Here are the instructions for the Negative Message. Please review the material and post your questions for each other to Student Café or send Mrs. McCauley a direct message on Blackboard.
<
<
The purposes of this assignment:
<
• To identify purpose and audience and write the appropriate message
<
• To use the indirect order strategy
<
• To practice writing a business message with the correct format and appropriate writing style
<
• To develop editing skills
<
• To correctly use the memo format
<
<
Negative Memo
<
<
Negative messages are often harder to write than routine messages because of the care writers must put into communicating more sensitively. Frequently, students and business writers want to be direct even in the most stinging situations and immediately begin with an apology, which may not be necessary and tends to weaken your position. While some negative news should be delivered directly (“Pay your bill or we’ll take you to court”), writers should remember that everyone takes rejection personally. With bad news messages, you need to try to ease the pain as much as possible. Try to mix bad news with consideration for the other person’s needs. This helps the reader understand that the unfavorable decision is based on a business judgment, not on personal judgment.
<
<
Plan of Action
<
After and reviewing chapter 9, read the scenario below and write a negative memo using the indirect order strategy. See the checklist on p. 276 in particular for help. (Page numbers may change depending on which version of the book you’re using).
<
<
Context
<
Case studies are effective ways to consider real business situations. Most of these are based on actual situations. The detail in the case studies provides background that you need to understand the problem but you won’t necessarily have to include all of it. Use only the information you need to write a clear and concise message. You may add other details if you like as long as they do not alter the situation. Furthermore, use your own words. Do not copy phrases longer than three words from the original case study.
<
<
Case Study
<
Well, this is awkward. David Wayne, who started working with you last month, has abysmal business writing skills. His reports are unclear and lack pertinent information, which makes you and your colleagues have to email him for clarification. You need him to take a business writing course so he can be successful in his new position at your company.
<
<
Your Task
<
While your response would likely take the format of an email in real life, for the sake of this assignment, please use the memo format. Correct use of the memo format is part of your grade. Write a memo to Mr. Wayne explaining that you enjoy him being in your company, but that you need him to take a business writing course. Make up any details you need.
<
<
Audience
<
Develop a clear idea of your audience. Anticipate your audience’s reaction and adapt your message and style accordingly.
<
<
Peer Review
<
In a business community, writers rely on each other for suggestions, comments, and review. Post your draft to your peer review Negative Memo group under the Groups tab. In addition to peer reviews, you may also visit the University’s Writing Center.
<
<
• Submit your paper for peer review to your group by Friday, October 6, 2023 at 11pm.
<
• Return papers to their authors by Wednesday, October 11, 2023 at 11pm.
<
• Final Negative Memo is due on Blackboard’s Assignment Tool by Sunday, October 15, 2023 at 11pm.
<
<
The final paper is your responsibility and you are not obligated to incorporate the changes or suggestions that you received from peer reviews. However, if you feel the advice improves your paper or if you have learned ways to improve your message, then incorporate these into your final message.
<
<
Warning: By reading the other papers in your group, you might be tempted to use what others have written. Be very careful here. You cannot plagiarize. You cannot borrow (steal) what someone else has written. You can, however, see how someone has approached the situation and improve your own message, perhaps by adding detail, correcting weak format, or improving an idea. When in doubt, ask!
<
<
Format
<
This message should include all components of an effective business memo. See samples in the book, the lecture on Correspondence Format on Blackboard, and Appendix A for guidance. (You may use the memo format of these instructions, as well.)
<
<
Submission
<
• For the final file that you will submit for grading, name your file following the correct file naming conventions (see syllabus: e.g., McCauleyS_Negative) and upload it to the Assignment tool by the deadline: Final Negative Memo is due on Blackboard’s Assignment Tool by the date listed above and on the syllabus. No late assignments will be accepted.
<

<
Evaluation
<
The assignment counts 20% and will be evaluated using the following rubric:
<
<
Negative Letter Grading Rubric: This will provide a general guideline for evaluation purposes. The instructor may include other items as necessary.
<
<
<
Criteria Your Score 0
<
<
Content: 50 points
<
• Indirect Order Strategy
<
• Organization
<
• Coherence
<
• Tone
<
• Clarity • Opening, closing
<
• Completeness, accuracy
<
• Purpose driven
<
• Audience centered
<
• Overall effect/originality
<
Grammar/Mechanics/Style: 50 points
<
• Memo Format
<
• Documentation
<
• Sentence structure (comma splice, fragment, run-on, indirect)
<
• Mechanics (capitalization, spelling, punctuation)
<
• Word choice
<
• Conciseness
<
• Writing technique/style
<
• Grammar (i.e., agreement, modifiers, parallelism)
<

<
Grading Standards: While I will take into account that you are learning new skills and techniques, I will assess your work in the context of a “real world” business setting. For each piece of writing you complete, keep the following scale in mind.
<
<
“A” Range: A manager would be very impressed and remember the work when a promotion is considered. Your work may contain the following elements: an effective, interesting, well-written, and perhaps unusual or original solution; clear logical reasoning that indicates thoughtful organization and appropriate development; the appropriate tone for the given writing situation; excellent visual presentation; and virtually error-free grammar and mechanics.
<
<
“B” Range: A manager would be satisfied with the job, but not impressed. It may contain the following elements: a competent, effective solution to the problem; a logically and adequately developed message; a clear, concise, and empathetic style; effective visual presentation; few mechanical and grammatical errors.
<
<
“C” Range: A manager would be disappointed and ask you to revise or rewrite sections before allowing others outside of the department to see the work. Work may contain the following elements: an acceptable, but perhaps weak solution and pattern of organization; obvious gaps in logic or incorrect information; errors in style, tone, or mechanics.
<
<
“D” Range: A manager would be troubled by the poor quality of your work. Work may contain the following elements: many errors in organization, development, word choice, style, tone, and/or mechanics.
<
<
“F” Range: A manager would begin looking for someone to replace you. Work contains an unacceptable number of errors in one or more of the following: content, organization, style, tone, or mechanics. The document may violate the facts explicitly given in the problem.
<
<
Plagiarism, including NOT citing your sources both in-text and in a references page, will result in a failing grade. AI generated work will not be accepted; using AI to create or write your work will result in a failing grade.
<
<
Adapted from http://www.uwm.edu/~abd/205syllabus.html
<
<
<
<
MEMO
<
Date: August 10, 2023
<
<
To: Students, Written Communications in Business
<
<
From: Susan Basso McCauley, Lecturer in Writing
<
<
Subject: Instructions for Negative Message
<
<
<
Here are the instructions for the Negative Message. Please review the material and post your questions for each other to Student Café or send Mrs. McCauley a direct message on Blackboard.
<
<
The purposes of this assignment:
<
• To identify purpose and audience and write the appropriate message
<
• To use the indirect order strategy
<
• To practice writing a business message with the correct format and appropriate writing style
<
• To develop editing skills
<
• To correctly use the memo format
<
<
Negative Memo
<
<
Negative messages are often harder to write than routine messages because of the care writers must put into communicating more sensitively. Frequently, students and business writers want to be direct even in the most stinging situations and immediately begin with an apology, which may not be necessary and tends to weaken your position. While some negative news should be delivered directly (“Pay your bill or we’ll take you to court”), writers should remember that everyone takes rejection personally. With bad news messages, you need to try to ease the pain as much as possible. Try to mix bad news with consideration for the other person’s needs. This helps the reader understand that the unfavorable decision is based on a business judgment, not on personal judgment.
<
<
Plan of Action
<
After and reviewing chapter 9, read the scenario below and write a negative memo using the indirect order strategy. See the checklist on p. 276 in particular for help. (Page numbers may change depending on which version of the book you’re using).
<
<
Context
<
Case studies are effective ways to consider real business situations. Most of these are based on actual situations. The detail in the case studies provides background that you need to understand the problem but you won’t necessarily have to include all of it. Use only the information you need to write a clear and concise message. You may add other details if you like as long as they do not alter the situation. Furthermore, use your own words. Do not copy phrases longer than three words from the original case study.
<
<
Case Study
<
Well, this is awkward. David Wayne, who started working with you last month, has abysmal business writing skills. His reports are unclear and lack pertinent information, which makes you and your colleagues have to email him for clarification. You need him to take a business writing course so he can be successful in his new position at your company.
<
<
Your Task
<
While your response would likely take the format of an email in real life, for the sake of this assignment, please use the memo format. Correct use of the memo format is part of your grade. Write a memo to Mr. Wayne explaining that you enjoy him being in your company, but that you need him to take a business writing course. Make up any details you need.
<
<
Audience
<
Develop a clear idea of your audience. Anticipate your audience’s reaction and adapt your message and style accordingly.
<
<
Peer Review
<
In a business community, writers rely on each other for suggestions, comments, and review. Post your draft to your peer review Negative Memo group under the Groups tab. In addition to peer reviews, you may also visit the University’s Writing Center.
<
<
• Submit your paper for peer review to your group by Friday, October 6, 2023 at 11pm.
<
• Return papers to their authors by Wednesday, October 11, 2023 at 11pm.
<
• Final Negative Memo is due on Blackboard’s Assignment Tool by Sunday, October 15, 2023 at 11pm.
<
<
The final paper is your responsibility and you are not obligated to incorporate the changes or suggestions that you received from peer reviews. However, if you feel the advice improves your paper or if you have learned ways to improve your message, then incorporate these into your final message.
<
<
Warning: By reading the other papers in your group, you might be tempted to use what others have written. Be very careful here. You cannot plagiarize. You cannot borrow (steal) what someone else has written. You can, however, see how someone has approached the situation and improve your own message, perhaps by adding detail, correcting weak format, or improving an idea. When in doubt, ask!
<
<
Format
<
This message should include all components of an effective business memo. See samples in the book, the lecture on Correspondence Format on Blackboard, and Appendix A for guidance. (You may use the memo format of these instructions, as well.)
<
<
Submission
<
• For the final file that you will submit for grading, name your file following the correct file naming conventions (see syllabus: e.g., McCauleyS_Negative) and upload it to the Assignment tool by the deadline: Final Negative Memo is due on Blackboard’s Assignment Tool by the date listed above and on the syllabus. No late assignments will be accepted.
<

<
Evaluation
<
The assignment counts 20% and will be evaluated using the following rubric:
<
<
Negative Letter Grading Rubric: This will provide a general guideline for evaluation purposes. The instructor may include other items as necessary.
<
<
<
Criteria Your Score 0
<
<
Content: 50 points
<
• Indirect Order Strategy
<
• Organization
<
• Coherence
<
• Tone
<
• Clarity • Opening, closing
<
• Completeness, accuracy
<
• Purpose driven
<
• Audience centered
<
• Overall effect/originality
<
Grammar/Mechanics/Style: 50 points
<
• Memo Format
<
• Documentation
<
• Sentence structure (comma splice, fragment, run-on, indirect)
<
• Mechanics (capitalization, spelling, punctuation)
<
• Word choice
<
• Conciseness
<
• Writing technique/style
<
• Grammar (i.e., agreement, modifiers, parallelism)
<

<
Grading Standards: While I will take into account that you are learning new skills and techniques, I will assess your work in the context of a “real world” business setting. For each piece of writing you complete, keep the following scale in mind.
<
<
“A” Range: A manager would be very impressed and remember the work when a promotion is considered. Your work may contain the following elements: an effective, interesting, well-written, and perhaps unusual or original solution; clear logical reasoning that indicates thoughtful organization and appropriate development; the appropriate tone for the given writing situation; excellent visual presentation; and virtually error-free grammar and mechanics.
<
<
“B” Range: A manager would be satisfied with the job, but not impressed. It may contain the following elements: a competent, effective solution to the problem; a logically and adequately developed message; a clear, concise, and empathetic style; effective visual presentation; few mechanical and grammatical errors.
<
<
“C” Range: A manager would be disappointed and ask you to revise or rewrite sections before allowing others outside of the department to see the work. Work may contain the following elements: an acceptable, but perhaps weak solution and pattern of organization; obvious gaps in logic or incorrect information; errors in style, tone, or mechanics.
<
<
“D” Range: A manager would be troubled by the poor quality of your work. Work may contain the following elements: many errors in organization, development, word choice, style, tone, and/or mechanics.
<
<
“F” Range: A manager would begin looking for someone to replace you. Work contains an unacceptable number of errors in one or more of the following: content, organization, style, tone, or mechanics. The document may violate the facts explicitly given in the problem.
<
<
Plagiarism, including NOT citing your sources both in-text and in a references page, will result in a failing grade. AI generated work will not be accepted; using AI to create or write your work will result in a failing grade.
<
<
Adapted from http://www.uwm.edu/~abd/205syllabus.html
<
<
<
<
<