Overview

In this week’s assignment, you will show that you can use the four components of written communication—purpose, audience, tone, and structure—to write an email. You will do this by using what you have learned about professional written communication to write a professional email message that includes information relevant for a specific audience and purpose, emphasizes important points using style mechanics, and uses appropriate tone and language for a specific audience.

Instructions

Revisit the scenario and voicemail message from your manager that you used to complete the Week 2 assignment.
Review the worksheet in which you assessed the main points of your manager’s voicemail in the Week 2 assignment.
Based on these, write an email message to the client, specifically Sara Robins at Printables, using the Email Template [DOCX]. Delete any instructions and headings before submission.
Use the four components of written communication—purpose, audience, tone, and structure—to write your email.
- State the purpose of the email.
- Address the appropriate audience.
- Use a professional tone.
- Follow the structure in the Email Template [DOCX].
Once you write your email, review, and edit your message to make sure:
- It includes information relevant to the customer.
- It emphasizes important points using style mechanics common in professional writing.
- It uses professional language and tone appropriate for a response to an important customer.
Evaluate your email and how Sara would react by completing the Six Ws Worksheet for Assignment 2 [DOCX]. If needed, edit your email.
Submit your email along with your completed Six Ws Worksheet for Assignment 2 [DOCX]worksheet.

Struggling with where to start this assignment? Follow this guide to tackle your assignment easily!

Step-by-Step Guide to Completing This Assignment Successfully

Step 1: Revisit the Scenario and Voicemail

Start by carefully rereading the scenario and listening to (or reviewing) your manager’s voicemail from Week 2.
👉 Your goal here is to clearly understand why the email needs to be sent and what information must be communicated to the client.

Tip: Jot down key points such as the issue, expectations, deadlines, and any client concerns mentioned.

Step 2: Review Your Week 2 Worksheet

Look at the worksheet where you identified the main points of your manager’s voicemail.
This worksheet acts as your content blueprint—everything in your email should connect back to these points.

Ask yourself:

What does the client need to know?
What details are most important?
What should be emphasized?

Step 3: Understand the Four Components of Written Communication

Before writing, make sure you clearly understand these four components:

Purpose: Why are you writing this email? (Be specific.)
Audience: Who is receiving the email? (Sara Robins, a professional client.)
Tone: How should the message sound? (Professional, respectful, and clear.)
Structure: How should the email be organized? (Follow the provided Email Template.)

Keeping these in mind will guide every sentence you write.

Step 4: Open the Email Template

Use the provided Email Template [DOCX] and delete all instructional text and headings before writing.

Do not change the structure of the template—your instructor expects you to follow it exactly.

Step 5: Write the Email Content

Now begin drafting your email:

Clearly state the purpose of the email early.
Address Sara Robins appropriately.
Include only relevant and necessary information from the voicemail.
Use short paragraphs and professional formatting to emphasize key points.

Tutor Tip: Avoid casual language, emojis, or slang. Write as if you are representing a company.

Step 6: Review Tone and Language

Once your draft is complete, read it as if you were the client.

Check that:

The tone is polite and professional.
The language is clear and respectful.
Important points stand out using professional style mechanics (paragraph breaks, clarity, emphasis).

Step 7: Complete the Six Ws Worksheet

Evaluate your email by completing the Six Ws Worksheet for Assignment 2:

Who
What
When
Where
Why
How

This step helps you predict how Sara would react and ensures your email meets professional expectations.

Make edits to your email if the worksheet reveals gaps or unclear information.

Step 8: Final Review and Submission

Before submitting:

Proofread for grammar, spelling, and clarity.
Confirm the email follows the template.
Attach both:
- The final email
- The completed Six Ws Worksheet

Once everything is polished, submit with confidence.

Helpful Resources for Extra Support

Purdue Online Writing Lab (Professional Emails):
https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/email_etiquette.html
Harvard Business Review – How to Write Professional Emails:
https://hbr.org/2015/01/how-to-write-email-with-military-precision
Grammarly – Professional Email Writing Tips:
https://www.grammarly.com/blog/email-writing-tips/

Mastering Professional Email Writing for Business Communication