Neutral and Procedural Messages

Like last week, this week’s writing assignment has three parts. Each part is based on the content discussed in Chapter 6 : Delivering Good News and Neutral News Messages. Completing these assignments will help you to enhance your writing skills in these areas. Open a Word document and prepare each of the messages in the same documents labeling them as Part A: Claim Letter, Part B: Procedural Memo and Part C: Appreciation for Outstanding Work.
Name the assignment: lastname_firstname_Writing No 3
Part A: Claim Letter–worth 30 points
Instructions: Read the Claim Letter below and revise the letter to imporve it. Currently, the letter Claim Letter has the following weakness:
Uses inductive outline
treats routine claim as a bad-news message
request buried in the 3rd paragraph
too much explanation; stick to the what contract says
includes clich, elminate it .
________________________________________________
Yesterday evening I stopped by the construction site of the apartments you are under contract to build. You appear to be well ahead of schedule.
According to our agreement, all requests and complaints are to be made in writing. I noticed that water heaters had been installed in two of the apartments. The units are 30-gallon heaters, but the specs call for 50-gallon heaters in each of the 12 apartments.
For some families, the smaller size may be sufficient; but others may need the larger size. Because the larger size is specified in the agreement we signed, I respectfully request that the two 30-gallon units be removed and that 50-gallon water heaters be installed in all the apartments.
Thank you for your consideration in this matter.
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Part B: Procedural Memo-Worth 35 points.

Instructions:You are the HR Director for your company. You live in an earthquake prone area, and there have been earthquakes in the recent past. You need to provide some procedural information to company employees, particularly since you work in a high-rise building. Below is a poorly written short procedural memo detailing what employees should do in the event of an earthquake and how you will prepare for the event of an earthquake. Read the procedural memo and revise it to improve and make it better. Remeber, the memo is written in a passive voice when it should be reciever-center, uses numbered list for tasks not occurring in specific order, uses non-parallel items in list and uses dangling modifier.
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TO: All Employees
FROM: Joe Brown, HRM Director
DATE: March 7, 2013
RE: Earthquake Preparedness

Because earthquake tremors have been jarring Evansville and we are located in a high-rise building, we need to be sure that we are prepared for an earthquake. Therefore, the following actions should be taken in the event of an earthquake:
1. Elevators should not be used.
2. Fire alarms or sprinkler systems may activate and startle people.
3. Earthquakes do not kill; buildings do.
4. If outside, open areas are safer than areas near wires, signs, buildings, or trees.
5. People in offices should drop to the floor, take cover under desks, and ride out the tremor.
6. If no desks or tables are near, people should seek cover against an interior wall.
_____________________________________________
Part C: Appreciation for Outstanding Work, worth 35 points
One of your employees, Ren, led a department training effort with a ropes course at Camp Horizon that was a training success for your department. Write a note of appreciation to him for the work he did, expressing what you see as the benefit to the staff participating in the
course. Ropes courses typically help individuals learn to deal with limitations, work together collaboratively, and show how obstacles can be overcome. Remeber, Ren’s work was outstanding! He trained all employees in safety regardless of their physical limitations.His training showed employees they could trust each other on and off the job.
Based on the content above, prepare an Appreciation for Outstanding Work Note for Ren.

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