Business Communication Spring 2017 Mid-Term Exam – Writing a Bad News Letter
Problem
You are Charles J. Redding, National Sales Manager for Midland Medical
Supplies. You have received a memo from O. B. Presley, a Sales Representative,
asking that the company purchase new laptop computers. You have, of course,
considered all kinds of options to make the sales representatives more
productive—laptop computers, cell phones and the like. The fact is that your
firm simply cannot afford these items for every sales representative. Also, some
of the less energetic representatives clearly do not need them. Instead, your
company’s philosophy is to pay your representatives top salary and
commission and then have them purchase out of their commission earnings
whatever “extra” devices or services they deem worthwhile.
You have checked with your purchasing department and found that your
corporate price for the laptop is $1,350, instead of the retail price of $1,999
quoted by Presley. You would be happy to have the company purchase this
machine for Presley and deduct the cost from his commission check. Even
though Presley will be disappointed in what you have to say, send him a memo
conveying this information. Process
Compose a few paragraphs describing how you solved this problem. In
narrative form, provide information such as the following:
1.
What is the purpose of your letter?
2.
Describe your audience.
3.
Will you use a direct or an indirect organizational plan?
4.
What attributes should your opening sentence have?
5.
What attributes should the refusal sentence have?
6.
When and how will you discuss your counteroffer?
7.
What attributes should your closing paragraph have?
8.
How can you use the “you” attitude and positive language
throughout your letter? Product
Compose your document, following the five steps in the writing process
(planning, drafting, revising, formatting, and proofreading). Format the final
version on letterhead.
