A
1. Invite your colleague to join you to contribute to the weekly newsletter. (Informal)
Let’s contribute to the weekly newsletter.
2. Inform your client that the shipment to him will be delayed. (Negative)
I regret to inform you that the shipment to you will be delayed.
3. Share news about your promotion with your partner. (Positive)
I have great news to share. I have been promoted.
4. Remind your boss about the conference. (Formal)
Sir, this is just to remind you that there will be a conference to attend.
5. Instruct your subordinate to bank in the cheques before making payment. (Urgent)
Be sure to bank in the cheques before making payment.
Situation
Fordham University sent acceptance letters to 2500 students by mistake. Fordham’s apology email to students is shown here:
| To: From: Subject: We regret that the FAFSA [O1] completion and early award program email you received this evening from our partner Student Aid Services (SAS) erroneously congratulated you on your admission to Fordham. We are very sorry for the misinformation and any confusion this may have caused. Please disregard that communication; it is not an accurate reflection of your admission status. Your admission decision will be available December 12th at 3.00p.m. EST. Please access your decision by logging into your Online Applicant Portal. Again, I sincerely apologize for this error and any confusion it has caused. Sincerely, John W. Buckley Associate VP for enrolment |
Task
Imagine that you are the head of enrolment at Fordham University, and you are responsible for handling fallout from the acceptance letter mistakenly sent to applicants.
When you check your email, in addition to dozens of emails from frustrated students and parents, you see this message from local reporter:
| To: Courtney Miller From: Carla Rubio Subject: Acceptance letters The Treleaven Weekly is planning a short article in tomorrow’s paper about the acceptance letters that were sent to applicants by mistake. Would you like to comment on this? If so, please email your response to me by 5.00 pm today. Carla Rubio, Staff Reporter |
You decide to respond so that the article will include your perspective.
Answer the questions below
- What is the purpose of your message? 2marks
- To restore the university’s credibility
- Describe your primary audience. 2 marks
- Carla Rubio, the reporter. She is on a deadline and want my perspective for a well-balanced story.
- Do you have other audiences for your email? If so, describe these groups. 3marks
-Yes, the entire university community who may read the article: prospective students and their families, current students and their families, faculty, staff, alumni, and administrators at other universities.
- Considering your purpose, what are your main points for the response to the reporter? 6marks
- Thank her for the opportunity to respond.
- Express my empathy for students, and apologize to everyone affected by this embarrassing mistake
- Explain what happened, including Student Aid Services (SAS)’s role. But I can’t shirk my responsibility either
- Tell prospective students and their families how they can find correct information
- What medium will you use for your message? 2marks
- I’ll reply to the reporter’s email, as she requested. If I don’t get a confirmation by 4.30 pm. I will call her to make sure she received it in time.
[O1]Free Application for Federal Student Aid from US department of education (online application)
LETTER
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