Download Project

PORTFOLIO PROJECT 4
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 a new notebook computer with
built-in printer (the Canon NoteJet) for all sales reps. You have, of course, considered all kinds of options to
make the sales representatives more productive—notebook computers with built-in printers, cellular
telephones for their cars, computerized answering and call-forwarding services, 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 Canon
NoteJet 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 stationery (refer to the Style Manual for
formatting guidelines).