Written Communication: Writing an Email

Voicemail transcripts:
Hi, this is Wanda. We have a huge concern. We need to fix this immediately. Our client didn’t receive our shipment. At this point the shipment is over a week late, and our client is very upset. I don’t know who made this huge mistake, but as soon as I find out there will be consequences. This client is our primary customer. We won’t tolerate these types of careless mistakes. As soon as you receive this, call me back so they know that we are all on the same page. Okay, we need to fix this. What can we do? What can we do? Let’s first make sure we can immediately refund their cost. Call their manager right away and explain this to them. Her name is Sara Robbins. Then, let’s see. We can do this. Let’s fix this. Let’s refund their shipping charge right away and then make sure they get their shipment by Thursday. Okay, okay. If there’s anything else I need to know, call me immediately. Call me either way so we can make sure this is taken care of. Bye.

Instructions:
For this assessment, complete the following:
1. Revisit the scenario and voicemail message from your manager that you used to complete Assessment 1.
2. Review your notes from Assessment 1 in which you summarized the main points of your manager’s voicemail.
3. Based on your notes, write an email message to Renee Colon at Printables (the client). You may choose to use the Email Template [DOCX]. If you do, delete any instructions and headings before submission. Your message should be limited to no more than 12 sentences or 200 words.
4. Use the four components of written communication—purpose, audience, tone, and structure—to write your email:
o State the purpose of the email.
o Address the appropriate audience.
o Use a professional tone.
o Review the Email Template [DOCX] for direction on how to structure the email. Consider using the template to make sure you address all necessary elements.
Additional Requirements
• Format: You may use the Email Template [DOCX] to make sure you have included all necessary elements of a professional email.
• Length: Limit your email to 12 sentences or 200 words.

Resources:
• Greavu, A. (2019). An overview of business writing: Challenges and solutions. Studies in Business and Economics, 14(1), 60–71.
Also, watch the following video for a humorous role-play of the issues you just read about:
• Video Arts (Producer). (2014). Communicating in writing: Workplace essentials [Video]. Films on Demand.


• Audience: Explore this link to learn why knowing what information to include, how to arrange that information, and what kind of supporting details to include are necessary for the reader to understand your writing.
• Focus: Explore this link to understand how maintaining a central focus is critical to effective writing.
• Context: Explore this link to see how context sets the scene for your writing. It informs the reader about why a document was written.
The Importance of Tone
To understand the great effect tone has on the audience, read the following article. This research shows that when the wrong tone is used, there can be negative consequences for both communicating parties.

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