EMAIL AND MEMO WRITING Assignment | EMAIL AND MEMO WRITING

CMNS 1118 – Midterm Part One
Value: 10%
Length: 1 page

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Scenario

You head the corporate marketing department for Starbucks Coffee in Canada. The company has decided to launch some new drink flavours that previously have only been available in East Asia. While the company does not usually do so, it has decided that some of the new winter flavours that will be released in Japan might also find success with Canadian customers. The flavours that it wants to try this winter are the Merry Strawberry Cake Frappuccino and the Merry Strawberry Cake Steamed Milk.

This is a bit of a gamble for sure. In Japan, there is a tradition of Christmas cakes (families buy cakes, usually strawberry, as part of their Christmas tradition). This is not a tradition that is widely practiced in Canada. Plus, not everyone celebrates Christmas. Also, cake in a drink?!

 

Gibbs' reflective cycle in nursing

Starbucks Canada has decided to do a limited release, in some cities or towns where the drink might be better received (plus, you can cash in on the limited edition status of the drink. Hopefully that will create a demand).

However, you’ll need help figuring out which stores to launch this in. You also know it’s important to get regional insights from around the country to do this.

You need to consult the district managers, and want them to advise on whether any of the stores in their area will be suitable for these merry drinks. You also don’t only want them to provide a yes/no answer. Since there is quite a bit of overhead at stake here, you want them to give a brief explanation in an informal report form, if they believe one of their stores is a suitable location for the drinks. You want definite numbers (probably of how many people will enjoy sweet drinks and cake), and a recommendation at the end.

Your Task

Write a direct approach email to the district managers, asking them to nominate stores that will receive these special seasonal drinks. Ask them to present their nominations in an informal report. Explain to them as much of the scenario above that they’ll need in order to make the decision about which stores to nominate.

 

Important Notes

  • Avoid copying phrases from the scenario: some of it is badly written on purpose!
  • Consider the details you will need to include and the details that can be left out.
  • Please single-space, but leave a space in between paragraphs.

 

 

 

CMNS 1118 – Midterm Part Two
Alternate Exam

Value: 10%
Length: 1 page

Scenario

You work in communications for your company. Today, Abernathy, the Director of Human Resources, has asked for your help on the following memo that will be sent to all department heads, managers, and supervisors. She wants them to know that she requires all performance appraisals before August 15, and to review the procedures for this task.

The drafted memo is included below.

Date: July 3, 2020
To: Department Heads, Managers, and Supervisors
From: Abernathy Smith, Director, Human Resources
Subject: How should you Submit Appraisals of Performance by August 15

Please be informed that performance appraisals for all you’re employees’ are due, before August 15. These appraisals are incredibly important and essential this year. Because of job changes, new technologies and because of office re-organization, you must complete the appraisals.

To complete your performance appraisals in the most effective way, you should follow the procedures described in our employee handbook, let me briefly make a review of those procedures.

First, be sure each and every employee has a performance plan with 3 or 4 main objectives. These are things that they are bad at and need work on. Next, for each objective make an assessment of the employee on a scale of 5 (consistently exceeds requirements) to 0 (does not meet requirements at all).

Next, you should identify three strengths that he brings to the job.

We look upon appraisals like a tool for helping each worker assess his performance. And enhance his output. If you would like to discuss this further, please do not hesitate to call me.

Remember also that for the appraisal for the employee, you should include three skills after that she can improve on. These should pertain to skills such as Time Management rather than to behaviors such as habitual lateness. Also, the employee should be met to discuss his appraisal. Finish the appraisal and send the completed appraisal to this office.

 

Gibbs' reflective cycle in nursing

 

Your Task

Improve upon the memo by correcting errors in writing mechanics, tone, design and organization. Use direct approach. Identify the purpose of Abernathy’s memo, and put this in the first paragraph. Use headings and lists if they are appropriate.

 

Important Notes

  • Use proper memo formatting (to/from/date/subject).
  • Consider the details you will need to include and the details that can be left out.
  • Please single-space, but leave a space in between paragraphs and headings.

 

CMNS 1118: MESSAGE (MEMO, LETTER, EMAIL) CHECKLIST

ORGANIZATION & CONTENT
 

Ø  Message has clearly separate beginning, middle, and closing paragraphs. Order of information/paragraphs is logical and reader friendly, and paragraphs are effective (short, focused, coherent).

 

Ø  Opening paragraph (1-3 sentences) effectively conveys the main idea. It adds information (e.g. benefit, background) if appropriate. It creates a good first impression of writer and organization.

 

Ø  Middle paragraphs contain specific, complete, and accurate information to answer all reader’s questions and prevent misunderstanding; middle omits unnecessary info/adds specific details if helpful.

 

Ø  Closing ends message effectively for specific situation (e.g. action information, deadline and reason, closing thought, summary, final benefit, contact information…?). It creates a good final impression of writer/ organization.

 

 

TONE & WORDING
 

Ø  Message creates good relationship with reader: focuses on reader and reader benefits appropriately. Tone/wording is positive, confident yet courteous (no blame or bossiness), and conversational (but still professional).

 

Ø  Wording and sentences are clear, unbiased, concise, straightforward, precise, direct, and active. Sentences are generally short (20 words or fewer).

 

Ø  Message wording is original (e.g. doesn’t copy phrases or sentences from case and/or elsewhere)

 

 

DOCUMENT DESIGN
 

Ø  Message format (memo, letter, or email) is complete and correct, including attachment notation if applicable.

 

Ø  Subject line is a short (max. 10 words) phrase that is clear, accurate, descriptive, and positive or neutral.

 

Ø  Message contains headings and/or listing if helpful to the reader. Headings/lists follow guidelines for effectiveness and are parallel. Emphasis and white space are used effectively.

 

 

WRITING MECHANICS
 

Ø  Document contains no errors in grammar, usage, punctuation, spelling, names & numbers.

 

 

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