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Correspondence Portfolio

Correspondence Portfolio:

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This assignment has three (3) parts: an email that requests, an email that responds, and some poorly constructed sentences to revise.

 

For each email, you’ll write a short paragraph describing your purpose, audience, and how you analyzed audience need (part a) and an email message (part b).

 

*Use a readable 12-point font and single spacing (change MS Word defaults)

 

*Do not copy & paste any of my words from the scenario. This is plagiarism.

Correspondence Portfolio

 

Part 1 Email that requests

 

  1. Write a short paragraph describing the goal or purpose of your email, who your intended audience is, and how you have analyzed audience need.

 

  1. Read the following scenario and draft an email that makes a request. Your email must be properly formatted and include date, sender, receiver, subject line, greeting, goodwill closing, and complimentary close. Use correct grammar, spelling, sentence structure and punctuation, and either a vertical or horizontal listfor details. Identify yourself appropriately.

 

 

Scenario:

 

You are the Chairperson of the TRU Student Leadership Development Committee and are trying to organize an upcoming virtualmeeting for your team.

 

Even though this will be a small, informal meeting, you want your new committee members to be familiar with the practiceof making territorial acknowledgements or welcomes at official functions.

 

Send an email to Thompson Rivers University’s Office of Indigenous Education to request the presence of an Elder at your next meeting. The elder will be asked to explain the importance of land acknowledgements, outline proper procedures, provide some local history, and answer any questions the group might have.

 

Provide the reader with as much appropriate information as you can think of and organize it logically using a list.Hint:at minimum, the reader needs to know the date, time and place/platform before checking Elders’ availability.

 

Your contact person at the Office of Indigenous Education is Misty Antoine, Divisional Secretary (receiver) and her email address

Correspondence Portfolio

You can use your own name and email address as the sender or make one up. Your title is: Chairperson, TRU Student Leadership Development Committee.

 

*Note: Ms. Antoine is NOT an Elder.

 

 

Part 2 Email that Responds

 

  1. Write a short paragraph describing the goal or purpose of your email, who your intended audience is, and how you have analyzed audience need.

 

  1. Read the following scenario and draft an email thatresponds. Your email must be properly formatted and contain all the necessary elements listed in Part 1 (email that requests).

 

Scenario:

 

Now you are the Administrative Assistant for TRU’s Office of Indigenous Affairs. You can use your own name or Misty Antoine as the sender.

 

Respond to the previous request, stating that you’ve found an Elder who is potentially willing to attend the event, depending on their schedule. Ask for clarification/confirmation of any details that were providedabout the meeting and /or ask for anyadditional information that wasn’t included in the request email.

Correspondence Portfolio

If you were asked to speak at an event or meeting, what further information do you think you’d need? Try to think of a few details that were either vague or not provided at all. Be creative but realistic.

 

If you included a comprehensive list of details in your first email and really can’t think of any additional questions, then provide some information or make a request on the elder’s behalf. Use your imagination and try to come up with some realistic questions. Organize them logically in a list.

 

Your audience is the Chairperson of the TRU Leadership Development Committee (receiver). Make up a fictional name and email address for the audience/receiver.

 

 

Checklist

 

Your emails must be formatted in a Word document (single-spaced, 12-pt. font) and will look like real emails. You will be graded on the following criteria:

 

  1. Professional appearance / layout / format
  2. Include the date and email addresses of both the sender and the receiver(s)
  3. Create an effective subject line
  4. Begin with an appropriate greeting or salutation
  5. Get to the point as quickly as possible (no long lead-ins or filler words)
  6. Include all necessary information (use journalistic questions to make sure you’ve thought of all pertinent details and try brainstorming to come up with possible solutions to problems). Imagine you are the receiver of this message. What details would you like to know?
  7. Use a bulleted or numbered list for information or questions
  8. End with a goodwill message and appropriate complimentary close
  9. Make sure the name and title of the sender appears at the bottom of each document after the complimentary close
  10. Indicate if there are any CCs, links, or attachments
  11. Use correct email formatting, grammar, word choice, spelling, capitalization, punctuation and sentence structure
  12. Check for tone, consistency (parallelism), completeness, and conciseness

 

 

Correspondence Portfolio

 

Part 3: Sentence Revisions

Rewrite the following incorrect sentences. Errors might include spelling, grammar, punctuation, sentence structure, parallelism and wordiness. There might be more than one error in each sentence and more than one way to correct the error, so write down every change you can think of. I’ll grade your BEST answer. Full marks will be given for any changes that make the sentence correct (partial marks may be given for partially correct answers).

 

  1. We drove all the way to our cabin, it was 206 km.

 

  1. You should check the weather report on you’re phone if your planning to go for a hike later.

 

  1. The list of items we need to buy are on my desk, we’ll go shopping later.

 

  1. The Mayor, along with the city councillor’s, are expected to arrive soon.

 

  1. If you have any concerns about taking CMNS 1290 during the summer session, please contactStudent Services or myself.

 

  1. Your instructor should improve his or her knowledge of technology before trying to teach the class online.

 

  1. Politics are a very interesting and useful field of study.

 

  1. 150 students attended the presentation.

 

  1. In the 1960’s there was protests at 100’s of colleges and universities.

 

  1. My family and myself are practicing safe physical distancing, respecting other peoples’ space, and to wear masks in public.

 

 

Correspondence Portfolio

 

 

CMNS 1290        Assignment 1 Grading criteria for emails:

Part a: Introductory paragraph

States purpose clearly; analyzes audience appropriately.

 

Part b: Message

Structure and Style

Accurately uses required format.

 

Spacing, font, and layout are appealing and professional.

 

Organization is logical

 

Content

 

Email clearly states purpose

 

Contains all necessary elements (to, from, date, effective subject line, appropriate greeting, goodwill closing, and complimentary close).

 

Complete: all appropriate and necessary information, including properly formatted list.

 

Writing

 

Appropriate tone and register.

 

Accurate and effective grammar, spelling, sentence structure, word choice and punctuation.

 

Introduction / identification, salutation, goodwill closing and complimentary close are appropriate and professional.

 

Clarity. Is the writing clear? Would you understand this if you were reading it for the first time?

 

Concise.

 

Demonstrates knowledge of reader benefits / win-win.

 

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