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COM 3112 Florida International University Negative Message Letter

I’m working on a writing exercise and need an explanation to help me learn.

Assignment:

You are a student worker at FIU for the past two years, and you are now graduating in two months. Write a letter to your supervisor, Ms. Walker, indicating that you are no longer able to continue working as a student worker. Your letter should express appreciation for the experience and insight gained as an employee. Keep in mind the five goals of delivering bad news

.Preparation:Review Chapter 11: Writing Negative MessagesFormat:Use the modified block letter format for this assignment. Please note the differences carefully.There are two main ways to format a negative message letter; directly or indirectly. For this exercise, you will be utilizing the indirect approach. You view Ms. Walker as a mentor, and wish to maintain a professional relationship with her. The format of your letter tells the reader a lot about you and your professionalism. Since you do not want to completely cut ties, it is important to leave a lasting respectful impression. Pay particular attention to your letter’s margins, line spacing, font type and size, and placement of letter parts such as the return address, date, inside address, salutation, complimentary close, and signature block.ï‚·The contact person for this position is: Ms. Walker, Supervisor, 11200 SW 8thStreet, Miami FL, 33199.

Recommended OrganizationIntroduction/Opening: Open the letter with a buffer. Express appreciation for the opportunity, Be genuine in tone. Body/Discussion:In the first paragraph of the body, explain the situation and deliver bad news. Be clear, professional, and concise. Avoid restating bad news. Minimize use of negative words.In the second paragraph, acknowledge the insight gained and express appreciation again. Indicate that you wish to maintain communication.

Conclusion/Closing: Begin your closing paragraph with a courteous transition and thank the employer for the opportunity. Conclude your letter by indicating how the reader may contact you if he has any questions.

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