Formal Email

Portfolios are a series of tasks or communications compiled into one file. Please complete the following assignments in the exact order listed. Each assignment should be on a single page to show proper formatting, but all should be submitted in ONE document. ( 3 sepaerate documents on using Wor)d

This week, you will be asked to put together a series of written communication that focuses on positive messaging for a variety of audiences. You will write a(n)

  1. Letter convincing your supervisor that flex time is needed for students
  2. Email to a subordinate who has not demonstrated culturally sensitivity
  3. Response to an email inquiry about photos
  4. Series of interview questions to those in your career field or your desired career field about the need for writing

a. Write a Formal Letter to a Supervisor

Imagine that your organization has a generous tuition reimbursement program, but currently employees must take classes outside of regular business hours. You’ve noticed that many classes you want or need at the local university are offered infrequently during evenings or weekends. Address your letter to the correct person or office.

b. Write a Formal Email to a Subordinate

Imagine that you are a manager or supervisor at a company. Three days ago, one of your subordinates forwarded to everyone in the office a bit of email humor he had received from a friend.

Titled, “You know you’re Southern when …,” the email poked fun at Southern speech, attitudes, politics, and lifestyles. Today, your employee sent the following message to you:

Subject: Should I Apologize?

I’m getting flamed because of the Southern message. I thought it was funny, but some people can’t take a joke. I’ve tried to not reply to the flames, figuring it would make things worse. I’m wondering now if I should apologize. What do you think?

Answer the email and make suggestions about how the employee should handle the situation. Please remember that this is likely not an offense that would result in termination, and the employee has reached out to you for help.

c. Write a Formal Memo

As Director of Communications, you have received several complaints regarding sexist language. The following is a sample of some of the emails that have been sent to you:

Subject: Complaint about sexist language

This month’s newsletter about the “Help Desk” says that Martina Luna and I “are key customer service representatives ‘manning’ the desk.” I don’t MAN anything. I work.

Subject: Sales Staff lunches

For the past years, customer service has been invited to lunch by the sales staff, which we appreciate. What we don’t appreciate is the reference to the event as Ladies’ Lunch. The Customer Service Department is not all women, and ladies is a bit too precious for my taste.

Subject: Let the girls do it

When an unexpected customer arrived at noon, one of the managers offered to have lunch brought in. When the customer protested that it was too much trouble, the

manager responded. “No trouble at all. Let the girls do it.” Since when do we employ girls, and are all the women in the company expected to “serve” male managers like maids?

Write a memo reminding employees of non-biased language when it come to gender. Here’s an example of a bias free statement: “You and your guest are invited to the holiday party.” Follow that example as you craft your memo. Use examples to strengthen your memo.


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