Knowing Your Audience: Letter Communicating Bad News

Scenario: During a pandemic, a non-profit organization has decided to move its annual conference from a physical destination to a virtual mode. The conference is a major revenue center for the organization. The shift to a virtual format will avoid health risks as well as the losses due to low attendance. Several stakeholders must be informed of this change, including members and vendors. Vendors include hotels, airlines, a convention hall, caterers, event planners, a public relations firm, and entertainers. Some, but not all, of the vendors will still be needed to mount the virtual event.

There are two parts to this assignment.

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Part 1: Write a one-to-two-page letter communicating bad news. The audience will be stakeholders: either the organization’s members or vendors. Format the letter in block style. Refer to this sample letter I Uploaded in the uploaded flies section
.

Part 2: After writing the letter, assume the role of a stakeholder who is receiving the message. Analyze how that stakeholder might react to the letter. Below the letter, write your responses to these questions.

How will the audience initially react to the message?
How much information does the audience need?
What positive aspects can you emphasize?
How will the audience use the document?
When should the message be sent/resent?
In what format(s) should the message be communicated? Letter, postcard, email, website, etc.?
What obstacles must you overcome?

 

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