Routine Message Assignment
Due: Tuesday, November 6th at the start of class
You are a new-hire at Arch, Inc. The employee you replaced was fired. Your boss has asked you to contact the Hotel Intercontinental to see about holding the Arch, Inc. annual leadership conference there. Write a letter requesting a quote with details of what the Hotel Intercontinental can provide and at what cost. Think about what information they need to give you a quote. Inquire whether the Hotel Intercontinental has adequate facilities to accommodate your needs on the dates in question.
• For this assignment you will need to decipher and organize the information in a way that makes communication with the Intercontinental Hotel smooth and efficient.
• Successful letters ask all the right questions in such a way that misunderstandings are avoided. The idea is to succeed on the first try without further correspondence to clarify and correct.
• Create an original letter, using your own words. Do not copy the language used in the notes left for you by the fired employee.
• Your boss said you could find information about the conference plans on the fired employee’s desk. The information, below, is what you found.
The Arch, Inc. annual leadership conference will take place March 25-26, 2019. Events will commence at 8:00 am on March 25th and wrap up after a sit-down Gala Dinner Event on the evening of March 26th. On both days, a variety of guest speakers will be presenting to all participants in a single conference room beginning at 9:00 am and concluding at 4:30 pm. Set-ups are needed for guest speakers including podium, projector, sound system, and water for each speaker. We need a conference room and a spot to register the 150 participants on the morning of March 25th from 7:00 – 7:45 am. Since the conference begins at 8:00 am on March 25th, it’s likely that out-of-town participants will arrive and need lodging the evening prior as well as through the morning of the 27th for those catching flights home the morning after the conference ends. Local conference participants will be arriving the morning of March 25th to register and attend guest speaker presentations scheduled for that day. A meet and greet networking will happen from 5:00 pm-6:00 pm on the 25th. Participants will have to scrounge up their own for dinner than evening. An assortment of heavy hors d’oeuvres, wine, beer, and soft drinks will be needed for the meet and greet on March 25th. Participants will eat continental breakfast, juice, and coffee outside the conference room each morning before presentations from 8:00 am until 9:00 am. A box lunch will also be needed as participants will lunch at their tables each day during the conference. That evening a formal dinner will be held. We don’t know how many attendees will come from out of town. Probably about 100.
ROUTINE LETTER ASSIGNMENT – RUBRIC
____Avoids Long Lead-Ins
____Professional but Warm
____ Provides Details and Explanation
____ Well- Organized
____ Easy to Follow
____ Makes the Reader Want to Read On
____ Encourages action on the part of the recipient
____ Closes Pleasantly
____Concise, Clear, Thorough
____ Proper Grammar
____Variety of Sentence Types
____No Redundancies, No Verb Conversions
____Neat – No Typos, Wrinkles, Smudges
____ Short Paragraphs/If Needed
____Must be Typed