Written Communication: Writing An Email

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Assessment 2 Instructions: Written Communication: Writing an Email

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  • PRINT
  • Write an email that includes information relevant for a specific audience and purpose.

Introduction

You would not begin a road trip without a destination in mind. The destination gives you a goal, helps you plan how to get there, and lets you know when you have arrived. The same is true for writing. Whenever you write anything, whether it is an email to your boss or a text to your best friend, you have to understand your destination. Where is your writing taking you, and what are you trying to accomplish? Are you creating a simple grocery list or outlining the reasons you should be promoted? In other words, what is your purpose?

For this assessment, you will use what you have learned about professional written communication to write a professional email message that includes information relevant for a specific purpose, emphasizes important points using style mechanics, and uses appropriate tone and language for a specific audience.

Overview

For this assessment, you will show that you can use the four components of written communication—purpose, audience, tone, and structure—to write an email. You will do this by using what you have learned about professional written communication to write a professional email message that includes information relevant for a specific audience and purpose, emphasizes important points using style mechanics, and uses appropriate tone and language for a specific audience.

Instructions

  1. Revisit the scenario and voicemail message from your manager that you used to complete Assessment 1.
  2. Review the worksheet in which you assessed the main points of your manager’s voicemail in Assessment 1.
  3. Based on these, write an email message to the client, specifically Sara Robins at Printables, using the Email Template [DOCX]. Delete any instructions and headings before submission.
  4. Use the four components of written communication—purpose, audience, tone, and structure—to write your email.
    • State the purpose of the email.
    • Address the appropriate audience.
    • Use a professional tone.
    • Follow the structure in the Email Template [DOCX].
  5. Once you write your email, review and edit your message to make sure:
    • It includes information relevant to the customer.
    • It emphasizes important points using style mechanics common in professional writing.
    • It uses professional language and tone appropriate for a response to an important customer.
  6. Evaluate your email and how Sara would react by completing the Six Ws Worksheet for Assessment 2 [DOCX]. If needed, edit your email.
  7. Submit your email, along with your completed Six Ws Worksheet for Assessment 2 [DOCX]

Requirements

  • Format:Use the Email Template [DOCX]. Refer to figure 8.3 on page 231 of your Excellence in Business Communication textbook for an example. Use Calibri 12-point font.

Competencies Measured

By successfully completing this assessment, you will demonstrate your proficiency in the following course competencies and scoring guide criteria:

  • Competency 1: Interpret a speaker’s message to develop an appropriate response.
    • Evaluate an email and anticipate audience reactions by considering the Six Ws of communication.
  • Competency 2: Develop professional written communications in a well-organized text, incorporating appropriate evidence and tone in grammatically sound sentences.
    • Describe the purpose of an email and provide background information.
    • Address the appropriate audience, using professional language and tone.
    • Write concisely and directly, using active voice.
  • SCORING GUIDE

Use the scoring guide to understand how your assessment will be evaluated.

VIEW SCORING GUIDE

Written Communication: Writing an Email Scoring Guide

CRITERIA NON-PERFORMANCE BASIC PROFICIENT DISTINGUISHED
Describe the purpose of an email and provide background information. Does not describe the purpose of an email or provide background information. Describes the purpose of an email, but the purpose is unclear. Describes the purpose of an email and provides background information. Describes the purpose of an email and provides background information relevant to the audience.
Evaluate an email and anticipate audience reactions by considering the Six Ws of communication. Does not evaluate an email or anticipate audience reactions by considering the Six Ws of communication. Evaluates an email but does not anticipate its effect. Evaluates an email and anticipates audience reactions by considering the Six Ws of communication. Evaluates an email and anticipates audience reactions by considering the Six Ws of communication, describing how the email was adjusted to address those reactions.
Address the appropriate audience, using professional language and tone. Does not address the appropriate audience, using professional language and tone. Focus on the intended audience wavers, or uses jargon, slang, idioms, colloquialisms, or terminology that inhibits clarity of expression. Addresses the appropriate audience, using professional language and tone. Addresses the appropriate audience, using professional language and tone. Uses precise and accurate vocabulary and effective word choice for articulate, fluent expression.
Write concisely and directly, using active voice. Does not write concisely and directly, using active voice. Writes passively, with a tendency toward wordiness. Writes concisely and directly, using active voice. Writes concisely and directly. Conveys precise and unequivocal meaning through clear and consistent use of active voice.

Resources: Issues in Communication

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  • It is important to understand the current problems of business writing: vague words, ineffective sentences, et cetera. To get a better sense of this, read the following:

Also, watch the following video:

Resources: Three-Step Writing Process: Steps 1 and 2

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  • Step 1: Planning

Read about the first step of effective writing:

  • Thill, J. V., & Bovée, C. L. (2020). Excellence in business communication(13th ed.). Pearson. Available in the courseroom via the VitalSource Bookshelf link.
    • “Planning Business Messages,” pages 126–147.

Step 2: Writing

Read more about this obvious second step:

  • Thill, J. V., & Bovée, C. L. (2020). Excellence in business communication(13th ed.). Pearson. Available in the courseroom via the VitalSource Bookshelf link.
    • “Writing Business Messages,” pages 156–179.

In this assessment, you will be using email to craft a professional business message. Read the following pages for support:

  • Thill, J. V., & Bovée, C. L. (2020). Excellence in business communication(13th ed.). Pearson. Available in the courseroom via the VitalSource Bookshelf link.
    • “Email,” pages 229–232.

Read Quick Tips: Top Ten Things to Consider…Before Hitting Send on That Email [PDF] to learn ways to keep your emails as effective as possible.

Resources: Formal and Informal Communication

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  • Throughout your career, you will engage in both formal and informal conversations, whether planned or unplanned. Read the following to learn more about how to manage different types of professional conversations:
    • Thill, J. V., & Bovée, C. L. (2020). Excellence in business communication(13th ed.). Pearson. Available in the courseroom via the VitalSource Bookshelf link.
      • “Developing Your Conversational Skills,” pages 46–48.

Take a look at Quick Tips: Top Ten Things to Consider…To Make Yourself Heard [PDF] to learn about simple ways to speak more effectively.

Resources: Communicating Routine Messages

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  • Writing routine messages—responding to a request, asking for information, or outlining a plan—is all a part of daily workplace communication. Just because these are routine does not make them any less important, and communicating these messages effectively is at the heart of keeping a team running well. Use the following to read more about how to craft routine messages:
    • Thill, J. V., & Bovée, C. L. (2020). Excellence in business communication(13th ed.). Pearson. Available in the courseroom via the VitalSource Bookshelf link.
      • “Writing Routine and Positive Messages,” 257–259.

Depending on the channels your company uses to communicate, you may find these routine messages delivered digitally. To consider how this may change how you communicate your message, read the following:

  • Thill, J. V., & Bovée, C. L. (2020). Excellence in business communication(13th ed.). Pearson. Available in the courseroom via the VitalSource Bookshelf link.
    • “Crafting Messages for Digital Channels,” 218–243.