Writing Assignment 2
(From Chapter 7 “Negative Messages”)
Using the negative message strategy, write a donation request refusal letter that maintains good relations with the client based on the case study provided.
Case Study 7.4
Request Refusal: Advocating for Abused Children [Objs. 1 – 4]
(Altered the textbook’s 7.4 assignment a bit. follow mine.)
As vice president of Mark Mendelson Financial Services, Inc. (address: 4000 Bradley Street, 3rd floor, Austin, TX 78701; phone: 512-217-6991; fax 512-217-7542; website: http://www.markmendelsonfinancial.com), you (You are vice president, not Mark Mendelson himself.) serve many clients, and they sometimes ask your company to contribute to their favorite charities. You recently received a letter from Paulina Ramirez (President, Board of Directors, National Court Appointed Special Advocates, 4382 Congress Avenue, Austin, TX 78701) and one of Mark Mendelson Financial Services (MMFS) clients requesting that MMFS contribute a larger amount to the National Court Appointed Special Advocates (CASA) Association than it has in the past.
On visits to your office, she has told you about its programs to recruit, train, and support volunteers in their work with abused children. As the president of the board of directors, she plays an active role helping neglected children find safe, permanent homes. She told you that children with National Court Appointed Special Advocates (CASA) volunteers are more likely to be adopted and are less likely to reenter the child welfare system. You have a soft spot in your heart for children and especially for those who are mistreated. You sincerely want to continue supporting CASA and its good work; however, times are tough, and you cannot be as generous as you have been in the past. Ms. Ramirez wrote you a special letter requesting MMFS become a Key Contributor, with a pledge of $1,000.
Your Task
Using the negative message strategy, write a donation request refusal letter that maintains good relations with your client. First, create a complete business letterhead using the details above for Mark Mendelson Financial Services. (Do NOT include your name in the letterhead; Mark Mendelson Financial Services is the company name.) Address it to Ms. Paulina Ramirez, using her title and contact details above.
Provide details necessary to complete the message. Remember complimentary details for the buffer. In the first body paragraph, explain the reasons for your refusal; then only imply your refusal. In the next body paragraph include an alternative solution. For example, perhaps MMFS had already included CASA as part of its charitable donations budget, so you may consider as part of your alternative solution your original smaller donation. Perhaps you received Ms. Ramirez’s request after the fiscal year started (usually July 1), so you are unable to meet her request this year.
In the conclusion, include any necessary dates and your – not the company’s – contact details: your work email and office extension. Sign the letter with your name and your title, Vice President.
If you want to “pretend” that your secretary typed your letter, double space below your title following your typed name and write your secretary’s initials in lower case. If you mention an enclosure or enclosures in your letter, double space below your secretary’s initials and typed the word ‘Enclosure.’
