PORTFOLIO 1

ROUTINE CORRESPONDENCE

COM 251

2016

Shawn Gholson
YOUR NAME ASSIGNMENT # 1 DATE: 10-12-16 COM251 A
Shawn Gholson

FORMAT PURPOSE PRIMARY AUDIENCE SECONDARY AUDIENCE STYLE

Hard Routine Internal Internal Formal
Copy Information Superior Superior Prescribed
Letter Simple Subordinate Subordinate by style
Memo Request Lateral Lateral sheet
Short Good news Individual Individual Very formal
report Bad news Multiple Multiple Reserved
Long Good will Objective
report Summary Subjective
Proposal Other
Resume
Status
report
Profile
Other

Electronic Nonroutine External External Informal

Email Bad news Customer Customer Very
Facebook Persuasive Supplier Supplier informal,
Blog request Stakeholder Stakeholder Business
page Sales Public Public casual
Twitter Analysis Other Other
Web Proposal
page Other
Press
release
Resume
Other

Known or Unknown Known or Unknown

Know Well Know Well
Know Know
Somewhat Somewhat
Do Not Do Not Know
Know

STRATEGY ORGANIZATION CULTURAL ISSUES ETHICAL /LEGAL ISSUES TIMELINESS

Direct Headings Gender Attribution Immediately
Make Table of Age Full disclosure 24 hours
point contents Ethnicity Prior Less than
right Links understanding week
away

Indirect Graphics Race Policy More than

Build up Video Culture Copyright week
to point Sexual Month or
orientation more
COMMENTS/REFLECTIONS : (REQUIRED)

For this correspondence, I chose to do congratulations email. The reason I chose this is because I

feel like will have to send out a good number of these in my life, whether it be congratulating

someone on getting married or graduation from high school. When making this I wanted to make

it sound very sincere and not like flattery. Going back, I took out a lot of words like really and

very.
(Congratulations for follow up interview)

TO: Bjohnson14@gmail.com

SUBJECT: Follow Up Interview

Dear Bobby

I am happy to inform you that you have been selected for a follow up interview for the position
you applied for here at Dicks Sporting Goods. We believe that you would be a great fit for our
company and we would love to have you here.

We interviewed twenty other applicants and your interview was one of the most impressive ones
we had. Congratulations, and we look forward to seeing you next weekend. Good luck!

Sincerely,

Shawn Gholson
Sales Manager
Dicks Sporting Goods
757-343-7575
YOUR NAME ASSIGNMENT # DATE: COM251 A

FORMAT PURPOSE PRIMARY SECONDARY STYLE

AUDIENCE AUDIENCE
Hard Routine Internal Internal Formal
Copy Information Superior Superior Prescribed
Letter Simple Subordinate Subordinate by style sheet
Memo Request Lateral Lateral Very formal
Short Good news Individual Individual Reserved
report Bad news Multiple Multiple Objective
Long Good will Subjective
report Summary
Proposal Other
Resume
Status
report
Profile
Other

Electronic Nonroutine External External Informal

Email Bad news Customer Customer Very
Facebook Persuasive Supplier Supplier informal,
Blog request Stakeholder Stakeholder Business
page Sales Public Public casual
Twitter Analysis Other Other
Web Proposal
page Other
Press
release
Resume
Other

Known or Unknown Known or Unknown

Know Well Know Well
Know Know
Somewhat Somewhat
Do Not Do Not Know
Know

STRATEGY ORGANIZATION CULTURAL ISSUES ETHICAL /LEGAL TIMELINESS

ISSUES
Direct Headings Gender Attribution Immediately
Make Table of Age Full disclosure 24 hours
point contents Ethnicity Prior Less than
right Links understanding week
away

Indirect Graphics Race Policy More than

Build up Video Culture Copyright week
to point Sexual Month or
orientation more
COMMENTS/REFLECTIONS : (REQUIRED)

For this correspondence, I chose to do a good-news email. When I wrote this one, I wanted to
make sure that I was straight to the point, clear, and confident in my decision to offer the job. At
first I wrote for her to let me know when she will start working. I then realized that I didnt give
her the option to accept the job offer first. So I went back and said please notify me if you are
accepting this job offer first.
(Good News about being hired)

TO: smarshall@happymail.com

SUBJECT: Job Status

Dear Sarah,

I am pleased with my decision to offer you the position of full-time assistant manager here at
Target. Your resume and interview was impressive, and with your leadership skills, you will be a
great fit for the job we are offering you.

Please notify me if you are accepting this job offer by Friday October the 7 th. If you are
accepting the job offer, please let me know what day you will be able to start as well.

Thank You,

Shawn Gholson
Customer Service Manager
Target
Sgholson@crzymail.com
YOUR NAME ASSIGNMENT # DATE: COM251 A
Shawn Gholson

FORMAT PURPOSE PRIMARY SECONDARY STYLE

AUDIENCE AUDIENCE
Hard Routine Internal Internal Formal
Copy Information Superior Superior Prescribed
Letter Simple Subordinate Subordinate by style sheet
Memo Request Lateral Lateral Very formal
Short Good news Individual Individual Reserved
report Bad news Multiple Multiple Objective
Long Good will Subjective
report Summary
Proposal Other
Resume
Status
report
Profile
Other

Electronic Nonroutine External External Informal

Email Bad news Customer Customer Very
Facebook Persuasive Supplier Supplier informal,
Blog page request Stakeholder Stakeholder Business
Twitter Sales Public Public casual
Web page Analysis Other Other
Press Proposal
release Other
Resume
Other

Known or Unknown Known or Unknown

Know Well Know Well
Know Know
Somewhat Somewhat
Do Not Do Not Know
Know

STRATEGY ORGANIZATION CULTURAL ISSUES ETHICAL /LEGAL TIMELINESS

ISSUES
Direct Headings Gender Attribution Immediately
Make Table of Age Full 24 hours
point contents Ethnicity disclosure Less than
right Links Prior week
away understanding

Indirect Graphics Race Policy More than

Build up Video Culture Copyright week
to point Sexual Month or
orientation more
COMMENTS/REFLECTIONS : (REQUIRED)

For this correspondence, I chose to do an email with bad news. I chose this because I found it

interesting when we did a similar one in class. When I was writing this my thought process was

how do I word the letter without sounding arrogant and unsympathetic. I made sure to let the

student know that I understood his situation, but the rules, however, do not change unless its a

family emergency.
(Bad newsSaying no to a research paper extension)

To: Jwiggins22@bryant.edu

Subject: Paper Extension

Jason,

I understand your situation, but you cannot receive an extension for the research paper. It has
been made very clear in the syllabus that due dates are never extended.

However, I will allow you to either email me a hard copy of your paper or leave it in my mailbox
since you wont be in class on Friday. Please let me know which of the following you will do.

Best Regards,

Shane Gilmer, Ph.D.

Harvard University
Associate Professor of Sociology
401-645-9876
YOUR NAME ASSIGNMENT # DATE: COM251 A

FORMAT PURPOSE PRIMARY SECONDARY STYLE

AUDIENCE AUDIENCE
Hard Routine Internal Internal Formal
Copy Informatio Superior Superior Prescribed
Letter
n Subordinat Subordinate by style
Memo
Short Simple e Lateral sheet
report Request Lateral Individual Very formal
Long Good Individual Multiple Reserved
report news Multiple Objective
Proposal Bad news Subjective
Resume
Status Good will
report Summary
Profile Other
Other

Electronic Nonroutine External External Informal

Email Bad news Customer Customer Very
Faceboo
Persuasive Supplier Supplier informal,
k
Blog request Stakeholde Stakeholder Business
page Sales r Public casual
Twitter Analysis Public Other
Web Proposal Other
page Other
Press
release
Resume
Other

Known or Unknown Known or Unknown

Know Well Know Well
Know Know
Somewhat Somewhat
Do Not Do Not Know
Know

STRATEGY ORGANIZATION CULTURAL ISSUES ETHICAL /LEGAL TIMELINESS

ISSUES
Direct Headings Gender Attribution Immediatel
Make Table of Age Full y
point
contents Ethnicity disclosure 24 hours
right
away Links Prior Less than
understandin week
g
Indirect Graphics Race Policy More than
Build Video Culture Copyright week
up to
Sexual Month or
point
orientatio more
n
COMMENTS/REFLECTIONS : (REQUIRED)

For this correspondence, I chose to do a bad news email. For this I wanted to be straight to the

point that the applicant did not receive the job. No need to beat around the bush. My biggest

thing with this email is that I went back and gave the applicant the option to call me if she

wanted to know in detail about why she didnt get the job. I am sure thats usually whats going

through the applicants head when they dont get the job, why not
(Bad News not getting the job)

TO: Randrews@yahoo.com

SUBJECT: Job Status

Dear Rachael,

This email is to inform you that you did not receive the position as assistant manager at
Advanced Auto Parts We choose someone who had more experience that this job requires.

If you want to know more in detail why you did not receive the position, feel free to give me a
call anytime. Best wishes to you in the future.

Thank You,

Shawn Gholson
Head Sales Director
Advanced Auto Parts
Sgholson@crzymail.com
Office: 979-578-9492, Ext. 0075
YOUR NAME ASSIGNMENT # DATE: COM251 A

FORMAT PURPOSE PRIMARY SECONDARY STYLE

AUDIENCE AUDIENCE
Hard Routine Internal Internal Formal
Copy Information Superior Superior Prescribed
Letter Simple Subordinate Subordinate by style sheet
Memo Request Lateral Lateral Very formal
Short Good news Individual Individual Reserved
report Bad news Multiple Multiple Objective
Long Good will Subjective
report Summary
Proposal Other
Resume
Status
report
Profile
Other

Electronic Nonroutine External External Informal

Email Bad news Customer Customer Very
Facebook Persuasive Supplier Supplier informal,
Blog request Stakeholder Stakeholder Business
page Sales Public Public casual
Twitter Analysis Other Other
Web Proposal
page Other
Press
release
Resume
Other

Known or Unknown Known or Unknown

Know Well Know Well
Know Know
Somewhat Somewhat
Do Not Do Not Know
Know

STRATEGY ORGANIZATION CULTURAL ISSUES ETHICAL /LEGAL TIMELINESS

ISSUES
Direct Headings Gender Attribution Immediately
Make Table of Age Full disclosure 24 hours
point contents Ethnicity Prior Less than
right Links understanding week
away

Indirect Graphics Race Policy More than

Build up Video Culture Copyright week
to point Sexual Month or
orientation more
COMMENTS/REFLECTIONS : (REQUIRED)

For this correspondence I chose a routine request. The inspiration behind this one was from an

email I received from financial aid earlier this year. The message in the email was straight

forward and I wanted to make sure I notified the student when the office hours were because

most students including myself dont usually know.

(routine request)

TO: Pmestre6@bryant.edu

SUBJECT: Missing Documents

Dear, Peter

Could you please come to the Financial Aid office and sign your verification documents? You
forgot to sign the papers before submitting them.

Our offices are open from 8:30am to 4:30pm Monday Friday. It will be at the front desk as
soon as you come in.

Thank you,

Jamie Baron, Director of Financial aid

Office of Financial Aid
Bryant University
Jbaron@bryant.edu
401-369-0024
YOUR NAME ASSIGNMENT # DATE: COM251 A

FORMAT PURPOSE PRIMARY SECONDARY STYLE

AUDIENCE AUDIENCE
Hard Routine Internal Internal Formal
Copy Information Superior Superior Prescribed
Letter Simple Subordinate Subordinate by style sheet
Memo Request Lateral Lateral Very formal
Short Good news Individual Individual Reserved
report Bad news Multiple Multiple Objective
Long Good will Subjective
report Summary
Proposal Other
Resume
Status
report
Profile
Other

Electronic Nonroutine External External Informal

Email Bad news Customer Customer Very
Facebook Persuasive Supplier Supplier informal,
Blog page request Stakeholder Stakeholder Business
Twitter Sales Public Public casual
Web page Analysis Other Other
Press Proposal
release Other
Resume
Other

Known or Unknown Known or Unknown

Know Well Know Well
Know Know
Somewhat Somewhat
Do Not Do Not Know
Know

STRATEGY ORGANIZATION CULTURAL ISSUES ETHICAL /LEGAL TIMELINESS

ISSUES
Direct Headings Gender Attribution Immediately
Make Table of Age Full 24 hours
point contents Ethnicity disclosure Less than
right Links Prior week
away understanding

Indirect Graphics Race Policy More than

Build up Video Culture Copyright week
to point Sexual Month or
orientation more
COMMENTS/REFLECTIONS : (REQUIRED)

For this correspondence, I chose to do a sympathy email to the entire staff. The email was about

the death of one of the staff members, which is a sensitive subject. For the most part I felt as if I

should be straight forward with the staff. As I was typing the email, I realized that my message

should have been more uplifting, so I added in positive some things about the deceased staff

member.
(Sympathydeath of a staff member)

TO: Staff

SUBJECT: My Condolences

Dear Staff,

I am deeply saddened to share the news of the passing of our very own Larry, who died in a car
accident this morning.

Larry was a valuable and highly respected member of our team here at Nike. The effects of his
loss are being felt already by those of us who had the honor and pleasure of working with him.

Please send out your condolences to his family, especially his wife and four children. If you want
to send any cards to the family, feel free to contact me for his home address. Larry will forever
be here in spirit with us at Nike.

Sincerely,

Shawn Gholson
Director of Operations
Nike Outlet
sgholson@bryant.edu
804-373-9392