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Writing For An Audience

PREWRITING:
Write a letter to several clients regarding a delay in widget production.

Transmission Method: Letter , to be mailed and possibly to be emailed

Analyze Sender and Receiver: Sender is the company, General Manager will be signatory

Consider Tone and Style: Tone needs to be professional, style is typical business block style

List Facts and topics:
Fact: Widget production will be delayed
Topics: Your business is valuable to us
Production will be delayed XXXX weeks
Expect to resume production XXXX
Apologize for delay
Reason for widget production delay

Determine Organization:
Thank for business
Give bad news (e.g., widget production delay)
Why will widget production be delayed?
Apologize for delay
Give concrete information – when will production resume?

Write Outline
1. Salutation
2. Thank you for your business
3. Widget Production will be Delayed
a. Why the delay
b. How long
c. When will production resume
d. When will customer receive widgets
e. Apologize for delay
4. Thank them again
5. Contact information regarding letter
6. Complimentary Close
7. Signature

Plan Support:
Letter to be drafted by me. Deliver to GM's secretary for final typing (email). GM's secretary will mail and/or email, as necessary and relevant.
Plan Schedule:
Draft to be completed by Friday, April 17, 2009
Obtain GM signature by Frday, April 17, 2009
GM Secretary mail letter to customers April 19, 2009



Dear Mr. Smith ,

We at Sunshine Widget Company appreciate your business. As you know, we are committed to provide you with the highest quality widgets possible. We know you appreciate our quality standards and Six Sigma practices and rely on that accuracy and quality level in the production of your goods and services, and I am writing to you for that reason today.
Yesterday, during our daily inspection process, one of our inspectors detected an error of 1/32" in the widgets under production. We...