Office Administration: Indirect Message Assignment, Conestoga College

This assignment solution demonstrates the application of the indirect message strategy in a business communication scenario. The student, acting as a Communications Coordinator for the Conestoga Diversity Student Club (CDSC), addresses a request from Linda Limbo, MPP, to post a notice on the club's website. The solution begins with a prewriting outline that includes a buffer, explanation, bad news, alternatives, and goodwill sections. The outline is then used to craft a formal business letter to Linda Limbo. The letter politely declines the request to post a notice due to a decision by the Conestoga Student Inc. (CSI) board, while offering alternative solutions such as promotional assistance and event management support. The assignment emphasizes the importance of delivering negative news professionally while maintaining a positive relationship and offering alternative solutions.

Prewriting sheet – Indirect Message
Outline
Buffer
(Neutral statement related to the purpose of the message without being negative or revealing
the negative information. Avoid negative language but do not mislead with overly positive
information.)
 The scenario talks about the number of chances and the opportunities that has come
to the website of the Conestoga College. This has led to the reaching out of the
Conestoga Diversity Student Club (CDSC).
 The website seems to be pretty appealing and a lot helpful to some organizations that
have been accustomed to the college. Hence the show of common interest is there.
Explanation:
(Provide explanation for negative information. Stick to the facts and avoid editorializing with
opinion. Avoid negative wording; use neutral or positive language.)
 Various types of organizations have shown interest in the club’s website like- some city
politicians, the security company that attended during the event of the club, and
several other organizations have started to look up the website and have been sending
messages, posting links, notices on the club’s website.
 Problems have been arising as there are certain situations in which the denial for
accepting to help or to associate cannot be made that easily as there are other factors
related to the matter since the agents have helped in setting up of the event for the
company therefore in this type of situation, some adjustments needs to be made.
Bad News:
(Explain the negative information use passive language and a dependent clause to emphasize
and de-personalize the negative message.)
 The board of the directors for the Conestoga Student Inc. (CSI), together decided that
not to allow any type of organizations strictly to post notices in the club’s website. As it
hampers the approach and the utility of the website.
 Linda Limbo who is a MPP, she provided support for the Club’s Event previously.
Presently she wants to organize a “Meet and Greet” , therefore she needs the College’s
website for reaching out the people hence she is in need of the favor that she once
served the College.
Alternatives
(What alternatives are being presented? Avoid negative wording; use neutral or positive
language.)
 The advertisement can be done in the College group and the thus the college can help
with by supplying a good amount of interested candidates.

 The providing of the information regarding the event can be done into college
premises and also a promotional program can be organized for the upcoming event,
this may help her gathering a good number of people as there will be a lot of student
or staffs that might find the event attractive.
Good Will
(What are the next steps? How can you create good will?)
 I can help Mrs. Linda by printing out stack of flyers and pamphlets and help her
spreading those reaching to the most of the people available locally.
 I can help her by organizing a team for the management of the event that is intending
to follow therefore the event may function well.

Letter to Linda Limbo:
To,
Linda Limbo,
MPP Kitchener
Constituent Office
Suite 21
21 Fredrick St.
Kitchener, ON N2H 6M8
Tel: [phone]
Fax- 519-577-2121
Sub- Response to the ‘Meet and Greet’ proposal.
Madam,
It occurs to our great pleasure that you enjoyed aiding us with your sources and supporting us
on the event that we organized. We appreciate you efforts and also thank you for your service.
We would love to be a part of your event and also support and help you out with the
management of the event. But the request that you made cannot be processed as there are certain
clause that we have to abide by as the board of Directors of the Conestoga Student Inc. (CSI)have
collectively decided that there should be no allowance of application or posting of any kind of Notice in
the official website. Therefore we cannot allow you to post any kind of notice on our website. We
heartily apologise for being able to come of help that you requested. But we can help you in a different
way.
We can organize a promotional or fund raising program for your event on behalf of the
Conestoga Diversity Student Club (CDSC), which may help with the reaching out to many interested
people who can attend your event. Also we can help you by providing by spreading of flyers in the
locality. We can also set up an event management team for your further help and assistance.
Thanks.
Yours faithfully,
(Name of the Person)

Office Manager
Conestoga College, Office Administration