Indirect Message Assignment: CDSC Event at Conestoga College

This assignment focuses on crafting an indirect message for a business communication scenario. The student, acting as the Communications Coordinator for the Conestoga Diversity Student Club (CDSC), must respond to a request from Linda Limbo, the MPP, regarding advertising an event on the club's website. The assignment requires the student to use an indirect message strategy to convey the inability to fulfill the request due to a college policy. The solution includes a prewriting sheet outlining the buffer, explanation, bad news, alternatives, and goodwill elements of the message. The final deliverable is a formal letter to Ms. Limbo, adhering to proper business letter format and effectively communicating the negative information while maintaining a positive relationship. The solution demonstrates how to navigate a challenging communication situation by offering alternative solutions and maintaining a professional tone, showcasing the practical application of indirect communication techniques in a real-world context.

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.)
 It was good hearing from you. Thank you for the help given in our previous event.
 The success achieved in the event was majorly due to your contribution. You made the
event worth a remembrance.
Explanation:
(Provide explanation for negative information. Stick to the facts and avoid editorializing with
opinion. Avoid negative wording; use neutral or positive language.)
 We received your email and shared it with our team members. They were happy that
the link did not end even after the event.
 About the meet and greet session, all the members are so happy about it.
Unfortunately, we are unable to have it advertised on our platforms due to factors
dictated by the college.
Bad News:
(Explain the negative information use passive language and a dependent clause to emphasize
and de-personalize the negative message.)
 There is a newly developed policy which deters us from having external
advertisements on our website. The policy was reached following some unlikable
experiences in the past whereby outsiders have taken advantage of such an
opportunity.
 The board of directors warned against the practice citing the past negative
implications.
Alternatives
(What alternatives are being presented? Avoid negative wording; use neutral or positive
language.)
 The policy does not completely forbid us from offering a helping hand since you have
been of great help for us. We can allow you the opportunity to speak on our next
meeting if you will be available.
 We also promise to mobilize people on other platforms to join us on the big event. If
you are in a position to print some flyers, we are more than willing to help supply
them.
Good Will

(What are the next steps? How can you create good will?)
 When the flyers are ready inform us for early distribution.
 If you have any other proposals, feel free to pass them. We are looking forward for
your response.

October 2, 2019
Linda Limbo
MPP Kitchener
Constituent Office Suite 21
21 Frederick St.
Kitchener, ON N2H 6M8
Tel [phone]
Fax [phone]
Dear Ms. Limbo,
Subject: Upcoming Meet and Greet
The members of the club are glad to hear from you and appreciate your support in our previous
event. It was an insightful encounter that would not have been such a great success without your
intervention.
Your request to pin a notice on our website was received. All our members are so delighted to be
part of the session and have promised to attend. However, we regret to inform you that we
cannot have the advertisement on our platform at the moment.
Under the existing college policy, club websites are not allowed to have advertisements from
external parties due to horrible past experiences. The board of directors has warned against this
citing that it could give rise to undesirable outcomes that may end up jeopardizing the
institution’s reputation.
Despite our hands being tied on this, we will be so glad to use alternative measures to show
solidarity at your event. Once you give us detailed information about the session, we shall pass it
in our upcoming club meetings. We are also inviting you to come and make a presentation on the
same at our next meeting that will be held on the first Wednesday of next month if you will be
available. We believe that having you speak at our meeting will spur more interest. Additionally,
if the members hear it from you, they will probably understand better what the session entails
and will be in a good position to give adequate information to other people. We also propose that
you print some flyers that we will help supply for the information to reach a greater audience.
We look forward to hearing from you soon for proper planning of our meetings. Also, let us
know when the flyers are ready for early distribution.
Yours sincerely,