University Assignment: PROW 210 Negative Message Writing Analysis

This document presents a student's response to a negative message writing assignment for a business writing course (PROW 210). The assignment required students to use the indirect strategy, as outlined in the textbook, to address a negative situation in a professional business letter format. The provided solution addresses a scenario where the CEO must inform the president of the Organic Food Retailers Association about the inability to attend an annual meeting due to a conflicting business trip. The letter expresses gratitude, acknowledges the award, and politely declines the invitation while suggesting alternative solutions. The solution demonstrates a clear understanding of professional communication, the indirect approach for delivering bad news, and appropriate business letter conventions. The student effectively balances conveying a negative message with maintaining a positive and professional tone. The letter also includes the necessary components to address the issue while maintaining a positive relationship.

Running Head: NEGATIVE MESSAGE WRITING
Negative Message Writing
Name of the Student
Name of the University
Author Note

1NEGATIVE MESSAGE WRITING
To- Leslie Grant (The President, Organic Food Retailers Association)
From – The CEO
Dear Mr. Grant
I am highly obliged for the extent of effort and trust I have received from this company. It
has been a wonderful experience leading the company towards an infinite success. I have
received been blessed with some wonderful staffs over here in this company and looking forward
to go miles with these amazing people around me. I pay my hearty gratitude to all who have
found my endeavors to be suitable for being selected as the Executive of the Year. I am truly
excited for experiencing our annual meeting in Toronto. I have a lot to say and communicate to
the workforce so that in future they can rejuvenate their innate talents and see the best in
themselves. I would also like to share my experience as a leader with them and we will also
discuss about how our Organic Food can stick to its mission and vision in future and become one
of the best known firms. Hence, as you can easily assume that the annual meeting of this year
will not only be the celebration of award winning. It will rather be another step towards
achieving the dream we have dreamt together.
I would further like to acknowledge that each member in the organization is equally
instrumental in the success of mine as well as the overall advancement of the organization.
However, there has been a minor inconvenience regarding my attending the meeting. Two of my
schedules are clashing as on the same day I have to be out of the country for the purpose of
lining up new supplies. As it is a business deal, I do not want our clients to get disappointed by
asking them to change the entire schedule. I believe you will understand the pitiful condition I
am stuck in and suggest me some solution. I am personally sad to declare that it would be the

2NEGATIVE MESSAGE WRITING
most regretful event not attending the meeting. I will miss the privilege of interacting with the
staffs and executives for whom I have achieved this position. Therefore, you are requested to
reschedule the annual meeting if possible some way or the other. I cordially want to be present at
the meeting. Although I am well aware that arrangements have been made and emails have been
sent. Yet, I believe that you can make my issue settle down and this is the reason I found you to
communicate my critical situation. The event that I have overseas is also for the benefits of our
company and I think our responsible staffs and other members will understand and would not
feel bothered. Looking forward for your early reply.
Regards,