I. Plan A. Analyze the Situation 1. What is your general purpose?
My purpose is to let Maribel Rivera know that she cannot be the speaker this year at the convention. 2. What is your specific purpose?
My purpose is to keep a good relationship with Ms. Rivera, yet reject her offer. It is key to explain WHY we are rejecting her offer. 3. Exactly what do you want your audience to think, feel, or believe after receiving your message?
To avoid offending Maribel, we have to make sure she knows the only reason she is being rejected is the theme. 4. Who is your primary audience?
Maribel Rivera. 5. What is the audience’s background?
Ms. Rivera is a huge supporter of our company in many aspects. She also supports the convention. 6. What are the audience’s reactions likely to be to your message?
Disappointment is expected, but we wish for a mild excitement as well as acceptance. B. Gather Information 7. What information does your audience need to receive?
She needs to receive that although we’re saying no, it’s ONLY because of the theme this year. 8. What facts must you gather in order to create an effective message?
State the theme of the convention, as well as thank her for her continued support. C. Organize the Information 9. What is your main idea?
Reject her offer, yet maintain a good working relationship. 10. Will you use the direct or indirect approach?
I’m going to use an indirect approach. 11. Why are you using the approach you chose?
I’m using the indirect approach since she may be offended by our rejection. II. Write D. Adapt to Your Audience 12. How will you show sensitivity to your audience's needs?
By being kind, yet to the point. 13. How much credibility do you already have with your audience?
Quite a lot. 14. How will you establish the additional credibility you need?
Being truthful and honest. 15. Will your tone be informal or more formal?
My tone will lean more towards formal. III. Complete
E227 GLOBAL
SOLUTIONS

June 8, 2016

Jessica Whitlow
E227 Global Solutions
123 Devry Ct
Tinley Park IL 60640

Ms. Maribel Rivera
ABC Company
199 Twin Oaks Drive
Chicago, IL 33333

Dear Ms. Rivera,

Thank you very much for your interest in being the keynote speaker at E227 Global Solutions Annual Tech Think Tank Convention. Over the past few years we have expanded the convention to include things such as medical technology and robotics. Unfortunately, We have already chosen and confirmed this year’s key note speaker. The reason we chose this person is strictly due to the theme this year, as the theme is their field of expertise.

As much as we would love to accept your request, we must reject it this year due to the theme as well as already having confirmed a keynote speaker. I would like to encourage you to apply again next year, as it is always a joy to hear about your work.

Sincerest Regards,

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