Negative Message Essay

1. Plan
   1. Analyze the Situation
      1. The general purpose of the message is to refuse one of the applicants, who want to be the key speaker and retain her as a devoted customer.
      1. The specific purpose of the message is to inform Maribel Rivera that she would not be the key speaker at the conference and that we have selected a different key speaker this time
      1. We want that Maribel Rivera did not feel being offended by our negative response in any way. Instead, we want them that feels our respect and devotion since we are interested in further close cooperation with her
      1. Maribel Rivera is our primary audience because the message is addressed to her directly to inform her that we have already got a different key speaker and cannot fulfill her request.
      1. Maribel Rivera is our old customer, whom we have been cooperating with for a long time and who is very important for our company. She is a regular participant of the conference, who attended our conferences many times and was the key speaker several times.
      1. Maribel Rivera’s reaction likely to be to your message is likely to be negative because, as a frequent participant of the conference, she may and does account for the participation in the conference as the key speaker. She may be disappointed with our response.
   1. Gather Information
      1. Maribel Rivera has to receive a negative message that responds to her request to participate in the conference this year. We deny her since we have selected another person to be the key speaker because his discovery, his product introduced in the market is a breakthrough of the utmost importance that has to be presented on the conference.
      1. We have to gather facts about the new key speaker we have invited and gather information about Maribel Rivera to show that she has participated in our conference frequently and we appreciate it but we have to give a chance to a new key speaker that may deliver important information and should have a chance to be the key speaker this year.
   1. Organize the Information
      1. What is your main idea? 
      1. Will you use the direct or indirect approach? 
      1. Why are you using the approach you chose? 
2. Write
   1. Adapt to Your Audience
      1. We will emphasize our respect for Maribel Rivera in the message and we will also show our recognition of her contribution to our company and the conferences we organize each year. We should show that we appreciate her efforts and she is very important to us.
      1. We have a high level of credibility with Maribel Rivera because we have been working for a long time almost since the first conference that we have organized.
      1. We will emphasize the importance of giving a chance to the new key speaker to persuade Maribel Rivera that the new key speaker is really worth attention and that we give him that role because we want to expand our conference, attract new faces and more publicity through moving to new areas which the new speaker will uncover for us and our audience.
      1. The tone will be friendly but rather formal than informal since the conference implies quite a formal tone being used and the formal tone also uses semantically and stylistically elevated message that makes it less negative in the perception of Maribel Rivera.
3. Complete

1. Revise the Message
   List three or more changes you made between your first draft and final draft suggested by the prompts in the revision checklist on page 155 in Chapter 6.
   1. The first change I made was the organization of the message since I do not start with the denial first but emphasized our respect for our customers.
   1. The second change involves the proper wording and selection of the right words for the message.
   1. The third change involves the enhancement of the formal tone of the change.
   1. Additional changes refer to minor issues to make the message run smoothly.

Dear Ms. Maribel Rivera,

       We highly appreciate your eager desire to participate in our new conference this year as the key speaker. We know you well and your great skills since you have participated in our conferences since the first time we organized our first conference. You are one of a few participants of our conference, who has an opportunity to be the key speaker almost every year and we appreciate the role you play in our conference. You are our most valuable and devoted customer. 

       Unfortunately, to our great disappointment, we cannot fulfill your request about being the key speaker this year. Instead, we have already promised that we would give that role to Dr. Binter. Dr. Binter is going to bring this year’s convention a lot of good attention, especially international attention. As we are going to expand the scope of our conference internationally, this is a very important issue and one of the determinant factors that defined our choice of the key speaker. He has a stellar reputation in the medical technology community, and anything he says makes the news in exactly the places where we want to be seen. This is why we hope everyone will appreciate him as the key speaker this year.

       At the same time, we highly appreciate your contribution to our company and the conferences we organize each year. Your efforts and you are very important for us because you are a part of our team and the key figure in our conference. We highly appreciate it but we have to give a chance to a new key speaker that may deliver important information and should have a chance to be the key speaker this year. As we want to expand our conference, attract new faces and more publicity through moving to new areas which the new speaker will uncover for us and our audience.

       We hope you will not be hurt by our refusal, but we are trying to do our best to attract as many people as possible and hope you will remain a permanent participant in our conference.

Best regards,