Case 4 Scenario

Instructions

  1. Read the case below.
  2. Read and then draft the communications outlined in the assignments below to demonstrate what you know about technical communication strategies.
  3. Submit your two letters as ONE PDF file.

Cotton Products Convention

On October 15, 2022, retailers of cotton products from throughout North America will descend on New Orleans for the 19th Annual Cotton Products Convention, sponsored by your employer, the United Cotton Products Association (UCPA).  Through this conference, the UCPA provides updates on the state of the cotton products industry and promotes the interests of its membership.  As executive assistant to the president of the association, you bear full responsibility for organizing the convention and preparing for the guests.

Here are some details about the membership of the UCPA:

Total:                                                                     5,320

Regional distribution: Northeast        1,032

                                                  South                  3,021

                                                  Midwest               503

                                                  Other                     754

Gender distribution:   Female                     27%

                                                 Male                          73%

Average age:                                                         54

Average income:                                                $88,000/year

Annual dues:                                                        $100

Occupations represented:  Retail cotton products merchants, wholesalers, farmers, brokers, researchers, advertisers, marketers, production specialists, and government relationships experts.

Letter 1: Senator Freeman

Your boss has suggested that Senator Rosa Freeman from Georgia would make an excellent keynote speaker for the convention. Your assignment is to write a letter to Senator Freeman, inviting her to deliver the keynote address.   Be persuasive enough to make her actually want to travel to do this speech. 

Letter 2: General Reynolds

Army General (retired) William "Pap" Reynolds sent a letter to your boss in which he offered to speak at the convention without charge.  General Reynolds intends to run for the U.S. Senate in the state of Ohio.  Your assignment is to write a letter declining his invitation.  This is a sensitive message, so be sure to use some low impact strategies, politeness, and a personal style to decline his invitation while still maintaining an excellent connection between him and the UCPA.