External Correspondence
WRD202 | Marta Shcherbakova | Winter 2020
External Correspondence Packet
Writing a Marketing Letter and a Networking Email
Overview: In this assignment you need to craft two separate documents:
1. a marketing letter inviting a distinguished guest to a campus event and
2. a networking email contacting an internship program or an international company.
Please study the scenarios provided below to determine the audience, style, tone, and
structure of each document.
Background Knowledge: Review the Power Point on writing successful letters and
emails that we discussed in class (also available on our D2L page). Also, review
Chapter 4 “Preparing Correspondence” (only pages 98-133) and Chapter 3 “E-
Communications at Work” from Successful Writing at Work (pp. 76-94).
Learning Outcomes Transferable Skills
Craft documents that address specific
audiences
Compose documents that use
appropriate style choices for the
genre (and/or rhetorical situation)
Produce documents that use standard
conventions of business genres
Compose documents that are
grammatically and mechanically
sound
Plan/ organize/ prioritize
Resourcefulness
Ethical reasoning and judgment
Professionalism
Multicultural Competence
Information Technology
Application
Written Communication
Writing a Marketing Letter
The background. Businesses often invite prominent people to participate in activities that
promote the organization’s interests: fund-raising events, product promotions, groundbreaking
ceremonies, professional conferences, and so on. A major challenge is that the invitee may not
be rewarded monetarily, or may be given only a small honorarium. And if the invited person is
rich, famous, or busy enough, even substantial compensation might not be enough to get him or
her to participate in your high-profile people to contribute their time and energy.
In this application, you are charged with inviting a local distinguished person to participate in a
campus event for your team, group, club, fraternity, sorority, or some other organization of your
choice. You would like this person either to join a discussion on a particular topic or to formally
present his or her views on an issue of interest to your group. (You can make up an appropriate
group if you don’t actually belong to one, but be sure to select an actual person as your invitee-
perhaps someone of renown.) Assume that the invitee is busy with other obligations and
probably receives many similar requests to contribute time and expertise. Your group has $500
WRD 202 | Marta Shcherbakova | Winter 2020
available for an honorarium or for other activities to support the planned event (for example, a
lunch or dinner meeting with the invited guest).
The purpose. You goal is to gain the interest of the invited person, to help the invitee feel a
connection to your group’s interest and purposes, and to feel that she or he has the right
background to make a useful contribution.
The audience. Most people you will want to invite are very busy, often in demand for similar
groups and events. Sure, you need to flatter the person invited, but primarily you need to arouse
his or her interest in your group’s purposes. The invitee needs to feel prepared to contribute the
requested information and ideas. You also need to show scheduling flexibility to accommodate
the guest’s busy calendar.
The communication strategy. Use a respectful tone throughout the communication, a tone
that reflects your admiration for the invited person and your appreciation for his or her
considering you request. Also, make sure to do the following:
· Identify the nature and interests of the group you are representing, giving the invited person
enough information to decide whether he or she has the right background to meet your
needs.
· Give examples of any related activities your group has sponsored.
· Let the invitee know exactly when and where the event will occur, possibly offering
alternative dates.
· Tell the invitee whether there will be other presenters; how long she or he should speak,
respond to questions, or both; and who will be in the audience (undergraduate students?
Faculty? The general public?).
· Stipulate the honorarium if you intend to use some or all of your group’s $500 for this
purpose.
· Close with a thank-you and a date by which you need a reply.
· Provide your contact information and express your readiness to discuss any of the details.
Writing a Networking Email (choose one scenario)
Scenario 1:
Find an internship program in the field of your interest. Research about the program:
overview, requirements, person(s) to contact regarding the application. Then following
the guidelines below, compose your networking email.
WRD 202 | Marta Shcherbakova | Winter 2020
Scenario 2:
Find an international company in the field of your interest. Research about the
company: history, ratings, latest news. Choose a position you would like to apply for and
the person you can contact regarding an informal interview. Then following the
guidelines below, compose your networking email.
Guidelines for writing a Networking Email:
• (1)Your first few sentences need to compel the person to read on. To introduce
yourself, provide relevant information that connects you to the person and their
career field. Such information may include: your interests (career, personal, or
academic), a person you know in common, your Hamilton connection, etc. For
example, you might say that you became interested in their career field as a
result of a specific course or extra-curricular activity.
• “As a result of economics courses I’ve taken at Hamilton, I’ve become interested
in “microfinancing”. I’d like to explore how I could use that interest within a
nonprofit organization.” Don’t start off by saying “My name is…” because it’s not
necessary – they’ll see your signature at the end of the letter.
• (2) Explain your motivation for contacting them – what you want to accomplish by
speaking with them. Communicate to them what you already know about their
career field or organization and what kind of information you are seeking. While it
may feel more comfortable to ask generally for “any help you can provide,” don’t
be vague about what you need. This puts too much pressure on the reader to
figure out what you want.
• (3) Request either a face-to-face meeting or a scheduled phone conversation to
conduct your informational interview. Give specifics about your availability – days
or times of the week that you are generally available (during business hours). If
no dates are provided, the reader is more likely to put the email/letter aside.
• (4) Mention that you are attaching a copy of your resume so that the contact can
get a sense of your background. Once you have drafted an email/letter, review it
by putting yourself in the shoes of the reader; imagine how you would respond. If
you don’t feel compelled to reply, then you need to rewrite.
Draft #1 – Thursday, January 30, before class (upload to D2L)
Draft #2 – Sunday, February 2, midnight (upload to D2L)
WRD 202 | Marta Shcherbakova | Winter 2020
Grading Rubric
Criteria Excellent Good Inconsistent Below Average Poor
Clarity 10 points 8 points 6 points 4 points 2 points /10
Conciseness 10 points 8 points 6 points 4 points 2 points /10
Comprehensiveness 10 points 8 points 6 points 4 points 2 points /10
Honesty/Accuracy 5 points 4 points 3 points 2 points 1 point /5
Document Specific Concerns 5 points 4 points 3 points 2 points 1 point /5
Rhetorical Awareness 10 points 8 points 6 points 4 points 2 points /10
Total /50
We provide professional writing services to help you score straight A’s by submitting custom written assignments that mirror your guidelines.
Get result-oriented writing and never worry about grades anymore. We follow the highest quality standards to make sure that you get perfect assignments.
Our writers have experience in dealing with papers of every educational level. You can surely rely on the expertise of our qualified professionals.
Your deadline is our threshold for success and we take it very seriously. We make sure you receive your papers before your predefined time.
Someone from our customer support team is always here to respond to your questions. So, hit us up if you have got any ambiguity or concern.
Sit back and relax while we help you out with writing your papers. We have an ultimate policy for keeping your personal and order-related details a secret.
We assure you that your document will be thoroughly checked for plagiarism and grammatical errors as we use highly authentic and licit sources.
Still reluctant about placing an order? Our 100% Moneyback Guarantee backs you up on rare occasions where you aren’t satisfied with the writing.
You don’t have to wait for an update for hours; you can track the progress of your order any time you want. We share the status after each step.
Although you can leverage our expertise for any writing task, we have a knack for creating flawless papers for the following document types.
Although you can leverage our expertise for any writing task, we have a knack for creating flawless papers for the following document types.
From brainstorming your paper's outline to perfecting its grammar, we perform every step carefully to make your paper worthy of A grade.
Hire your preferred writer anytime. Simply specify if you want your preferred expert to write your paper and we’ll make that happen.
Get an elaborate and authentic grammar check report with your work to have the grammar goodness sealed in your document.
You can purchase this feature if you want our writers to sum up your paper in the form of a concise and well-articulated summary.
You don’t have to worry about plagiarism anymore. Get a plagiarism report to certify the uniqueness of your work.
Join us for the best experience while seeking writing assistance in your college life. A good grade is all you need to boost up your academic excellence and we are all about it.
We create perfect papers according to the guidelines.
We seamlessly edit out errors from your papers.
We thoroughly read your final draft to identify errors.
Work with ultimate peace of mind because we ensure that your academic work is our responsibility and your grades are a top concern for us!
Dedication. Quality. Commitment. Punctuality
Here is what we have achieved so far. These numbers are evidence that we go the extra mile to make your college journey successful.
We have the most intuitive and minimalistic process so that you can easily place an order. Just follow a few steps to unlock success.
We understand your guidelines first before delivering any writing service. You can discuss your writing needs and we will have them evaluated by our dedicated team.
We write your papers in a standardized way. We complete your work in such a way that it turns out to be a perfect description of your guidelines.
We promise you excellent grades and academic excellence that you always longed for. Our writers stay in touch with you via email.