Format and Layout of Email Messages · Do not worry about using a complete header but do list your carefully-worded descriptive subject line. · Use an appropriate business greeting (salutation) and a colon. · Use block form. · Single-space within paragraphs. · Double-space between paragraphs. · Use 10-12 pt. font of a sans serif (without little feet) type such as calibri or arial. · Keep your message to one page in a Word document. That should be equivalent to 1.5 screens in email. · Write a complimentary closing. · Use a professional email signature with full contact information (name, position, company, address, email address, phone number). · Use numbers or bullet points for lists. · Use descriptive section headings, as appropriate, to make section main ideas clear at a quick glance. Top Hints for Composing Persuasive Messages · Write an effective subject line that motivates readers to want to hear more. · Write to the correct person in the scenario about the right topic and consider what that person’s attitude is toward your subject so you can use "you" attitude. · Be clear about the purpose for writing the message early in the message, preferably the first paragraph. · Assume the correct role in the scenario. · Choose the appropriate approach: direct or indirect (usually direct). · Balance emotional and logical appeals. · Begin with an attention getting strategy. · Consider what your three reasons are for why the person should support you. · Ask yourself how you can provide more details. · Decide what a reasonable action is that you will request of the recipient. Top Hints for Composing Bad News Messages · Write an effective subject line that gives the purpose of the message. · Write to the correct person in the scenario about the right topic and consider what that person’s attitude is toward your subject so you can use "you" attitude. · Be clear about the purpose for writing the message early in the email, preferably the first paragraph and subject line. · Assume the correct role in the scenario. · Choose the appropriate approach: direct or indirect (usually indirect). · Begin with a neutral or positive statement. · Offer reasons for why you must deliver the bad news. · Focus on the positives as much as possible. · End with a focus on the positive in a way that also helps reader to know the decision is final, so they do not think they can complain and change it, but that also leaves them satisfied with your response. Top Persuasive Email Messages Scenario 1: Hosting a Blood Drive Scenario 2: Sewing Needle Safety Guards Scenario 3: Training Program for Employees Scenario 4: Dress for Success Scenario 5: Summer Volunteers Scenario 6: Request for Intern Bad News Email Messages Scenario 1: Service Manager for IT Solution s Scenario 2: Call Monitoring Scenario 3: Tuition Reimbursement in Your Company Scenario 4: English-Only Policy Scenario 5: Customer Request for Catering Change Scenario 6: Cancelling Keynote Speaker Persuas.

1. Format and Layout of Email Messages
· Do not worry about using a complete header but do list your
carefully-worded descriptive subject line.
· Use an appropriate business greeting (salutation) and a colon.
· Use block form.
· Single-space within paragraphs.
· Double-space between paragraphs.
· Use 10-12 pt. font of a sans serif (without little feet) type such
as calibri or arial.
· Keep your message to one page in a Word document. That
should be equivalent to 1.5 screens in email.
· Write a complimentary closing.
· Use a professional email signature with full contact
information (name, position, company, address, email address,
phone number).
· Use numbers or bullet points for lists.
· Use descriptive section headings, as appropriate, to make
section main ideas clear at a quick glance.
Top
Hints for Composing Persuasive Messages
· Write an effective subject line that motivates readers to want
to hear more.
· Write to the correct person in the scenario about the right
topic and consider what that person’s attitude is toward your
subject so you can use "you" attitude.
· Be clear about the purpose for writing the message early in the
message, preferably the first paragraph.
· Assume the correct role in the scenario.
· Choose the appropriate approach: direct or indirect (usually
direct).

2. · Balance emotional and logical appeals.
· Begin with an attention getting strategy.
· Consider what your three reasons are for why the person
should support you.
· Ask yourself how you can provide more details.
· Decide what a reasonable action is that you will request of the
recipient.
Top
Hints for Composing Bad News Messages
· Write an effective subject line that gives the purpose of the
message.
· Write to the correct person in the scenario about the right
topic and consider what that person’s attitude is toward your
subject so you can use "you" attitude.
· Be clear about the purpose for writing the message early in the
email, preferably the first paragraph and subject line.
· Assume the correct role in the scenario.
· Choose the appropriate approach: direct or indirect (usually
indirect).
· Begin with a neutral or positive statement.
· Offer reasons for why you must deliver the bad news.
· Focus on the positives as much as possible.
· End with a focus on the positive in a way that also helps
reader to know the decision is final, so they do not think they
can complain and change it, but that also leaves them satisfied
with your response.
Top
Persuasive Email Messages

3. Scenario 1: Hosting a Blood Drive
Scenario 2: Sewing Needle Safety Guards
Scenario 3: Training Program for Employees
Scenario 4: Dress for Success
Scenario 5: Summer Volunteers
Scenario 6: Request for Intern
Bad News Email Messages
Scenario 1: Service Manager for IT
Solution
s
Scenario 2: Call Monitoring
Scenario 3: Tuition Reimbursement in Your Company
Scenario 4: English-Only Policy
Scenario 5: Customer Request for Catering Change
Scenario 6: Cancelling Keynote Speaker
Persuasive Email Messages
Persuasive Scenario 1 (Always Urgent: Email Message Pleading
Case for Hosting a Red Cross Blood Drive):
This morning as you drove to your job as food services manager

4. at the Pechanga Casino Entertainment Center in Temecula,
California, you were concerned to hear on the radio that the
local Red Cross chapter put out a call for blood because
national supplies have fallen dangerously low. During highly
publicized disasters, people are emotional and eager to help out
by donating blood. But in calmer times, only 5 percent of
eligible donors think of giving blood. You're one of those few.
Not many people realize that donated blood lasts only 72 hours.
Consequently, the mainstay of emergency blood supplies must
be replenished in an ongoing effort. No one is more skilled,
dedicated, or efficient in handling blood than the American Red
Cross, which is responsible for half the nation's supply of blood
and blood products.
Donated blood helps victims of accidents and disease as well as
surgery patients. Just yesterday you were reading about a girl
named Melissa, who was diagnosed with multiple congenital
heart defects and underwent her first open-heart surgery at 1
week old. Now 5, she's used well over 50 units of donated
blood, and she wouldn't be alive without them. In a thank-you
letter, her mother lauded the many strangers who had "given a
piece of themselves" to save her precious daughter—and
countless others. You also learned that a don's pint of blood can
benefit up to four other people.

5. Today, you're going to do more than just roll up your own
sleeve. You know the local Red Cross chapter takes its Blood
Mobile to corporations, restaurants, beauty salons—any place
willing to host public blood drives. What if you could convince
the board of directors to support a blood drive at the casino?
The slot machines and gaming tables are usually full, hundreds
of employees are on hand, and people who've never visited
before might come down to donate blood. The positive publicity
certainly couldn't hurt Pechanga's community image. With
materials from the Red Cross, you're confident you can organize
Pechanga's hosting effort and handle the promotion. (Last year,
you headed the casino's successful Toys for Tots drive.)
To give blood, one must be healthy, be at least 17 years old
(with no upper age limit), and weigh at least 110 pounds.
Donors can give every 56 days. You'll be urging Pechanga
donors to eat well, drink water, and be rested before the Blood
Mobile arrives.
Write an email persuading the Pechanga board of directors to
host a public Red Cross blood drive. You can learn more about
what's involved in hosting a blood drive at www.givelife.org
(click on "Sponsor a Drive"). Ask the board to provide bottled
water, orange juice, and snacks for donors. You'll organize food

6. service workers to handle the distribution, but you'll need the
board's approval to let your team volunteer during work hours.
Use a combination of logical and emotional appeals.
Top of ScenariosTop of Document
Persuasive Scenario 2 (Sewing Needle Safety Guards):
For this assignment you are human resources manager for
Toby’s, a manufacturer of medium-priced women’s dresses,
skirts, and blouses. You are going to have to persuade your
labor force to follow safety rules more closely in their
production work.
Over the past year, you have noticed that on-the-job injuries
have increased – particularly ones involving the stitching
assemblers. It appears that the assemblers have had numerous
claims for emergency room treatment for injuries to their
fingers and hands from the sewing machines. From one view,
these injuries are increasing your insurance cost (you pay for
the coverage under the garment workers’ union contract). From
another, lost days by experienced workers mean less
productivity. Thus, you decide to investigate the situation
further.

7. Your informal investigation reveals the primary source of the
problem. The union contract that you negotiate every three
years stipulates that management take every precaution for
worker safety. Federal law specifies that sewing machine needle
guards (to prevent fingers from getting too close to stitching
needles) must be installed on all machines. While the machines
are safer this way, the workers cannot produce as many
assembled garments. According to the time and motion studies
conducted by your industrial engineers, output with the safety
guards is restricted by about 15 percent. Thus, the workers
remove the guards to make more money based on the piece-rate
incentive program you use for compensation. The risk they take
for more money is the chance of increased accidents.
You have alerted your supervisors to the problem. But the
informal norms of making more money at any risk have
overridden the supervisors’ formal efforts to keep the safety
guards in place. Thus, you have decided to write a message to
the entire union labor force at your company persuading them to
follow the safety rules. In the long run, it will benefit everyone
involved.
Think through the situation from the reader’s view and
construct a persuasive reasoning approach suited to the
audience. Then write the message. Your email message should

8. be positive and friendly rather than belligerent and abusive. Use
a combination of logical and emotional appeals.
Top of ScenariosTop of Document
Persuasive Scenario 3 (Training Program for Employees):
A year ago you, the training director of Shehan-Welch
Industries, got management approval to offer an extensive
training program for employees. The program consisted of a
variety of course offerings. For those whose basic knowledge of
mathematics, English, and science is weak, courses were offered
after work hours in the company training center. Qualified
public school teachers were brought in to teach these courses.
For those desiring college course work, Shehan-Welch offered
to pay all costs for one course a semester at the local university.
And for those merely wanting to study interesting and exciting
topics, Shehan-Welch offered a variety of short courses at its
training center. To date these have included ceramics, music
appreciation, video editing, and interior decorating. Clearly, the
plan had something for everyone.
In spite of your best efforts to promote the program, however,
few have taken advantage of it. As you see it, the program has
been a miserable failure.

9. Before writing off the program, you will make one last effort to
increase participation. Up to this point, bulletin-board
announcements and publicity on the company web portal have
been the primary means of promoting the courses. Now you will
send a persuasive email message to each worker.
In your email message, you will present your most persuasive
arguments for taking advantage of the educational opportunities
being offered. You will enclose a brochure describing the
courses scheduled for the coming months and giving the details
of the program. (You do not need to create this brochure, only
reference it.)
If you need additional facts, you may supply them as long as
they are consistent with the information given.
Top of ScenariosTop of Document
Persuasive Scenario 4 (Dress for Success):
You work in a research center on your campus that has
partnered with one of your center’s sponsors in a clothing drive.
It is for the nonprofit Dress for Success program that helps
women enter the workplace and stay there. One aspect of its

10. work is providing business clothing for low-income women.
These women need the suits when they go to interview for jobs,
and they get a week’s worth of working clothes when they are
hired.
While the organization relies on cash donations, volunteers, and
in-kind donations, one of your center’s sponsors has asked you
to help them collect in-kind donations of business clothing.
They need new or nearly new suits (pants or skirts), blouses,
shoes, and accessories. All items should be clean and stylish,
and they should be turned in on hangers or in boxes. You’ll get
the most current information from the Dress for Success website
at <http://www.dressforsuccess.org>. Your job is to write a
persuasive email message to send to all campus faculty and staff
soliciting their donations of clothing that is appropriate to wear
to work. Let them know when and where locally they can drop
off their donations. Additionally, you’ll tell them where to find
a donation bin on your campus. Volunteers will be on hand at
all collection sites this week to accept their donations and give
receipts for them.
Use your creativity and compose an email appeal that will
generate lots of donations. You should also give the alternative
of making a cash donation.

11. Top of ScenariosTop of Document
Persuasive Scenario 5 (Recommendation for Summer Volunteer
Program):
You are the director of volunteer services for a regional
hospital. Most of your volunteers are retirees who work four-
hour shifts one or two days a week providing various services,
such as transporting patients to X-ray, delivering lab results to
doctors' offices, and greeting visitors in reception areas. During
the summers, many of your volunteers go on vacation, which
leaves you with a lot of empty shifts to fill. During the
directors' meeting, you suggest that the hospital create a
summer student volunteer program to recruit high school and
college students. The job would provide valuable experience to
students interested in pursuing a medical career. However,
several of the department heads expressed concern about
whether the student volunteers would be mature enough or
responsible enough to commit to unpaid summer work. You
believe that requiring high GPAs, letters of recommendation,
and interviews will help the hospital select mature and
responsible students. The committee asks you to write an email
message recommendation report outlining the idea in more
detail. Write a persuasive email recommendation using the
following outline:

12. · Propose a specific recommendation
· Identify the problem that needs solving
· Provide evidence that the problem is important.
· Describe alternate solutions and implications.
· Support your chosen recommendation with persuasive
reasoning, stressing benefits.
· Address potential objections.
· Conclude by requesting action.
Top of ScenariosTop of Document
Persuasive Scenario 6 (Request for Intern):
You are the head of the accounting department for a large
company that hires student interns each summer. You have
always requested two or three interns depending on the needs of
your staff. In years past, the human resources (HR) department
not only fulfilled your intern requests, but they were also able
to send you students who were accounting majors. This year,
however, HR announced that due to budget cuts, the internship
pool will be reduced by half. You can request an intern—only
one—but HR will assign interns only to selected departments,
and they cannot guarantee your intern, if assigned, will actually
be an accounting major. HR will determine the intern
assignments based on justified requests from each department

13. head. During a department meeting with your staff, you explain
the situation and ask for their input. The group offers the
following justifications:
1. The accounting department employs 15 full-time staff
members. Your department is one of the smallest in the
company, yet is responsible for critical operational and
budgetary responsibilities upon which all other departments
depend.
2. The company's fiscal year ends June 30, which means
significant work is required in the summer months to generate
year-end reports in addition to regular accounting operations.
3. Coincidentally, two employees in the accounting department
will be out on maternity leave, one during May and June, and
the other during June and July. These absences will further limit
the department's ability to fulfill their end-of-year
responsibilities.
Use the ACE process to write an email message to the members
of the HR staffing committee requesting an intern (Accounting
major, if possible) for your department. Do not simply repeat
the points outlined above. Develop credibility, put the
arguments in an effective order, supply evidence to support
your arguments, and use techniques to motivate action.

14. Top of ScenariosTop of Document
Bad News Email Messages
Bad News Scenario 1 (Service Manager for IT