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Sample 25:

Negative Announcement Including an Apology

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		Seattle Construction Supplies 10 Mackenzie Avenue    ·    Seattle, WI 98195-7410 206-555-1999    ·    http://www.scon.com
		December 9, 20xx
		Dr. Lucy Baines College of Business Redwood University--Oceanside Grants Pass, OR 97526
		Dear Lucy:
Keep the opening brief. Pace the reader's expectation.		The Sales/Marketing convention you are planning for next month appears to be shaping up nicely, Lucy.
Introduce the reasons quickly. Subordinate the negative element, and keep the apology brief.		When you first asked me to speak, I was glad to agree because January has always been our slack month here in Seattle. Because January is usually so slow, my boss has decided to send me to Anchorage, Alaska, where I will spend the entire month calling on construction companies. For this reason, I will be unable to speak at the convention as planned. I'm sorry to be giving you such short notice, but I learned only yesterday that I would be going to Alaska.
Help the reader when possible.		My assistant, Roger Jackson, would be available to speak in my place. He is young (23) and inexperienced, but he is rapidly learning techniques for marketing heavy machinery and would work hard to provide a high-quality presentation. I will be glad to ask him if you wish.
Your closing should be positive and forward- looking. Avoid restating the apology.		Please let me know whether you would like me to speak to Jackson about presenting in my place, and good luck with the convention.
		Cordially,
		Mary Lou Mealor, Director

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