NEGATIVE MESSAGE ASSIGNMENT Scenario: You’ve had a great experience the past couple of years at your first job after graduation, but it’s time to move on. You’ve been applying to other positions, and you’ve just been hired by another company, which will provide more opportunities for growth and advancement. While in your current position, you’ve built strong relationships with your coworkers and supervisors, and they’re going to be sad to see you go. While you have offhandedly mentioned your desires to seek additional employment opportunities, you decided to keep your job hunting to yourself. Everyone is going to be surprised and disappointed that you’re leaving, but this move is in your best interest. In order to make your departure from your current employer as seamless as possible, you arranged a start date with your new employer one month in the future, so you can help your current employer in anyway needed. Assignment: Write a Letter of Resignation Format: Business Letter* Style: Indirect Voice: I voice (use pronouns I, me, my, and mine) Tone: Appreciative and helpful Mechanical Emphasis: Required Editable document: Required (.docx, .doc, .otd, .rtf) *While memo format is technically correct, most employers expect business letter formatting for resignations. Step 1: Create a business letter that informs your immediate supervisor of your resignation. Use proper business letter formatting. Order of letter should follow as stated below. Mechanical emphasis must be included in the body of the letter. NOTE: You will need to create company letterhead if you do not have access to any. (It is not OK to create your own company letterhead in real life if you don’t have access to official company letterhead.) Include the following sections in your letter. Buffer: Begin your letter by showing appreciation for the opportunities you’ve had at your current job; how you feel about the work; the bonds you’ve built with your coworkers and supervisor; and anything else that will help buffer the news the audience isn’t expecting. NOTE: Do not reference the reader in third person. Explanation: Explain what this new job means to you and the amazing opportunities it brings, but do not give away your negative news here. Negative news: Let your supervisor know you will be resigning from your job (provide the title) on a specific date. Make this one month in the future. Redirect: Offer to help the company, especially your supervisor, any way you think is appropriate. This might include helping to hire and train your replacement, finishing up a project, etc. Be sincere, but don’t offer anything you can’t deliver. If you need time off over the next month to begin transitioning into your new job, or if you’re planning to use up any remaining paid time off, include those restrictions in your offer of assistance. Step 2: Edit and revise your letter. Submit it to the dropbox. Assignment Checklist  Business Letter formatting: Return address; date; inside address; greeting; body of letter; signature  Buffer – eases your way into the message and does not reference reader in third person  Explanation – should eliminate the need for clarification or questions – does not give away neg news  Negative news – includes specific job title and resignation date roughly one month from date sent  Redirect – you must be able to fulfill anything you offer  I voice used exclusively throughout memo except for “thank you.” Exceeds Expectations: 100% Work is exceptional and free of error. Meets Expectations: 77% Work is satisfactory. May contain minor errors with minor impact. Does Not Meet Expectations: 72% Work is poor and contains multiple errors or missing information. Grading Scale: 100 points possible Exceeds Expectations Meets Expectations Does Not Meet Expectations Nothing Provided Buffer: Shows appreciation and connectedness. 12 ☐ 9.25 ☐ 8.64 ☐ 0☐ States general feelings towards job; specific appreciation for work projects or out-of-work activities; established friendships; etc. Fails to state one (1) required component as outlined in assignment. Fails to state two (2) or more required components as outlined in assignment. Contains content better suited for another content area. Message does not contain buffer. Explanation: Clearly explains new job opportunity. Convinces reader best opportunity for writer. 12 ☐ 9.25 ☐ 8.64 ☐ 0☐ Clearly explains new job and specifically states opportunities it brings. Vague: Does not clearly explain why leaving or specify opportunities. Hints at negative news. Does not mention new job opportunity and/or fails to specify resulting opportunities. Contains content better suited for another content area. Message does not contain explanation. Negative News: States reason for writing (resignation), job title, and specific date that is one month from date of writing. 12 ☐ 9.25 ☐ 8.64 ☐ 0☐ Clearly states resignation from job title on date roughly one month/four weeks from date in memo header. One (1) or more required components of negative news are implied or vague. One (1) or more required components missing or incorrect. Two (2) or more components vague or implied. Contains content better suited for another content area. Message does not contain negative news. Redirect: States offer to help company in reasonable manner. Notes any restrictions. 12 ☐ 9.25 ☐ 8.64 ☐ 0☐ Clearly offers assistance to current employer through transition phase. Clearly states restrictions to help (if any). Offer of assistance and/or restrictions to assistance are vague. Concludes message but fails to offer assistance. Contains content better suited for another content area. Message does not contain redirect. CRITERIA Content 12 ☐ 9.25 ☐ 8.64 ☐ 0☐ Content presented fully represents scenario. Content is misrepresented at least once/does not match scenario. Content is missing or misrepresented in two (2) or more ways. Content presented does not match scenario in any way. Style: Indirect. Purpose of memo is stated secondarily. 6☐ 4.62 ☐ 4.32 ☐ 0☐ Clearly contains buffer and explanation before negative news. Buffer and explanation vague or lack enough content to ease into negative news. Buffer and explanation severely lacking content/not sufficient for indirect style. Content is presented as direct style (purpose of memo stated primarily). Voice: I voice. Uses pronouns such as I, me, my, and mine. 6☐ 4.62 ☐ 4.32 ☐ 0☐ Content contains only I voice. (Except for thank “you.”) Content contains one (1) instance of incorrect voice. Content contains two (2) or more instances of incorrect voice. Content is written mostly/ entirely in incorrect voice. Tone: Tone of message is appropriate for audience and meets established guidelines. 6☐ 4.62 ☐ 4.32 ☐ 0☐ Tone is explicitly evident and appropriate as outlined in assignment. Tone is vague; better tone could have been chosen for message. Tone is clearly inappropriate for content. No discernible tone detected; tone change inappropriate for message. Formatting: Proper business letter formatting used. Letter includes company letterhead. Editable document submitted. 5☐ 3.85 ☐ 3.6 ☐ 0☐ Formatting is without error. Includes created or real company letterhead. Formatting contains singular minor error such as incorrect date formatting, spacing, or paragraph indenting. Formatting contains major or multiple minor errors. Submission is not editable document. Message is not presented in busines letter format. Order: Information is presented in logical order that follows assignment requirements. 6☐ 4.62 ☐ 4.32 ☐ 0☐ Content is presented in four (4) paragraphs: buffer, explanation, negative news, redirect. Buffer, explanation, negative news, and/or redirect combined in any way. Content from any section previewed or revisited in another section. Content presented as one (1) large paragraph OR content segments presented out of order. Content presented has no discernable order. Mechanical Emphasis: Used to highlight imperative information. 5☐ 3.85 ☐ 3.6 ☐ 0☐ Mechanical emphasis is More appropriate style of mechanical Mechanical emphasis chosen and/or content No mechanical Content: Content of memo is appropriate for and specific to scenario. Style/Voice/Tone Formatting & Editing Editing: Document is free of grammatical, mechanical, and spelling errors. present and used appropriately. emphasis could have been used and/or more appropriate content emphasized. emphasized is inappropriate for message. emphasis used. 6☐ 4.62 ☐ 4.32 ☐ 0☐ No editing errors found. Minimal editing errors found. Errors do not affect readability of content. One or more spelling errors found. Many editing errors found. Errors affect readability of content. Reader referenced in third person. *Final drafts must meet major assignment requirements (Content area of rubric) to be graded. Content does not contain punctuation and/or is written in such a way that it does not make sense. CREATE COMPANY LETTERHEAD Date (goes immediately below letterhead) [adjust this space to center the rest of your letter] Person’s Name Person’s Title Company Co. Address City, State Zip Dear Person’s First Name, Buffer: Begins by showing appreciation for the opportunities you’ve had at your current job: how you feel about the work; the bonds you’ve built with your coworkers and supervisors, etc. Explanation: Explains what this new job means to you and the amazing opportunities it brings. Do not give away negative news here! Negative news: Lets supervisor know you will be resigning from your job (provide the title) on a specific date. Make this one month in the future. Redirect: Offers to help the company, especially supervisor, through transition of hiring and training replacement, finishing up projects, etc. Is sincere; doesn’t offer anything can’t be delivered. Sincerely, [leave empty space because you’re sending electronically] Your Name MEMORANDUM To: Jack O’Neill From: Any Employee, Staff Accountant Date: June 20, 2019 RE: Resignation from Staff Accountant: Effective Friday, July 19, 2019 I want to express how much I’ve enjoyed the last five years working for Acme Corporation. I have been challenged by some of my projects here, which helped me grow as a person and an employee. I will cherish the relationships I have made with my coworkers and am very grateful for the mentorship I have received in this job. While the past five years have been wonderful, I have the amazing opportunity to work in England. It has been my dream to be able to work in Europe and experience more of the culture there. Also, it is a passion of mine to give back to the community, which this company gives me the opportunity to do. Because I have been given this great opportunity, I am resigning as Staff Accountant for Acme Corporation. My last day will be Friday, July 19, 2019. I want to make the transition for Acme Corporation as smooth as possible. I am willing to help hire and train a replacement. I want to leave Acme Corporation in good hands. I already have planned to take Wednesday and Friday off and will be unable to help on those days, but I am available otherwise. MEMORANDUM To: Randy Marsh, CEO South Park Computers From: Jane Dough, Head Researcher Date: June 20, 2019 RE: Resignation Effective: July 21, 2019 I would first like to say that over the past five years at South Park Computers, I have enjoyed the growth and opportunity that has been given to me. It has been wonderful to establish well rounded relationships with everyone in the company. I especially enjoyed working with an amazing team on the newest Cow Computer and hope to see it do well in the market come this fall. The amount of mentoring that I received was second to none and can’t think of a better first job. While the past five years at South Park Computers has been wonderful, an opportunity has come to me. I will have a chance to move closer to family and friends while starting up my own game development company, which has been a dream of mine. This is something that I have always had a passion for and look forward to pursuing it. I will be resigning as Head Researcher at South Park Computers. My last day will be Sunday, July 21, 2019. I will do everything that I can to help find and train a replacement as Head Researcher at South Park Computers. I wish to leave this company with the best possible person so that the company can continue to grow as best as possible. I am available for as needed until my resignation MEMORANDUM To: Jane Doe, General Manager of That Wing Place From: John Dough, Assistant General Manager of That Wing Place Date: Thursday, June 20, 2019 RE: Resignation from Assistant General Manager: Effective Sunday, July 20 I want to begin by making sure it’s clear how much I’ve enjoyed working with everyone at Buffalo Wild Wings for the past five years. I’m thankful for the opportunities I’ve had here, especially the opportunity to work my way up through the ranks and be able to receive so many promotions to end up in the position I’m in now as the assistant general manager. I’m also very appreciative of the friendships, mentorships, and other skills I acquired in my time here. I know all will serve me well throughout my career. While I’ve had an incredible five years here at That Wing Place, an amazing opportunity has arisen, and I have the chance to travel and work in a position with the company of my dreams that will allow me to continue to build on my sales skills as a field rep for Stryker, which is the direction I’ve always wanted my career to go after I finished school. Due to this wonderful opportunity, I am resigning from my position as assistant general manager with That Wing Place. My last day will be Sunday, July 20, 2019. I’m more than happy and willing to help the company find and train my replacement, if that is necessary or would be of assistance. I want to make sure I leave the company in the best shape possible and help make my transition away from That Wing Place as seamless and easy as possible for everyone. I am available as soon as possible to assist in whatever may be needed to accomplish this transition smoothly. MEMORANDUM To: Paul Schafnitz, Senior Manager, Whirlpool Corporation From: Any Employee, Project Analyst Date: June 19, 2019 RE: Resignation from Project Analyst: Effective Friday, July 19, 2019 To start, I want to emphasize that I have really enjoyed the past five years I have spent here at Whirlpool. I have grown and learned more than I have every thought possible. The opportunities that I have had and the investment that Whirlpool has made in me have made me a better data analyst and project manager. The relationships that I have built here I know will last for many years to come. I especially want to stress how much I appreciate the mentoring that has been provided to me. I know everything that I have gained here has helped in building a solid foundation for my future. It has been a good run, but a new and exciting opportunity has been extended to me. This gives me the chance to become a lead project manager and hone my people management skills. It is also giving me much more flexibility in hours and the ability to work from home. As such, I have decided to resign from my position as Project Analyst at Whirlpool Corporation. My last day will be Friday, July 19, 2019. I understand the difficulty in hiring and training a replacement, and I will be happy to help, if needed. I do not want to leave the company in a bind, and I will share all the process documentation and standard operating procedures that I have created to assist with the transition. I have one last deadline to meet; however, I will be available to help when needed. MEMORANDUM To: Phyllis Scott From: Any Employee Date: June 17, 2019 RE: Resignation from Usher: Effective August 2, 2019 To begin, I want to thank Live Nation for all of the opportunities it has provided me over the past five years. I am thankful for all of the mentorship I have received and friendships that I have been able to make. Throughout my time here, I have been able to make many enjoyable memories with all of the staff that will stay with me forever. More specifically, I will always remember and forever be grateful for all that I have been taught as a mentee and friend. I was welcomed and trained with much compassion and was even taught many skills outside of my job criteria. While I’ve had a great experience here at Live Nation, I have been given a new opportunity to build my leadership and management skills. This opportunity gives me the chance to move closer to my family and follow the career path that I have always wanted to pursue. Because of this opportunity, I am sad to announce that I am resigning from my position as Usher with Live nation. My last day will be Friday, August 2, 2019. Since I will not be leaving for a little over a month, I am willing and happy to assist in finding and training my replacement. I want to leave the company as productive as it has been in order to make my transition as seamless as possible. I am able to help as needed any time before my departure. MEMORANDUM To: Patricia Johnson, Director of Human Resource Department From: Any Employee, Human Resource Manager Date: Tuesday, June 18, 2019 RE: Resignation Notice for Human Resource Manager: Effective Monday, July 29, 2019 I want to begin by stating it has been a pleasure working with Authority Health in the past five years and has enabled me to grow exceedingly upon my professional career. Not only am I tremendously grateful for the relationships I have gained with coworkers, but I am especially thankful to have had such a knowledgeable mentor. While I have had an amazing time at Authority Health, I have recently been presented with an opportunity that will allow me to relocate closer to family while also gaining experience in Human Resources within the auto manufacturing industry. Because of this opportunity, I am resigning from my position as Human Resource Manager with Authority Health. My last day will be Monday, July 29, 2019. I am more than willing to participate in the hiring and training process for my replacement. It means a great deal to me to help Authority Health identify a qualified individual for this position to ensure the Human Resource department doesn’t suffer through this transitional phase. I plan to complete payroll for the June pay period next week, after which I am available as needed.
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