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COM 285 Week 4 Individual Assignment Business Writing Portfolio

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Business Writing Portfolio
Part I: Business Writing Steps.
Target Audiences
Store Managers
Store Employees
Consumers and Public
Communication types that will be used
Store Managers – Business memo
Store Employees – E-mail
Consumers and Public – Business letter
Part II:
Letter:
614 Crestwell Ave.
Tampa, FL 33602
22 January, 2010
Dear Store Managers:
Rising gas prices and increased operating expenses require our company to amend our current
store policy regarding employee work hours. In order to eliminate this new problem of increased
costs, it will be necessary for our company to amend our existing store hours. To begin with,
stores will now be closed on Sundays. In addition, Monday through Saturday, each work day will
be shortened by two hours, and stores will be opening one hour later and closing one hour earlier.
Instead of the usual work week consisting of 8-hour days five days a week, managers will now
be required to work 10-hour days four days of the week. This change of schedule will not only
benefit our organization but it will also benefit you personally because it will allow you to save
additional money on gas, will give your more free time to enjoy with your family, and it will
allow you to feel less stress.
In addition to these changes, part-time employees will need to consolidate all of their hours into
1, 2, or 3 day workweeks, depending on the number of hours that they are normally scheduled to
work. Also, our company has no plans to open any new stores at this time, but we do not plan to
close any existing stores.

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By implementing these necessary changes, we will ensure our company’s future success. In
addition, we will be better able to provide our customers with quality service and low prices. As
such, we will be able to maintain our positive image and continue to be one of the best retail
stores in the country.
As always, should you have any questions, please contact me directly, and I will do my best to
provide you with answers.
Sincerely,
Mark Abrams
Public Relations Manager
Memo
To: All Store Employees
From: Mark Abrams, Public Relations Manager
Date: January 22, 2010
Subject: Great New Changes to Existing Store Policy!
In light of rising gas prices and increased company costs, our stores will be operating on an
amended schedule. First and foremost, stores will no longer be open on Sundays. This will give
all employees much needed rest after a long work week. Also, from Monday through Saturday,
stores will be opening one hour later than usual, and they will be closing one hour earlier. These
new store hours will be from 9:00 am to 7:00pm on Monday through Friday and 10:00am to 8:00
pm on Saturday. Additionally, we have no plans to open new locations, nor do we plan to close
any of the existing locations.
All employees will now work on amended schedules. Managers will work 10-hour days four
days of the week. All part-time employees will be required to work all of their hours in 1,2 or 3
days a week. These changes will provide great benefits to all employees, as fewer full working
days will offer the opportunity for greater personal freedom and more time will be able to be
spent with loved ones.

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E-mail
Dear Valued Customers:
We would like to announce changes to our store policies that will be effective at the beginning of
the next month. Rising gas prices and operational costs have required us to make these changes.
Our stores will now be opening one hour later and closing one hour earlier on Monday through
Saturday. On Sundays, all of our stores will be closed. Doing so will enable us to keep our prices
low, and will prevent us from closing down any of our existing locations. You can continue to
shop and find great values in any of our locations.
Your business is important to us. Implementing these changes will allow us to provide you with
great products and excellent customer service. We encourage you to continue shopping in our
stores and look forward to offering you the best prices.
Best,
Mark Abrams
Public Relations Manager
Part III:
This assignment was a bit difficult for me because I really had to think about each
different type of audience and try to adapt my writing style to fit their needs. One of the most
difficult aspects of this was trying to convey negative messages in a way that would not be
detrimental to a good relationship with each audience. This was particularly difficult when it
came to writing the documents directed at customers and store employees. I felt that they would
be the least likely to see the positive side to these policies changes, and, therefore, I struggled to
come up with reasons why these policies would be beneficial.
I felt that these documents were very different from the kinds of academic writing I have
completed in the past. One major problem I had was that these documents required me to think
about multiple audiences. Academic papers, for the most part, only require you to consider one
type of audience. Also, I am used to the research component of academic writing, and constantly
felt compelled to find references even though this kind of writing did not require it. In terms of
editing and revisions, I felt that these documents required the same amount of attention to detail
as academic writing does. Making a small mistake in either one of these forms of writing could

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