I. Plan
A. Analyze the Situation
1. What is your general purpose? To ensure that the E227GS Global Solutions Company has a successful convention.
2. What is your specific purpose? To promote international recognition of the company and ensure that the existing relationship with Maribel Riverra is maintained.
3. Exactly what do you want your audience to think, feel, or believe after receiving your message?MsRivera will receive message that she cannot be the keynote speaker at this year's convention.
4. Who is your primary audience? The audience is Maribel Riverra.
5. What is the audience's background?Maribel Riverrais a long-time attendee of the E227GS Global Solutions conventions. She has an information technology company that deals with manufacturing electronic devices. She is conversant with delivering speeches since she has stepped in severally for the Global Solutions Company when other speakers pulled out.
6. What are the audience's reactions likely to be to your message? Maribel Riverra may feel disappointed, angry and may not attend the convention. Moreover, she may be understanding and willing to step in whenever there is a problem, owing to the fact thet she will also benefit from the convention.
B. Gather Information
1. What information does your audience need to receive?The audience needs to know that the request to be the keynote speaker has been declined. The reason as to why the request was declined needs to be featured and an apology needs to be given. Furthermore, the audience needs to be assured of their business relationship with the company.
2. What facts must you gather in order to create an effective message?Some facts are needed to establish an effective message, they include:
• Is MaribellRiverras objective in being the key speaker similar to the objective of the convention?
• Will the message put the relationship of the audience and the company at stake?
• How will the audience perceive the message?
• What is the tone of the message and will it establish credibility with the audience?
C. Organize the Information
1. What is your main idea?To politely inform Maribel Riverra that she will not be the keynote speaker.
2. Will you use the direct or indirect approach?Indirect approach because she will be disappointed.
3. Why are you using the approach you chose?Use the indirect approachwill help prepare the reader for the bad news that makes them easy to accept that.
II. Write
A. Adapt to Your Audience
1. How will you show sensitivity to your audience's needs? In order to show sensitivity to the needs of the audience, I will inform her that she will take part as one of the speakers and explain the objectives of the convention. I will then assure her of the relationship she has with the Global Solutions Company.
2. How much credibility do you already have with your audience? The audience has already formed a strong relationship with the company. This is because she has ongoing projects and researches with the company and has even stepped in to deliver speeches severally after speakers declined.
3. How will you establish the additional credibility you need? To establish more credibility with Maribel Riverra, it is important to assure her that she will deliver her speech in the convention, although she will not be the keynote speaker. Thanking her for her support during all the conventions and her relationship to the company will help improve credibility in their relationship.
4. Will your tone be informal or more formal?The tone will be formal to ensure that the emphasis and seriousness of the message is received.
B. Compose the Message.