Scenario

You are a manager working for a London-based marketing firm (you can make up details as needed), and it is mid-February 2023. Last week, you had a conversation with Dan Jones, a consultant with whom you have worked on several occasions in the past. He suggested that you hire his son Jack as an intern for the summer term. This suggestion was unsolicited. It arose after an informal conversation that opened with a seemingly innocuous question - "How is your family?" The conversation came round to the fact that Jones' son was completing his second semester of a marketing program at Fanshawe College. You carefully avoided making any promises. First, you mentioned that you went to Fanshawe, too, and commented positively on how much the school has grown over the years. Next, you mentioned that you hire co-op students from Fanshawe every year and that you collect applications in the first month of each college term so that you can make a choice for the following term.

You assumed that Dan Jones understood that there are clear procedures in place for hiring co-op students at your company and that he would inform his son, so he could apply for the next round. However, now you have just received an unsolicited letter from Dan Jones' son, Jack Jones, who wants to know if he can start working for your organization as soon as the semester is over. You cannot offer Jones' son a co-op position because you have already selected two co-op students to work in your department next semester, at the end of an application process that included an examination of the students' resumes and cover letters, as well as a series of interviews (the students had submitted their application packages in January 2023, as required). You are also a little stunned by Jack's attitude, as you would have expected a student with his experience to be more aware of professional expectations in such situations. You expected him to apply for a co-op in the future, following the proper procedures, rather than think that he would be accepted overnight.

You will have to reject Jack Jones' request, but you do not want to offend his father in the process. Consider the power dynamic involved and choose your words carefully. As a manager, you are in the decision-making position, so you want to come across as clear and in control, but also kind, considerate, forward-looking, and positive. You know that you might have to work with Dan Jones in the future and do not want your future interactions to be affected negatively by this situation.

Requirements

Write an indirect pattern letter to Jack Jones. Reject his request but seek to present your case so that you can maintain a good relationship with Dan Jones. (You are writing to the son, but you are certain that the father will read the letter, too.) Use your critical thinking skills and your writing skills to write a letter that will be received positively or at least neutrally, despite the bad news it must convey.

Your letter should do the following:

Adhere to follow proper block formatting guidelines.

Include all required letter elements (address block, signature block, etc. - feel free to make up details as needed)

Consider the needs of the audience (audience analysis).

Demonstrate the correct organizational pattern for indirect/negative messaging.

Employ the appropriate elements of tone.

Uses effective graphic highlighting (remember, do not highlight bad news!).

Demonstrate proper writing process, including proofreading.

Associated Questions

Add at least 5 empty lines following your conclusion of the letter and then answer the following questions:

Why is it important that you address this letter to the son (Jack) rather than the father?

Why is it important that you avoid discussing your relationship with the father during the letter? What was the source of the original miscommunication (why did Jack expect special treatment?) and how might this make things worse?

Why is it important that you do not make any promises about future employment for Jack?