Question

Scenario

You work as an Administrative Manager at a food manufacturing company called Bruce’s Food Supply. You have been with the company for almost three years. You work for the Founder and President, Bruce Ventura, who started this company twentyyears ago and has grown it nationally, selling various food supplies to restaurants and hotels across Canada. Bruce’s Food Supply has over 100 employees, a manufacturing plant, which includes the Head Office that is located in Langley, BC

Bruce calls you into his office, and says, “I have a task for you to do immediately. I need you to write an email to all staff about the changes to our benefits program with Manulife Canada.”

You grab your note pad and pen and ask “Okay, when do you want the email sent out?”

Jim says, “Later today. Here are the major changes to the benefits program and policies. The Extended Health program that covers prescription drugs will drop from 100% coverage to 80%.”

You reply, “That’s not going to be popular. What does this mean?”

Jim says “When an employee gets a prescription for a prescribed medicine from the doctor, the employee has to pay for it first at the pharmacy and submits receipts to get reimbursed. In the old program, the whole amount of the prescription drug is covered. Now, the plan covers only 70 percent.”

You say, “Oh? So, it will cost more for employees under this new benefits program.”

Jim replies “Yes. We are losing money and the cost for these benefits have dramaticallyincreased over the past three years.”

Jim adds, “Our Dental Plan has changed too. The amount of coverage has decreased for major dental procedures such as braces and root canals. Minor coverage that involves teeth maintenance, such as cleaning and check up, drops to 75% from 100%.”

You respond, “Staff are not going to be happy! They will be paying more.”

Jim pauses, slumps his head as if disappointed, and responds “I know. I need to cut expenses. I simply have no other choice. Please try and communicate this to staff in the most positive way you can. Ultimately, this benefit expense is cutting into our bottom line since our staff members are aging more and becoming more dependent on the benefits program. Along with the fact that more people have families, unlike you who is still young and just graduated from BCIT. “Jim pauses, then adds, “Oh I nearly forgot. You also need to explain that I cut the international travel insurance for staff as I found out that staff were not using this benefit. However, I added a new program called the Employee Assistance Program (EAP) for all staff.”

You respond “What is that?

Jim says, “It is a counselling support hotline for staff members to call when they are facing any emotional, mental, financial, and family situations and they need to talk to someone about privately. It is available to staff 24 hours and 7 days per week. It is confidential and private. It is like having a counsellor who can talk to each staff privately by phone”

“That’s great news”

Jim says, “There are no additional costs to staff for EAP. Do you have any questions?”

You briefly look over your notes, then ask, “Do you want to review my email before I send it out?”

Jim says, “No, I trust you. Just send it directly to the staff, and please get it out as soon as possible.”

You say, “OK. I will get it done now.”

______________________________________________________________________

Bruce’s Food Supply has the following email guidelines for sending out emails to staff members.

1) Write in the “YOU” viewpoint

2) Use the active voice

3) Write in a courteous and professional tone

4) Write in the Direct Approach

5) Write grammar error free including spelling

INSTRUCTIONS

Write a “Professional” Email in email good format, (do not forget to write an informative and concise subject line).

When you write your email, do not forget to consider the following:

1) Identify core information the reader needs. (They may or may not need to know everything included above.)

2) Reorganize the information effectively. What should go first or last?

3) Identify your audience, audience’s reaction, and tone. (Reminder: you are writing to the staff).

4) Use the direct approach.

5) Add transitions.

6) Proofread and edit your email.

7) ****Review your paper for grammatical errors.****

8) Write in email format.

You can create new details and relevant information such as email addresses, dates,and phone numbers.

Answer 1

From: Bruce's Food supply company Ltd

Date: 26/3/2020

To all the emplyess,

Subject: Change in medical facilities

All the employees are hereby informed that certain changes have been done in the medical facilities provided to the employees by the company. Please go thgough the gudelines carefully:

• The cverage of the health program will be 80% FROM 100%.
• The coverage of the prescription drug will be 70% from 100%. In this case the concerned emploee will have to paynfirst to the pharmacy. Then the bill will be submitted and the claimed money will be provided after the submission of the bill.
• The coverage of the dental plan will be 75 % from 100%.
• All the employees will get the facility of mental health checkup and consultation. This program is called Employee Assistance Program(EAP). It is available 7 days and 24 hours.
• The international travel insurance will be available no more.  

All the emploees are expected to accept the change for the new policy of the company and it will develop booth the company and the emplyees in future. Your assistance is cordially expected.

With thanks

Bruce Ventura

   Founder and President, Bruce's Food Supply